You've set a date and now you need to find a location for your wedding ceremony and a spot for your reception, which is not always an easy task to find both available on the same day!
When considering different locations and facilities, ask yourself what kind of celebration that you really want -- a quiet, private party or a huge bash? And, what can you afford? How will you entertain a crowd made up of different ages, backgrounds, and traditions?
“Simple elegance is the trend today,” said Stacey Porter, Sales Manager for the Park Inn. “Brides and grooms want a nice wedding. Some couples are venturing more towards non-traditional ceremonies and locations; the significance is still there, but they want something a bit different to remember.”
Reserve the reception location early.
HOW MANY TO INVITE
Do a quick inventory of your friends and family, so that you can decide how many guests you plan to invite. This is the second most important piece of information — after the date of your wedding — that you need when choosing a site for your reception. Choose a facility that matches the size of your group. Too few people in a too-large room will feel lost. Too many in too small a space will be uncomfortable. Either way, the physical space can affect the tone of your party. Hotels and reception halls may be the best choice for groups of 150 to 400.
START RIGHT AWAY
The reception facility should be one of the first things you reserve after setting the date! Plan in advance whenever possible; allow enough time to shop around, but try to reserve a location a year in advance (even more in the busy spring and summer months!). Work ahead to have the best chance of getting your choice location.
“Plan early, and plan around Mom's Day and graduation weekends,” encouraged Sylvia Sullivan, co-owner of Lindley House Bed & Breakfast. “By planning early, the bride should have enough time to see the facility before making a decision.”
ASK QUESTIONS
Meet with the banquet manager, caterer, or facility coordinator early. This allows you and your parents to determine which of the facility's options suit your plans and fit your budget. Once the planners know what you're looking for, they can be more helpful and things will go more smoothly. Prepare a list of questions to ask, and follow it. Tour the facility and ask to meet the people who will be involved with making your reception happen. Then keep in touch with the facility's staff and work closely with them as the day approaches.
Size, seating capacity, catering availability, length of time of availability, cake cutting services, clean-up responsibilities, bartender availability, and any limitations or restrictions should all be determined during your first meeting. Other questions, such as menu choices, will be determined by the type of wedding you want.
See the wedding planning guide in the center of this magazine for other questions you'll want to ask.
BANQUET HALLS
Size and flexibility are key advantages of a banquet hall or local center. Many have a distinctive character -- historical or modern -- and they often have liberal decorating policies, so you can make them into your fantasy theme reception.
Some facilities make kitchens available, an advantage if you plan to do some of your own catering. Be sure to ask about equipment availability and what restrictions might apply to you or your caterer, including clean up.
HOTELS
Many hotels have the staff and experience to plan your reception from start to finish. Not only can they decorate, cater, and set up your party, they can accommodate your out-of-town guests and wedding-weary attendants.
“Many brides are providing welcome gifts for out-of-town guests and leaving them in their hotel room,” said Manisha Patel, general manager for Best Western Monticello Gateway Inn. “These gift bags or baskets contain items such as bath and body products, snack foods, or a bottle of wine and are a wonderful way to make guests feel welcome.”
RESTAURANTS
Restaurants are an excellent choice for small, elegant receptions and rehearsal dinners. Planning the menu is simplified by choosing a restaurant and you often have more choices than at larger facilities. Ask about a private room, and bar and dance floor availability.
OUTDOOR SETTINGS
If you have a perfect location and no facility, consider renting a tent and reception amenities. Tents allow for unlimited freedom in size, location, and style. While tents are known to protect against bad weather, they can also be heated or cooled to allow versatility from March to December.
DECORATIONS
Many facilities are so beautifully appointed that they will be perfect settings for your reception just the way they are. Others offer a variety of adornments for your use or allow you to select your own decorations to enhance the room.
“Today's weddings have lots of color and greenery - lots of mixing and matching,” commented Wayne Yonce, of Champaign County Tent, about current trends.
If you choose to bring in embellishments, inquire if the facility provides a decorating service. Or if you and your friends and family decide to do it yourselves, be sure to find out if the facility has any restrictions about materials used, attachment methods or availability before the event.
Arrange time for set up and recruit volunteers if you are decorating the reception facility.
SET UP
It's a good idea to coordinate with the facility manager about availability for early set up. Many times a florist, disc jockey or band will need early access to your reception room. Find out how much set up time is needed and if there are any other requirements (electrical outlets, etc.) and communicate this to the facility manager. You can be assured that decorations are in place and the entertainment is “plugged in” and set up when you and your guests are ready to party!
CATERING
Catering service varies widely, and may be all inclusive food, beverage, table set up, cake, liquor and flowers, or more limited. Discuss options, choices and costs during the initial interview.
Professional caterers will be able to help you make difficult menu selections that will appeal to many palates. Whether your wedding is traditional, trendy or theme-related, the caterer can help bring it all together with food and decorations.
Many caterers will be able to offer you a variety of choices from American cuisine to African, Greek, Thai, and Italian. Let your wedding theme and your personal tastes help you decide. Another early decision will be the level of service you want: waiters for a sit-down dinner or buffet line with servers or self-serve arrangement.
TIME OF WEDDING
Time that food will be served helps determine what and how much you serve. Hors d'oeuvres or cake and punch can work well in the afternoon; buffets or sit-down meals are appropriate around noon or in the evening. Large numbers of guests are probably best accommodated with a buffet.
Plan to serve food within one hour of arriving at the reception. Consider appetizers if photos will delay the bride and groom.
POPULAR CHOICES
Many couples choose two-entree buffets for their reception. If you haven't eaten at the facility before, ask to taste the food you plan to have prepared. It will reassure you of your choices, or may help you make those decisions. Try to do the taste test well in advance, so that the facility has time to prepare for your reception.
Another popular trend is serving a combo plate, according to Jane B. Walsh of Kennedy's at Stone Creek Restaurant & Banquet Center . “Then you don't have to worry who orders what.” Couples may also want to consider a limited bar. “Provide beer, wine and the toast, but leave the liquor to a cash basis,” she added.
REHEARSAL DINNER
The rehearsal dinner allows you and your fiancé to relax with your family and friends — some who have never met before — and lets them to become better acquainted.
When choosing a place for your rehearsal dinner, consider whether you want the tone to be reserved or relaxed — a sit-down dinner with champagne toasts or an outdoor barbeque or pizza party with plenty of fun. Once you decide, reserve the facility as soon as possible.
You may wish to consider inviting family and friends who are travelling a great distance to the rehearsal dinner, in addition to the wedding party and your immediate family. This gives you an additional opportunity to greet and introduce guests as the wedding festivities begin.
SHOWERS AND PARTIES
A professional facility like a hall, nightclub, or a restaurant may be the best choice to make your showers and bachelor/bachelorette parties stress-free. The facility will handle food, entertainment, and cleanup, leaving you and your friends relaxed and ready for fun.