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Choosing Your Reception Site |
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Though your wedding celebration
may last only one day, finding the best place to
hold it will help ensure a lifetime of wonderful
memories. No matter what type of reception you’d
like to have, there’s a location that’s right for
you. A small inn can provide the warm feel of an
historic home while offering the services of a larger
site. It will often have lovely settings both inside
and out.
For their September 2003 wedding reception in Santa
Fe, New Mexico, Heidi Ernst and Tim Jones knew the
mood they wanted to create. “It was very important
to us that our guests were comfortable and that
they could experience the incredible beauty of Santa
Fe,” Heidi says.
Hoping to find an intimate setting for their ninety
guests, the couple first looked at a bed-and-breakfast
and a small hotel. Then they heard about a little-known
stone lodge on the side of a mountain in Hyde Memorial
State Park. “We got there, and we thought, ‘This
is it,’” says Heidi. “We both love the mountains.
The trees came right up to the lodge, and there
was a patio with a fire pit, which we knew would
be great to use after the sun set.” Though the site
lacked some of the amenities of typical reception
locations—for one thing, it didn’t have a kitchen—the
two felt that any extra work would be worth it.
For them, the lodge’s uniqueness was what made it
the perfect place. |
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| Setting the Tone |
It’s every couple’s wish to
find the ideal location for their wedding celebration;
after all, more than anything else, it will literally
set the stage for the entire event. Careful consideration
early on in the planning process will help you with
this important decision. The two of you should agree
not only on practical matters such as your budget
and the number of guests to invite but also on less
tangible aspects, such as the atmosphere you desire.
Chances are, you already have an idea of the tone
you want your wedding to have. Perhaps you’ve always
dreamed of a formal seated dinner under a chandeliered
ceiling, or a candlelit meal at home with only your
closest family and friends. Or maybe you’re picturing
a playful day at an offbeat location, such as an
amusement park. If nothing immediately stands out,
however, look to your personal style. “Couples should
put their stamp on their wedding,” says Lisa Crowder
of Storybook Wedding Consulting in Atlanta. “Think
about your favorite hobbies, colors, flowers, foods,
even the décor of your home.” These preferences
will point you toward the kinds of sites that might
suit you. |
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| Determining Your
Needs |
You’ll also need to ask yourself
whether you can commit to the amount of time and
attention a given site may require. “If you don’t
have a lot of time to plan, or if you’d just prefer
that everything be taken care of, it may be best
to go with something that’s all-inclusive,” Crowder
says.
Hotels, large restaurants, and other locations with
banquet facilities, such as country clubs, host
weddings regularly, so they are likely to have an
in-house catering staff or relationships with certain
outside caterers. They may also be able to recommend
other wedding vendors. These “establishment” choices
are popular with couples for good reason: They can
handle everything from the cake to the table linens,
and they have the experience needed to make sure
that nothing gets overlooked. Selecting such a place
doesn’t necessarily mean you have to relinquish
all control, however; if you have your heart set
on a particular caterer, for instance, the site
may be willing to accommodate your choice.
For couples who decide to organize the reception
themselves, or who prefer a more unusual location,
the range of options is as broad as their imagination.
A site such as a photographer’s studio or a campground,
for example, can result in a memorable wedding.
Though many nontraditional locations are happy to
rent out their space, be aware that their role often
ends there. Their staff probably won’t be qualified
to manage a wedding reception or make recommendations
about appropriate vendors, which means you’ll have
to do considerable planning.
It may be helpful to hire a wedding coordinator
or choose a caterer who not only has a reputation
for cooking great food but also has experience dealing
with many different situations. This was one of
the keys to making Heidi Ernst Jones’s reception
run smoothly. Her caterer had worked at the lodge
before and knew it didn’t have a kitchen, so he
was prepared to set up his own under a tent. Don’t
rely on vendors, though, to find out about such
things on their own; you should be aware of all
issues beforehand. |
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| Special Considerations |
Your choice may also necessitate
letting guests know what to expect. For Leslie Guth
and Paul Daly, who held their June 2001 wedding
on a boat touring New York City’s harbor, that meant
emphasizing in the invitation that guests be punctual.
Unlike most locations, theirs left little leeway
for late arrivals; once a boat leaves, it does not
turn back for stragglers. And, of course, everyone
must stay at the reception until the boat returns
to shore. “Since we also wanted to have the ceremony
on the boat, we had to find an officiant who was
able and willing to stay for the entire wedding,”
says Leslie. “It took a bit of searching.”
Certain sites present other special challenges.
Many couples gravitate toward outdoor locations—there’s
something especially romantic about celebrating
your marriage under a wide-open sky. But if you
choose a garden, rooftop, beach, or other fresh-air
locale, you must be prepared for inclement weather.
Even if the forecast indicates a beautiful day,
it’s a good idea to reserve at least one tent; it
can provide relief from the sun as well as protect
against any rain. You should also have an alternate,
indoor location as a backup in case there’s a storm
or the weather otherwise makes being outside, even
under a tent, impossible.
If you or a relative or friend lives in a spacious
house with scenic grounds, an at-home event is a
wonderful way to personalize your reception. It
can also save you money if you’re having a small,
casual gathering and family members or friends help
with the preparations. But a more elaborate affair
will require a great deal of planning, and it may
actually cost more than you would spend at a location
such as a hotel. That’s because you may have to
rent everything from tables to tents to additional
equipment and supplies, as well as hire the waitstaff
and other professionals whose services are often
included in many sites’ fees. Adequate electrical
power may be an issue, and you’ll want to be sure
there are enough restroom facilities and places
to park. You’ll also need to check local noise ordinances
to find out if music must stop at a certain time.
As you compile a list of possible sites, keep in
mind the distance between the ceremony and the reception.
It’s obviously most convenient to hold everything
at one location, but will you use the same room
for both events? If you prefer a single space, you’ll
have to allow time for the ceremony setup to be
dismantled and the reception to be arranged. Choosing
two areas will avoid this process, but it could
cost more. If you intend to have the ceremony at
a separate site, such as in a church or a synagogue,
you should select a reception location that’s as
close as possible. Generally, it’s best not to make
guests drive more than a half hour to get there. |
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| Asking the Right
Questions |
After you’ve narrowed down
your choices, call the events manager at each location.
Ask whether the site is available during the month
you want in order to gauge its general availability.
Find out the maximum number of people that can comfortably
fit in the space for the type of party you’d like.
That’s not necessarily the official capacity; you’ll
need more room for a seated dinner than for a cocktail
reception where most guests will be standing. Ask
about the rental fee, what’s included in the cost,
and how they calculate it: Some places charge per
head, while others bill a flat fee.
Depending on what your priorities are, there are
additional questions you may want to ask. Do you
have to rent the site for a minimum time period?
Are there restrictions on the kinds of decorations
allowed? You may also want to find out whether the
site holds simultaneous events. If it does, will
loud noise from another party carry over to yours?
Once you’re satisfied with the answers, make an
appointment to visit the location.
When you first walk into a space—especially one
with a lot of emotional significance, beautiful
architecture, or a stunning view—it can be easy
to overlook practical concerns. But many details
need to be taken into consideration. It’s important
to visit during the time of day when you will want
to use the site; if you’re having an evening affair,
for example, you should see how the lighting makes
the room look. Envision the place set up for your
event: Where will the tables, bar, and food stations
be? Is there enough space for dancing? Will your
theme or color scheme work with the existing decor
or setting? Assess the lighting, sound, and electrical
situation—where can the band play? If you want to
have your ceremony in the same room as the reception,
check if there’s a place where guests will be able
to enjoy cocktails (such as a balcony or outdoor
patio) while the space is being rearranged. Don’t
forget to notice if there is a coatroom or coatrack,
adequate security, sufficient parking, well-maintained
restrooms, and accessibility for disabled or elderly
guests.
Try to tour at least two or three sites before making
your decision. Whenever possible, revisit your top
choices while they’re hosting a wedding, especially
if the reception’s style is similar to your vision.
If the place you love the most seems too expensive,
don’t rule it out. Consider trimming the budget
for food and drinks, or cutting back on your decorating
expenses. Another option is to change your wedding
date. Friday nights and Sunday afternoons will likely
be less expensive, as will off-season months such
as January and February.
Ultimately, finding the right reception location
is a lot like walking into the right house: You’ll
know it when you see it. Trust your instincts, and
the emotional impact of your site will translate
into a personal and meaningful wedding day. |
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| Site Contracts |
When you select a reception
site, you may be asked to pay a deposit of 25 to
50 percent of the total rental cost to hold your
date. Then you’ll receive a contract. Before you
sign it, make sure that it includes the following:
- The exact date of your reception.
- The start and end times of the rental period.
This is the total time you’ll be able to use
the space, which means you’ll need to take care
of setup and breakdown during these hours.
- The name or a description of the room or area
the party will be in, and the name or description
of an alternate space, if applicable.
- The total rental cost and how it is calculated,
plus information about overtime fees. Places
that charge per head should indicate the number
of people included in the price.
- A list of everything the site will provide
(tables, chairs, food, valet parking, coatroom
attendants), itemized with prices, if additional.
- A payment schedule and the cancellation and
refund policy.
- Proof of liability insurance, as well as a
liquor license, if you’re planning to serve
alcohol. You may want to consider getting your
own liability insurance to protect against injuries
to guests or staff, damage to the property,
and alcohol-related accidents; many locations
require it.
- Any decorating restrictions (for example,
an historic site may forbid objects from being
moved, or a location may not allow candles)
or other rules (such as a dress code).
- Any additional terms you may have already
agreed upon orally.
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