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Finding the ideal wedding reception site is one of the first tasks in planning the wedding of your dreams. It’s a big decision that warrants careful consideration. Since the reception accounts for the single largest expense of your entire wedding day, you need to find a location with which you can fall in love.
The perfect venue will vary from couple to couple, but factors like style and personality, the type of wedding you envision, the number of guests, the overall budget and the event’s date and time will all influence the final decision.
Thankfully, there’s something for everyone in the Phoenix area. Reception sites range from resort ballrooms and elaborate garden settings for lavish affairs to private facilities for more intimate events. Couples who want to walk on the wild side might consider an outdoor venue such as a rustic ranch location.
It’s key to examine your expectations of your reception site. Will there be dancing, will it take place in the daytime or the evening, would you rather be indoors or out? You might begin by jotting down some of your wedding fantasies, which may date back to your childhood. And don’t forget the groom in this planning. Together, establish a list with “must haves” on one side and “really wants” on the other. This exercise will promote discussion and help you focus on what is important to both of you. Once in sync, it’s time to find the ideal location.
The perfect reception site should be amenable to incorporating personal touches. Whether you see yourselves swinging with a big band, waltzing under the stars or nibbling cake in historical costumes, be sure you have the site manager’s go-ahead.
getting acquainted
Some reception spots are so beautiful that many couples fall in love with them at first sight. But looks aren’t everything. In fact, you should feel just as much chemistry with the property’s representatives as you do with its facilities. Meet with appropriate staff members, in-house wedding consultants, special event coordinators, catering managers or chefs, and be certain they are the right people for you. After all, you are leaving an important day in their capable hands.
Make an appointment with the on-site planner before you arrive, and spend ample time touring the facility. If possible, ask to discreetly visit a potential reception site when there’s an actual wedding set up or in progress so you can see first-hand how things are done.
Take a list of questions, and don’t be afraid to be thorough. Determine which details the facility will handle for you and which are your responsibility. It may feel like you are playing 20 questions with the site’s representative, but you needn’t feel uncomfortable; these professionals realize that most people plan an event like this once in a lifetime.
Venue flexibility is something to consider. For example, will the chef be open to your food suggestions, can you bring in decorations, are certain areas of the property off-limits to your guests, is there a dress code, are there sound restrictions? And, even though it rarely rains in the Phoenix area, what is a site’s policy for inclement weather?
Once you find the perfect match, feel free to rely on the reception site’s event-planning experience. Many sites have preferred vendor lists that include everything from photographers to bands. If you have your heart set on using a vendor not on the property’s list, make sure it is okay to do so.
save the date
After settling on a site, grab it before it gets away. It’s not unusual for people in the Phoenix area to book anywhere from 12 to 18 months in advance. In Phoenix, because of its weather, the busiest season consists of October through April, while the “off season” includes the hot months of June, July and August. The day and time of your wedding reception also influence how far ahead you should reserve the facility. Fridays and Sundays usually are less busy than Saturdays. Morning events are typically easier to book than popular evening times. Even if you are planning what you think is a “last-minute” event, take a chance and check on the site of your dreams anyway. Sometimes space opens up because other events have been cancelled.
food for thought
Check with the chef or catering manager at your site to determine what’s available—traditional sit-down dinner, buffet, international food stations or served hors d’oeuvres. Discuss incorporating your own food suggestions into the menu. Ask if he or she can accommodate guests with special diet requirements, such as vegetarians, diabetics or people with food allergies. Many venues allow couples to come in before the big event to sample menu items, which is an excellent idea.
Because cake is sometimes provided as part of a reception catering package, you may have to make special arrangements to bring in a cake from an outside bakery. Either way, find out where the cake is usually cut and served and inquire if there is an extra fee assessed for this service.
Also, consider your site’s alcoholic beverage polices and costs. Some facilities stipulate that licensed bartenders serve alcoholic beverages. A few, especially those other than major hotels and resorts, may even disallow hard liquor. Ask about serving costs. They vary from flat fees to hourly and per-drink rates.
Lastly, find out how many people will be staffing your event and the ratio of bartenders and servers to guests. This will impact how long it will take your guests to be served, which can be quite important if you are planning a sit-down meal for a large party.
minding your money
Set a realistic budget. To keep yourself from mortgaging your future, once you have chosen your reception site, keep an eye on hidden costs such as set-up fees and gratuities. Make sure you understand if there are minimum fees to pay; some properties have person minimums, while others stipulate dollar minimums. Ask if the champagne toast service requires an extra charge, if there are overtime charges for using the rooms, if the gratuities are included in the price, and if setting up and cleaning up are included in the final price.
Reputable venues will send a contract covering the particulars. Read all clauses and fine print and question any area of confusion before you sign on the dotted line. Each time you negotiate a change, ask for a new price quote. Ask about deposits, refunds and cancellation terms. Keep in mind, most places require all charges be paid in full at least one week in advance of the reception. Don’t forget to coordinate the response date on your invitations with the date that you are required to provide a “head count.”
Eating and drinking may make people merry, but it can be hard on the pocketbook. An open bar can invite your guests to go overboard. You might consider closing it when your guests go in to dinner. Other ways to maintain your reception budget include hosting just beer and wine at your reception, having a plated dinner instead of a more-expensive buffet. You might even consider scheduling a late morning or early afternoon reception and serving appetizers instead of a full meal.
Providing for out-of-town guests can be another costsaving detail. If your reception site provides sleeping rooms for guests, find out if special rates are available. Take advantage of packages that include a honeymoon suite so you won’t have to travel far when the festivities are over.
flirting with disaster
While you can’t account for all possible mishaps, you can avoid most reception disasters by following a few common-sense tips. For instance, always check site and vendor references. And check to be sure the site has the appropriate insurance and a liquor license. Don’t assume anything. In fact, to be sure you haven’t overlooked something, write a minute-by-minute list of the reception agenda, and check it twice. Share your agenda with the professionals who will oversee the party.
Confirm that the site coordinator you’ve been working with will be on premises the day of the wedding. Besides helping stave off disaster, the good event planner often has a “bag of tricks,” including safety pins and shoe polish, to ensure the happy couple stay that way. Find out what you can expect of your coordinator on the day of your wedding—will he or she be there to accept the flowers, take care of the gifts and other details?
When the time arrives, don’t worry about trying to control the flow. If something doesn’t go exactly as you planned, try to take it with a smile. Despite the details, the most important part of the day is starting on life’s journey together and sharing it with the people you love. |
