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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.
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.
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.
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.
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.”
The perfect reception site
should be menable to
incorporating personal
touches.
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.
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.
Photography courtesy of:
Eyes 2 See Photography &
BQ Photography
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