Booking A Large Party or Reception?
Questions to Ask When Visiting a Potential Party/Reception Site:
- What is the rental fee? What exactly does it include?
- What is the maximum attendance the room or area can handle - for a seated
dinner, buffet, or hors d'oeuvre reception?
- Is the reception site to be shared with another group? How are
the facilities divided? How is privacy ensured?
- For how many hours does the rental fee reserve the space? Are there charges
for overtime? When do they begin?
- Are there any restrictions on when the site is available? Any price discounts
for certain time periods, days of the week?
- Do you have a piano, other musical instruments on the premises? Is there
any charge for use?
- Are there any regulations concerning the type of music; number of musicians;
duration of the music?
- Are there regulations on decorations, flowers, photography?
- Do you have air-conditioning (for warm weather parties)? Adequate heating
(for winter and early spring nuptials)?
- Do you have an in-house caterer or preferred list of caterers? Can I bring
in the caterer of my choice? What are your liquor requirements?
- Is smoking allowed? In all areas? Are there ash trays?
- Do you have any liability insurance in the event a guest is injured?
- Do you have enclosed, adequate kitchen facilities? (Caterers may add surcharges
for appliances - a stove, refrigerator.)
- Can the site be used for the ceremony?
- Is there a dance floor? Is dancing allowed? Where?
- Are there any additional charges for required services (i.e. security guards,
parking attendants, doormen, lawn workers, etc.)?
- Can you confirm the reservation in a letter that will outline all the details,
including the room assignment?
- What are the deposit and refund requirements?
- Is there adequate parking for my guests? Will they be charged? Can these
charges be waived?
- Are there rooms available where we can change clothes?
- Do you have a microphone?
- Can we review staging, lighting, audio and video needs?
- Is there a comfortable area for guests to wait prior to the party? Will hors d'oeuvres, drinks be served?
- Where is the best place to set up the receiving line?
- What is the name of the banquet manager? Will he or she be on hand that
day? If not, who will be in charge?
- Is a security deposit required? How much is it? When can I expect a refund?
- Do you provide tables? What kind - round, oblong, and how many to a table?
Chairs?
- Do you have a floor plan available for sketching the reception layout?
Where will the cake table, gift table, bride's table be located?
- Are table covers/skirts available? Napkins? Colors available?
- What are the colors of the facility?
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