Ask The Right Questions

Know the details

When meeting with prospective reception sites, here are some questions to ask that may have bearing on your final location decision.

HOW MANY PEOPLE CAN COMFORTABLY BE SEATED AND ENTERTAINED IN THIS AREA? Make sure there is enough room for the tables, chairs, dance floor, bars and other amenities, plus some elbow room for guests. The quoted guest numbers for the room will vary for plated, buffet, and cocktails.

WHAT IS INCLUDED IN THE BASIC ROOM RENTAL? Some places offer only the facility and you may need to rent the amenities. Others include everything from silverware to the cake. Be sure the inclusions are listed on your estimate.

HOW ABOUT ADDITIONAL SERVICE FEES? Typical extras might include cutting your cake, uncorking your furnished champagne, white glove service, valet parking, coat check, and providing restroom attendants.

WHAT RESTRICTIONS ARE THERE? You may not be able to use candles in your centerpieces or twinkle lights in your decorations. Ask before you make any specific plans.

HOW MANY RESTROOMS ARE AVAILABLE? Are there adequate facilities for the number of guests you plan to have and are you sharing them with another event? You may want to ask whether there is a separate room for the bridal party. Are they stocked up on amenities? You could even place a personalized basket in each restroom for your guests.

WHAT TYPES OF BAR SERVICES ARE OFFERED-AND WHAT IS THE COST? Services will run from a full open bar with skilled bartenders making specialty drinks you crave, to a place where liquor may be served only if you or your caterer bring it in and hire your own bartenders. Understand who will take on the liability concerning age limits.

WILL THERE BE ANOTHER EVENT TAKING PLACE AT THE SAME TIME OR BEFORE OR AFTER MY EVENT? Many facilities book events concurrently or within tight time restrictions. Verify whether you will be the only event that day and how much time you will have before and after your event, especially if you will need additional set-up time or if you may decide to extend your celebration another hour or two.

DOES THE FACILITY HAVE THE PROPER LICENSES AND INSURANCE? If they’re providing bar service, they should have a liquor license as well as liability coverage. Make sure they have certification from the Board of Health. If you are hiring an outside caterer, make sure they have the licenses, liability coverage, and Health Department certifications that the facility and city requires.

WHAT ABOUT SECURITY Community regulations may require security personnel to be present, depending upon the number of guests anticipated, and whether or not liquor is served.

IS THERE AMPLE PARKING AND WHAT WILL IT COST? Is the parking free and off-street, or in a nearby garage where they will need to pay? Can reduced rates be arranged for guests for overnight parking in the hotel or during the event in a paid lot? If parking is on-street or away from the facility, consider hiring a bonded valet service.