Your chosen site will dictate the view, the menu and the final "who's who" of your guest list. These insider tips will help you magnify the "fine print" and maximize your bottom line when searching for the ideal reception site. 


  



Things to Consider

Before you go:

  • Consider the overall timing of your event. What are your priorities? Do you have one space in mind or is your chosen date more important?
  • If the date is not set in stone, what are your preferences and priorities? Is it the season, the day, or the date? If you are more flexible, are Fridays and Sundays also an option?
  • Take a hard look at your guest list. Finding the perfect, intimate setting won’t do you any good when the guest list balloons to 300 people. Don’t forget to ask parents for their must-have lists as well. Last minute guest list additions may put you and your budget over the edge.
  • Once you have a target guest list, take aim at your bottom line. The average wedding reception including site fees, food and beverage, wait-staff, wedding cake, event rentals, favors and accessories, and wedding party transportation equals about half of the total wedding budget. If the site that you love comes with a big budget price tag, you may need to re-evaluate the budget, the site or both. 
  • After the “I dos” are done, what’s next? Whether you are looking to host an intimate dinner party or an all-out alcohol-driven extravaganza, there are three common themes among most wedding receptions: food, beverage and music. What kind of atmosphere do you want to foster? Your chosen scenery will help set the mood.
  • Take a hard look at your guest list. Finding the perfect, intimate setting won’t do you any good when the guest list balloons to 300 people. And don’t forget to ask parents for their must-have lists as well. Last minute guest list additions may put you and your budget over the edge.
  • Once you have a target guest list, take aim at your bottom line. The average wedding reception including site fees, food and beverage, wait-staff, wedding cake, event rentals, favors and accessories, and wedding party transportation equals about half of the total wedding budget. If the site that you love comes with a big budget price tag, you may need to re-evaluate the budget, the site or both. 
  • After the “I dos” are done, what’s next? Whether you are looking to host an intimate dinner party or an all-out alcohol-driven extravaganza, there are three common themes among most wedding receptions: food, beverage and music. What kind of atmosphere do you want to foster? Your chosen scenery will help set the mood.

Questions to ask: 

  • Location is everything in the wedding planning process, affecting all five of your senses: 
  1. Sight – What does the location look like? What kind of lighting is available? Does it better suit a day or evening event? Does your vision for the day fit into the space?
  2. Hearing – Is the space too big for your crowd? Is it too small? Does the location lend more toward a band or DJ? How will that effect the harmony of your party?
  3. Touch – Is the space more modern or traditional, rustic or feminine? How will the location’s look and feel effect your post-nuptial plans? 
  4. Smell – Smell, you might ask? Believe it or not, your site’s natural odors will effect your event. Whether the gardens smell like roses or fertilizer, take odor into account.
  5. Taste – Does your location have an exclusive chef, a preferred catalog of caterers or is it your choice? In the end, your caterer’s specialties could make or break your special night.
  • “Finely appointed” or “a clean slate,” what does your site have to offer? And what do you really need to host a great party? Items most commonly used at or during a reception are: tables; chairs; linens; china, glass and stemware; dance floor and staging.
  • Read the fine print. Make sure that all of the “extras” at your site don’t set you up for financial disaster. Before you make your deposit, ask about: site fees, food and beverage minimums, service fees, state and local taxes, corkage fees, cake-cutting fees, or event rentals.
  • How many events does your site host in one day or one weekend? If several other brides are vying for the same space, how does that effect timing for your set-up, break-down and the event itself?
  • Is there adequate parking at or near your facility? If not, will any local hotels provide shuttles to and from your chosen site?

Don't Forget:

  • Whether the weather cooperates or not, always have a plan “B” for outdoor events. Consider tenting or alternate locations, even if they don’t exactly create the picture perfect scene, it’s better than being all wet. 
  •  Keep all payment balance, deadline and contract information in one, easy to find place. And remember, no site is yours unless you have a signed contract in your hands.
  • Ask for everything in writing. If during the sales process, the site coordinator or manager promises any extras or cost-cutting deals, make sure you can easily refer to that in an email, letter or contract. It is not uncommon for some sites to have a high staff turnover and that information may not necessarily be on file for your big event.



Ways to Save
  • If you are not sold on a Saturday evening event, some sites offer discounts on weddings earlier in the day or earlier in the week. Opting for a Saturday afternoon or Friday and Sunday event is a great way to save.
  • Shifting seasons is also an easy way to lower your overall budget. In the Triangle, the busy season runs from late-April through mid-October. Many sites offer discounts on weddings in the off-season when it is harder to fill the calendar.
  • Consider hosting your ceremony and your reception at the same site. Reducing the number of vendors involved in your wedding is one of the easiest ways to save.
  • Be open-minded. When considering your perfect site, don’t limit your search to traditional wedding venues like country clubs and hotel ballrooms. Other sites to consider include: state or local parks, community centers, museums, art galleries and on-campus locations at your nearest college or university.