Things to consider:

• the number of guests you may have
• how formal or informal you want it to be
• the theme (if any )
• costs
• site or location
• food & beverage
• table linens
• silverware
• decorations
• table centerpieces
• flowers
• candles

Availability plays a major role in where you hold your reception. It is also sometimes a challenge to find a reception hall that is available on the same date that your ceremony location is open. Both the reception hall and the ceremony location should be the first things that you take care of when planning your wedding. Have several places in mind as you begin the search. You may need to be flexible on the location, or even flexible on your wedding date if your heart is set on a certain location.

Location Ideas

Hotels & Restaurants
These locations are equipped to coordinate virtually every aspect of your reception from food & beverage to linens, centerpieces & lighting.

• Homes & Gardens
  • These locations offer great flexibility regarding dates & times and can be inexpensive if you use the backyard garden of a friend or family member. This venue will require more effort on your part to coordinate caterers, rentals and setup, so be prepared. Weather may also play an important role in preparing for your reception. Make sure you have a contingency plan in case of bad weather (is there enough space to move the reception indoors at the same location?).
    Art Galleries & Museums
    o These locations set an exquisite backdrop for your reception and convey immediate elegance. Traditionally, they are more expensive than other options.
    Bed & Breakfast Inns
    o These locations are great for smaller weddings and even provide accommodations for out-of-town guests.
    Country Clubs
    o These locations are equipped to coordinate virtually every aspect of your reception. However, if you are not a member, a member may have to sponsor you so that the club will permit you to use its facilities for your event.
    Plantation Homes
    o These locations offer picturesque indoor or outdoor settings, convey immediate elegance and require little decoration. Check to see if the plantation staff will help coordinate your wedding, or if you need to handle this on your own through a list of pre-approved vendors.

  

  
  Yachts & Sailboats
  o Yachts provide a beautiful backdrop for the reception. As with any reception, the size of the facility will determine the number of guests that can be accommodated. If you choose a yacht or large sailboat, make sure you understand these capabilities because there may be other reasons for restrictions, such as Coast Guard requirements.
  Military Club Facilities
  o These facilities are normally available to couples that can be "sponsored" by an active duty member of the armed forces, or a veteran. They are normally capable of coordinating all of your reception needs.
  Wineries
  o These locations offer elegant indoor or outdoor settings and may permit your guest to tour the grounds. Check to see if they require that you hire a professional coordinator to plan your event.
  Churches or Synagogues
  o See what type of reception hall they have
  o If you wish to serve alcohol, check the policy
  o See if there are any restrictions on the type of music you can play
  o See if there are any restrictions on the type of foods you may serve
  o Ask if they have tables, chairs, etc. that you may use.
  o See if you will need to provide linens, silverware, etc.
  o Ask for a contact person who can work with your caterer, florist, etc.
  Beaches
  o These locations offer a romantic setting that can either be formal or very casual depending on the tone you set for your wedding.
  o Weather can be a factor, so think carefully about the time of year
  Hurricane season lasts June 1 - November 30

  

Checklist
Think or talk about all of the following when making decisions regarding your reception.

Site Selection & Decoration

• Number of people the room will hold vs. anticipated number of guests
• Room fee/per hour - if any.
  • Some sites don't charge for the room, but require that you use the in-house catering.
  • Find out what is or is not included in the fee.
    • Linens
    • Silverware
    • Buffet Setup
    • Dance Floor
    • Cleaning
    • Food
      • See if the reception facility can provide some, or all, of the decorations and ask if there is a fee for doing so.
      • See the actual room where your reception will take place.
      • Have the room name or description written into your contract.
      • See an actual table fully set with linens, silverware, chairs, etc.
      • Check the restrooms to make sure they are clean and functional.
      • Check to see if there are any music restrictions.
      • Rooms for the bride & groom to change into going away attire
      • Alcohol fees
      • Alcohol restrictions
      • Can you provide your own?
      • Parking availability & fees
      • If outdoors, alternatives in case of bad weather
    • Security deposit
      • Cost
      • Time of refund

    

  Food

  Selecting a caterer

• If the site you select handles catering then all you have to worry about is menu selection. If not, then begin your search by talking to the staff or coordinator at your chosen location. Ask your contact if you are required to work with a list of approved caterers. Many sites allow only approved caterers to handle good & beverage in their facilities.
• If provided a list, ask your contact who he or she recommends. Make sure you get at least 3-4 from which to choose. Most site coordinators are so experienced, that they will be able to tell you what to expect regarding pricing, taste, etc., from any vendor they recommend.
• Ask friends co-workers, reception site coordinators for the names of a few good caterers.
• Start your search early. Good caterers book up several months in advance.
• Be prepared to leave a deposit to book your date and time.
• Ask what the refund policy is for that deposit.
• Find out what portions of the reception the cater will handle.
• Will the caterer provide linens, glasses, plates & silverware, or will the reception site?
• Will the caterer provide tables, chairs & serving pieces, or will the reception site?
• Will the caterer coordinate liquor, beverages and servers?
• Will the caterer coordinate both setup & cleanup?
• Ask the caterer for pictures of his or her work and set up a time to sample foods.
• Estimate the number of guests to make determinations about food and provide a final head count based on the caterers instructions.
• Be sure there are enough servers, bars, food stations, etc. to accommodate your guests.
• If you are shopping prices from multiple locations, make it an "apples to apples" comparison. Make sure to consider rental costs for tables, chairs, etc., if one location includes them in the price and another does not supply them, but has a lower price.

Menu Selections

• Communicate the number of guests you anticipate
• Discuss the style you prefer - heavy hors d'oeuvres, buffet, food stations, etc.
• Ask for sample menus.
• Discuss menu options and the cost per person.
• If you have a set budget for the event, let the caterer or coordinator know. He or she can help you narrow down selections and can provide some cost-cutting advice.
  • Make sure your menu selections fit the season. For example, grilling is not a good option for an outdoor wedding in August. However, chilled shrimp, fruits, cheeses, cold cuts and fresh lemonade might be a good way to beat the heat.
  • Make sure you provide a variety of food that is suited to your guests' tastes and dietary constraints.
  • Ask to see a sample contract.
• Beverages
  • Check liquor and beverage fees, and work within your budget.
  • Mixed drinks can be expensive, while a reception with beer & wine can be quite affordable.
  • See if your caterer will coordinate the alcohol, punch & other beverages.
  • Some sites may permit you to purchase alcohol and then only charge you a corking or service charge. Most liquor or alcohol dealers will deliver, provide more alcohol than you need, and only charge you for what is consumed. This is a great cost-saving option.
  • You can set up a cash bar. This means you'll pay for non-alcoholic beverages like sodas, coffee and tea, and guests may purchase whatever alcoholic beverages they please. This is a great option if you are on a limited budget.
  • Offer plenty of non-alcoholic drinks like water, tea & punch for your guests, as well.
  • Bear in mind that some states will hold you personally liable if someone is injured or killed as a result of drinking too much at your reception.
  • Encourage your guests to drink responsibly and ask a few friends be on the lookout for anyone who may be unable to drive following your reception.
  • For your own protection, see if the reception site offers liability insurance.

Types of Receptions

Morning

• Follow morning weddings
• May serve food buffet style or guests may be served
• You may serve coffee, juice, fruits, breads and breakfast foods.
• If you wish to serve alcohol, champagne, Mimosas, screwdrivers & Bloody Marys are all acceptable options.

Luncheon

• Follow late morning or noon weddings
• May serve food buffet style or guests may be served
• You may serve a variety of foods including, sandwiches, pasta, fruits, salads, etc.

Tea

• Normally held between 2-5 pm, starting no later than 3:30
• Tea sandwiches & finger food may be served
• This type of reception is among the most inexpensive because it calls for very light food & drink

Dinner

• Normally held between 6-9 pm, with an hour for cocktails & hors d'oeuvres before dinner.
• Dinner options are:
• Sit-Down - guests are served at the table. Generally this is more formal.
• Buffet - guests serve themselves.
• Guests may seat themselves or you may prefer to assign seating and put people with similar interests together.

Food Station

• Another interesting option for your reception is to set up several food stations throughout the reception site. It's great fun to have a different food type at each station. That way guests get to sample several kinds of food and you are bound to have something that will appeal to everyone. Standard foods you mind find at each food station include: pasta; beef tenderloin or seafood. You can even bring other cultures into the mix and have Mexican, Hawaiian or French foods, and decorate the stations accordingly. It is also a good idea to set up a central buffet table equipped with fruits, cheese, shrimp, finger sandwiches, etc. Food stations make the meal somewhat of an adventure and encourage mingling.

  

And Finally...
To ensure that your reception runs smoothly, it's a good idea to work with your coordinator or site contact to set up a schedule. By doing this, your mistress of ceremonies, caterer, DJ, photographer & site coordinator will all know what is supposed to happen & when the event should occur. Some couples may walk in and immediately proceed to their first dance, while others may wait until after dinner. Is the entire wedding party to be announced, or only the bride & groom? Putting all of this information on paper and sharing it with all concerned parties will help your reception run smoothly and allow you to fully relax and enjoy the time with friends & family.