DIY Brides: Questions to Ask Your Reception Venue Manager
By Tye Robertson
Captioned below is a list of questions that you can ask your reception manager during your initial meeting prior to signing the contract.
Date and Time: 1. Do you have any dates available for the month of [whatever month you want your wedding to occur]? What time is available? (You can save money if you have a mid-morning reception (brunch) or an afternoon reception.)
2. What is the timeframe that my vendors have for set-up? Which day (can they start the day before or a couple of hours before my reception)?
3. Can we store items at your venue the day before? (If yes, please verify checklist and find out where the items will be kept.)
4. What is the earliest time items can be delivered to your venue?
5. If we have to rent items, can we leave them at your venue for Monday pickup by the rental company?
6. When can my vendors perform a site visit? (I strongly suggest that your DJ, photographer, videographer, caterer, if applicable, florist (if you are incorporating an unique design for your wedding) and lighting company, if applicable, visit your reception venue prior to your wedding date. You do not want them trying to figure how to support your vision on your wedding day.)
Fees and Insurance: 1. How much is your per person fee? Is there a sliding scale depending on the guarantee, i.e., if I have 100, 125 or 150 guests – what is the per person charge for each category? What is your fee for children and the sliding age price scale? Does this charge include tax and all surcharges? If yes, what are your surcharges? Gratuity amount?
2. What is included in your per person fee, i.e., coat check person, security, bathroom attendant, etc.? (If it is an open space, does your fee include tables, chairs, linens, dishes, etc.)
3. What color linens and chair covers do you offer in your rental fee?
4. Do you offer a discount for military personnel, etc.?
5. What is your payment plan?
6. What is the minimum you will accept for a down payment?
7. What is your cancellation policy? Postponement policy?
8. Do you have any violations (building inspector, Department of Health) that will jeopardize my event?
9. Do you need certificate of insurance from my vendors (photographer, videographer, DJ), etc.?
10. When do we have to guarantee the number of guests? What is the penalty, if any, and latest date to change our guarantee? If we do not meet our guarantee and if we have to pay for vendors, can the vendors be considered guests (in other words you do not have to pay for them)? (Also, try to negotiate complimentary vendor's meals.)
11. Are vendor's meals included in the per person fee? (It usually is not but try to negotiate to minimize the expense of your vendor's meals.)
12. Is a top shelf bar included in your fee?
13. How is overtime calculated, what is the cost and how will it be billed?
14. Do you accept credit cards?
15. Do you have full liability insurance?
Size of the Venue: 1. How many guests can your venue accommodate?
2. How many events do you have simultaneously?
3. How many events are booked on my wedding day?
4. Is your venue handicapped accessible?
5. Is (valet) parking available? If yes, where is the location? If no, do you have a relationship (meaning offers discounts) with a parking garage?
6. Ask for a tour of the venue (make sure you inspect the bridal suite and ask if the door can be locked since you will and your bridal party will have personal items in the suite?)
7. Do you have a lady-in-waiting available for my wedding day?
Restrictions: 1. Are there any open flame restrictions?
2. Are there any alcohol restrictions?
3. Do you have any restrictions which are not captioned above?
Food and Beverage: 1. Do you provide a tasting? If so, is there a fee involved? If yes, is a part of the fee returnable to offset my balance?
2. When can we select the menu?
3. If we decide to use our own champagne for the toast, does your venue charge a corkage fee?
4. If we decide to use an outside bakery for our cake, are there any fees associated with same?
5. How many bars will be available for my guests during cocktail and the reception?
6. How many waiters will be available to serve my guests?
7. May I review your banquet event order (lists your food for cocktail and reception; any special requests, etc.) when I make my last payment?
General: 1. How long have you been in business?
2. On the day of my event, how many staff members will be present?
3. How is the acoustics in the reception room?
4. Do you have a relationship with any hotels? What is your discounted fee with them?
5. Will someone escort my guests to the cocktail room? Reception room?
6. What will your staff be wearing on the day of my wedding?
Good luck at your first meeting with your reception venue.
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Tye Robertson is a certified wedding specialist and managing director of Especially For You Planners, LLC which is a full service event management company. She has been planning customized unique events for clients for the past 10 years. Tye is a member of Weddings Beautiful Worldwide, New York Event Planners, International Special Events Society and the Moderator and Founder of New Wedding and Event Planners (a Yahoo Group). She is also an instructor at Hunter College, conducting seminars for engaged couples and new (and not so new) wedding and event planners.
Tye has a Bachelor of Science Degree in Psychology from Fordham University; a certificate in Meeting, Conference and Event Management from New York University's SCPS; a certificate in Creative Enterprise Ownership from Fashion Institute of Technology; a special events vendor for the City of New York as well as certification as a certified wedding specialist by Weddings Beautiful Worldwide. [2010-08-26]
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