Here are some questions you need to ask reception locations:
Click Here to Download and Print a PDF copy of this checklist
Name and Location of Site:
Name & Phone of Contact Person:
- How long have you been in business?
- How much of your business is dedicated to wedding receptions?
- Do you have a portfolio of prior events that we may view?
- Can we tour your facility, including the restrooms, foyer, outdoor spaces, dressing rooms, bridal suite, and kitchen?
- In the month or season you are interested in) What dates and times are available?
- Will my wedding be the only one for the day/time or will other weddings/events be going on at the same time?
- What room is available for these dates and times?
- Maximum number of guests for a cocktail party / seated dinner in the available room(s)?
- How much time will be allotted for the cocktail hour and reception?
- What is your price for a seated lunch/buffet lunch?
- What is your price for a seated dinner/buffet dinner?
- Are there different pricing levels/packages for lunch/dinner?
- Is there a reception site fee?
- Are tables, chairs, table settings, glassware, silverware and linens included?
- Do you have space for a ceremony? (If needed – See our Ceremony Checklist for additional questions to ask)
- Is the dance floor included?
- How many people can the dance floor accommodate?
- Is there a corkage fee? What is the cost?
- Is there a cake-cutting fee? What is the cost?
- Are you licensed to serve alcohol?
- Can I provide my own alcohol?
- Is there a bartending fee? What is the cost?
- How many bartenders will be provided?
- Are there any alcohol restrictions?
- How much extra per guest is it for top shelf alcohol?
- What if we only wanted to serve beer and wine? What is the cost?
- Is alcohol calculated by consumption or priced per guest?
- What is the average bar tab for an event my size?
- Is there a fee to clean up after the reception? What is the cost?
- How is overtime calculated, what is the cost, how is it billed?
- How much is the gratuity? Is it included in the price per guest?
- What is the ratio of servers to guests?
- How do the servers dress for weddings?
- Is there an additional labor fee for your servers / employees?
- What decorations are available? What is included? What is additional?
- Can we come in and decorate or will you provide the service to decorate?
- Is there a set up fee for decorating?
- Are candles or open flames allowed (such as candles for centerpieces)?
- Are outside caterers allowed?
- Is the cost of the wedding cake included?
- Are outside bakers allowed?
- If yes to above, are the kitchen facilities available to outside caterers/bakers?
- If applicable, what is the name and address of the caterer/baker used?
- What is your leftover policy?
- Are we able to come in for a menu taste testing?
- Is there a fee for a menu tasting?
- How many people can we bring to the menu tasting?
- If buffet style dinner is selected, are servers provided or will it be self-serve?
- Is there an extra charge for buffet servers? If so, how much?
- Do you have a contract with entertainment vendors or can we use our own?
- Are there any music / sound restrictions?
- Can the room accommodate a band or DJ?
- Is there a sound system in place or do we need to rent sound equipment?
- Is there a changing room available?
- Is there a bridal suite available?
- Is the location handicap accessible?
- What is the cost of parking, if any?
- How many parking spots will be allotted to the wedding party/wedding guests?
- Is there a valet? If so, what is the cost?
- How many valets will be available?
- Can we bring in our own valet service?
- Is there a coatroom? Will staff be provided? At what cost?
- What is the payment / deposit policy?
- Is a deposit required to reserve the date / room? If so, how much?
- What kinds of payment do they accept?
- Can we make installment payments?
- What is the tax rate charged?
- What is the cancellation / refund policy?
- Do you have full liability insurance? Or do we need to purchase our own?
- Do you provide a written contract and guarantee?
- Can you put together a written proposal including all the costs, fees, taxes, gratuities and service charges so we can see a total price?
- Can we review the contract before we sign?
- Is there an additional discount if we sign today?
- When is the final head count needed?
- What if, on the day of my wedding, we fail to meet the minimum requirements?
- Does the head count include wedding professionals at the event? (DJs, band, photographer, videographer, etc?)
- Is there special pricing for feeding the wedding professionals at our event?
- Are there special prices for children / children’s menu?
- Is there a discount for booking an off-season date or an off peak time? Weekdays or Friday?
- Do you offer a Military, law enforcement, or teacher discount?
- Are there any perks, specials, or giveaways?
- What’s your weather contingency plan? (If it is an outdoor space)
- Can they waive or decrease the ceremony site fee if the reception is also held there?
- For outdoor spaces such as parks, beaches and gardens, are there bathrooms? What type of bathrooms? Or do we need to rent portable bathrooms?
- Do I need a permit from the city to have my reception here? (Typically for parks and public locations)
- Can tables and chairs be moved around and decorate to suit my purposes, or do I have to leave everything as is?
- Does the location provide signage, audiovisual equipment, a guest book table or a gift table?
- What time can my vendors start setting up on the day of the wedding? Is it possible to start the setup the day before? How early can deliveries be made?
- Is there a wedding coordinator provided? Is it included or at what cost?
- Does the wedding coordinator provide day of services and will they oversee the event that day?
- Who will be my main contact, can I meet them? How can I contact them?
- Do I need security services?
- Do you provide security? Do you hire them or are they on staff? At what cost?
- If the reception is at a hotel, is a bridal suite included in the price?
- Are there hotel rooms available to our guests to reserve at a discount?
- How much is the discount / how much is the cost of these rooms?
- Do you include a breakfast for our guests for the day after the wedding? If not, what is the cost?
- Are there any hidden costs or other costs not specifically mentioned?
- Ask yourself: Is this where I can envision my wedding?
- Was the contact friendly, welcoming and able to answer all of your questions? And would you feel comfortable having your wedding here?
