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RECEPTION TIPS & MONEY SAVING IDEAS

Submitted by South Pointe Centre

•     One year or more in advance:

• Reserve your reception hall.  Halls book up quickly with not only wedding, but anniversaries, fundraisers, etc.  book your hall early to guarantee your date will be available.

• When meeting with banquet manager/coordinator for the first time, consider the following:

• Are there extra costs (gratuity, tax on food, etc.)?  If having bar service get a break down on prices and gratuity. Ask about what is included in the room fee.  There may be items included that you may have thought you would have to pay for separately.  Inquire about deposits and payment details.

• Find out when you can decorate. Find out if the facility has decorations to rent to save you money.

• Ask about your allotted time frame for your room so you can coordinate with your other vendors (videographer, photographer, DJ, etc.).

• Ask your facility coordinator for their help.  They do receptions almost every weekend throughout the year and have much experience on what works well and what does not.

• Ask for recommendations for videographers, photographers, DJs, florists, cakes, transportation, etc.  Facility coordinators work alongside many other vendors and are a great source to make recommendations for other vendors.

• One month in advance:

• Decide on your menu and bar choices.

• Two weeks in advance:

• Finalize your details: schedule, food, decorations, colors, etc.

• One week in advance:

• Have your final guest count to your facility coordinator.  Consider setting your RSVP date about a month before your "final count date" to help ensure you have an accurate count (Frequently a few guests put the invitation aside and forget to RSVP by the date you request on the invitation).  Once you give your final count you cannot add or subtract.

• Go over EVERYTHING with your coordinator: food, bar, schedule, contracts, etc. to make sure everyone is "on the same page".  This will also help you to relax a bit more, knowing that everything is on schedule and ready to go.

• I having a served entree for your guests, decide on a way to let the wait staff know what each guest is to be served. Suggestions include: putting a different colored star or sticker on the guest place card to indicate their entree of choice or supply a "master list" (this takes more time).  For a buffet, this is not necessary.

• One day in advance:

• Be sure to contact your coordinator if there are any last minute schedule changes.

• Set up your decorations if your facility is available. If you have to decorate on the day of your event have everything planned out and in order.

• On your special day:

• Enjoy!!!

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