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Reception Venues
A successful reception is the result of careful, extensive planning. The one cardinal rule to
follow in reception planning is to start early and avoid rushed decision making. Some general guidelines apply to almost all reception planning.
With respect to the reception site the following checklist of enquiries will be helpful:
• Are tables, chairs, and glasses available? What is the cost?
• Are linens, table coverings, cutlery, stem ware, and candelabra available?
• Can you see what linen, china and tableware will be used?
• What is the cost?
• Is serving ware available and if so, is it china?
• Is the site available on your wedding date?
• What is the full seating capacity?
• What parking facilities are available?
• Is the use of kitchen facilities included?
• Is a bar service available? If so, what is the cost?
• What are the clean-up requirements?
• What is the full rental rate for all included facilities and services?
• How much is the damage deposit, and what conditions must be met for its return?
• Is a sound system available?
• When can decorating begin?
• Are any decorations prohibited?
• When must decorations be removed?
• Can you provide your own bar service?
• Are there any special rules or charges applicable?
• Can an outside caterer be used, or is the use of an on-site caterer mandatory?
• Are a minimum number of servings required?
• What service styles are available (cocktail style, formal service, or buffet)?
• Is a late lunch available?
• Are handicap facilities available?
• How and when is the balance of the full rental rate paid?
• Are there any extra charges to be aware of?
• What is the refund policy incase of cancellation?
• Where, and between what hours, can flowers be delivered?
• Where are the head table and other important tables usually placed?
• Will meals be provided for the D.J./Band and Photographer etc.
• What is the ratio of staff to guests? Usually for a sit down menu 1 to 20 is adequate.
In
determining the suitability of an on-site or
outside caterer you should ascertain the past
performance of the catering service in question.
References from past customers are helpful in
this regard the more recent the better. You
should also enquire about menu flexibility,
special diets, children´s plates, and head table
service, in addition to those catering enquiries
noted in the checklist above. A good caterer
will be more than happy to answer all your questions
obligingly, and provide suggestions of his/her
own designed to meet your particular needs.
Before choosing your reception site and caterer
obtain a number of different estimates and menus.
Lowest price is not always the best determining
factor of value. It´s a matter of who can do
it best at a price you can afford.
You may find that the reception centre selected
does not provide beverage services (although
they may serve them) and you will need to order
your own drinks. It´s best to talk to your chosen
drinks supplier to see what specials are currently
offered. Ask for advice if your not sure about
what to serve your guests, also check if you
can return any unused alcohol. The following
is a basic drink list and quantity guide for
100 guests.
Non
- Alcoholic |
Quantity |
Standard
Alcoholic |
Quantity |
Spirits
(optional) |
| Water |
|
Heavy
Beer |
12
Dozen |
Vodka |
| Orange
Juice |
6
x 2lt |
Light
Beer |
4
Dozen |
Gin |
| Cola |
24
x 2lt |
Dry
White Wine |
4
Dozen |
Bacardi |
| Lemon
Squash |
12
x 2lt |
Sweet
White Wine |
2
Dozen |
Scotch |
| Lemonade |
12
x 2lt |
Red
Wine |
2
Dozen |
Bourbon |
| Diet
Cola |
6
x 2lt |
Sparkling
Wine (toasts) |
6
Bottles |
Dark
Rum |
| Orange |
12
x 2lt |
Port
(opt.) |
3
Bottles |
Brandy |
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