What to Consider
- Guest List: The size of the event can determine your budget and may rule out certain facilities. Have a number of guests in mind before contacting locations, and be aware that many sites have several venues to accommodate different event sizes.
- Atmosphere: Is this a casual or formal event? Don't waste time looking at an affordable barn if you know you want a grand and traditional reception.
- The Look: Stop and look at the background of your ceremony and reception venues. Even if the room is the right size, if it has horrible carpeting, bad lighting, or questionable restrooms, then it may not be the perfect location for your event.
- Facilities: Don't forget the details. Is there enough parking and is it secure and well-lit? Is there a coatroom? Are there enough restrooms and electrical outlets? Will all your tables fit comfortably in the space?
- Inclusions: Find out what's included in the price of the site rental. Ask about (and look at) any tables, chairs, silverware, glassware, and china that is provided. (Do you like it?) More to inquire about: linens, bar service, cake cutting, toasting flutes, candles, changing rooms, dance floors, wait staff, and hours.
- Timing: Visit the reception site at the same time of day you'll be holding your reception. What looks warm and cozy at high noon may look cavernous by nightfall. If yours is an evening cocktail party, check the lighting and signage as well.
- Understanding: Make certain you understand the facility rules about deliveries and outside vendors. What times of day are deliveries allowed? Is there space to store equipment like tables and chairs if these items arrive a day ahead of the event? What time should the cake be delivered and where should it be placed? When can the florist begin setting up? Are there coolers for bouquets and centerpieces?
- DIY: Ask what you are allowed to bring onto the property. Can you have wine or a cake delivered -- or must you purchase these items from the site? Can you rent your own linens, china, or dance floor?
- Commitment: Think about how much time and energy you would need to invest in a space so that it will be event-ready for you. Nontraditional sites, such as a park, or a beach, may rent space -- but may not offer equipment or help. All the work of bringing in tents, chairs, kitchen equipment, lights, and the like -- will be left to you. (Don't forget that someone will have to cart it all away at the end of the reception, too!)
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