Choosing The Venue Important considerations to think about when researching and selecting your reception venue List requirements before viewing any possible venues Location - decide approximately where you wish to hold the celebrations. Make sure it is convenient to as many guests as possible, it might be fun holding the reception on a remote island but it will definitely restrict the number of guests who are able to make it! Number of guests - most venues will state the appropriate numbers they can accomodate. Too few guests and the atmosphere will seem unsociable; too many and it will be too crowded to circulate or dine comfortably. A number just below the maximum capacity will give a friendly, warm and sociable ambience. Make a note of any other priorities. It could be anything from wanting a country environment or a wood beamed ceiling and log fire, to requiring a medieval castle to fit in with the theme or a colour scheme to match the bridesmaids�?dresses. If you wish to be married at the venue then you need to find one that is licensed for conducting marriage ceremonies. The Facilities that you may wish to include at the venue: A bar In house catering Extra room for getting changed Accommodation for overnight guests Suitable arrangements for the wedding gifts to be viewed Cloakrooms Parking Function Room Considerations Ask to view the facility when it is set up for another wedding Visit the room at a similar time of day to that of your celebrations to make sure you see the room in good lighting (so that any shabby or old furnishings are noticeable!) Look to see what pictures, mirrors, lighting and heating facilities there are one Does it ‘feel�?right and does it suit your taste? Look for a generous entrance, a bright and airy feel Ask to see possible arrangements of tables for the formal meal, the buffet or bar. For a summer wedding, ask if windows can be opened and whether there is a patio or lawn area that can be used as an extension to the room Look at the views from the windows, which direction do they face, will the sun, moon, advertising signs shine into the room Consider the colours of the curtains, carpets, walls, furnishing and table drapes. Will it compliment your colour scheme? If necessary, check whether tables and chairs will be provided Test the acoustic properties of the room, especially if you are planning on having music. Heavy carpets and curtains will dampen the sound, while plain walls and tiled floors may cause the room to echo Ask what is permissible in decorating the room. Can you hang streamers, balloons. If so, when can you have access to the room to put up the decorations and to remove them afterwards? Can you rearrange the furniture? Avoid rooms overcrowded with large, heavy furniture, where circulation among the guests will be restricted. Elderly guests at weddings may prefer a comfortable, quieter corner in which to chat and it may be preferable to have separate areas for eating and dancing If the room is partially divided by pillars or archways make sure these will not hinder the guests visibility. The Cost Make sure you are aware of all the hidden costs Many venues offer a ‘package deal�?for wedding receptions. Check if this includes special rates for the honeymoon suite and block bookings for guests. Some may offer inclusive rates per head for food, free drink for guests on arrival, table decorations, staff for the bar or a master of ceremonies are often included in the package. Find out about corkage charges, (that is the charge made by the management for serving wine and drinks that have been provided from elsewhere) Ask about their cancellation policy, whether your deposit or part of it will be returned if cancellation is necessary Are they insured for accidental injury to your guests? If you overrun your scheduled booking time, will there be an additional fee? Food and drink Does the venue provide their own catering? Ask for sample menus, which should give a range of prices If there is a public restaurant, sample the cooking for yourself before booking Check the opening times of the bar and find out the range of wines, spirits, beers and soft drinks offered. If you wish to use other caterers, ask whether this is possible Will suitable facilities be available? Make sure the kitchens are adequate. If using a marquee, caterers will need access to a kitchen or a separate tent in which to store and serve the meal Make sure that any guests with special dietary needs will be catered for such as vegetarians or Kosher food. Privacy When booking, ask whether the room will be required for other bookings either immediately before or after the time you have hired it Find out if there will be a curfew on your festivities. Check what time you will be able to have access to the room before the start of the reception It may be important to know if you will have exclusive use of the bar/cloakroom/toilets or if you will be sharing facilities with another party Check to see if parking facilities are guaranteed. Is additional parking available close by? (If there is a charge for parking, ask if it is possible to pay in advance so that your guests do not have to) Will there be other celebrations at the same time in nearby rooms? Ask about security arrangements. Remember that, at some licensed venues, marriages are held in areas of public access (e.g. Kew Gardens), you will therefore be holding your marriage in a public arena. Practical considerations Ensure that toilet facilities are adequate and that there is room for you and your dress Check that there is somewhere for your guests to hang up their coats, where they will be secure (for example a manned cloakroom) Ask if a supervisor or events organiser will be available to deal with any practical problems that may occur during your reception Arrange for a table to be available on which to display your wedding gifts Make sure arrangements can be made for the delivery of your wedding cake, the floral decorations and that there is access for the caterers or anyone else involved the setting up or clearing up of the reception Make sure the venue is licensed for music, that there is adequate room for a live band or DJ and that there are sufficient electrical sockets available without having to run wires across the floor. If dancing is important, you will need sufficient space and suitable flooring Check for any restrictions on smoking or drinking If holding an additional evening party at the same venue, make sure there will be no awkward time between the two events when facilities are not available to your guests Ensure food will be available when needed for you guests (or advise them if they need to make their own arrangements between the day-time and evening celebrations). To Marquee or not to Marquee? Marquees are a good idea if your reception is to take place in a venue which has limited space but a large outdoor area. Many of these venues will allow marquees, though do check beforehand. The joy of a marquee is that the British weather will not be able to spoil the fun! Gone are the days when a poled tent was considered to be a marquee, although still available and commonly seen at country fetes and themed summer weddings, technology has advanced and developed the frame tent. A frame tent (marquee) is based upon a metal structure of component parts which fit together. The metal structure supports the weight of the canvas and therefore no poles or ropes are required and the space within the tent is clear. The marquee is available in different components and each part is costed separately: basic structure, lining for walls and ceilings, matting or boarding/carpeting for floor, lighting, heating and furniture. So be aware of this when requesting a quotation. There are now a wide choice of linings available and the colours could blend in with your theme. Request samples of the fabrics to ensure that the colours are as specified. Marquees erected on flat lawns in the summer are unlikely to require a boarded floor and usually coconut fibre matting is supplied to provide a good walking surface. Remember that you may require additional toilets (like portaloos) if the marquee is to be in an isolated area or a distance from the hotels facilities. Other additional features that may need to be thought about are a covered walkway leading from the hotel/house to the marquee, external lighting for the pathways and parking area, dance floors for the evening entertainment and even serving tents for the catering staff. If the reception is to be held at home, consideration should be given to available parking facilities and of course the neighbours! Remember that costs and quality of marquees vary greatly - get at least three quotations from different suppliers. Hiring Furniture and Equipment If you need to deck out the marquee or hall, or require additional furniture at the hotel or venue, there are specialist hire companies who will be able to help. Alternatively the marquee supplier or your caterer may be able to obtain the furniture on your behalf at preferential rates. The selection of furniture is enormous and how extensively you wish to furnish the venue is up to you. Banquet or Carver chairs Trestle tables Bar equipment Dance floors Cloakroom furniture Patio or cane furniture Hired Equipment If your catering charges are not inclusive then in addition you may require all the catering equipment to support the caterer. It's possible that you may need to hire everything from the china, cutlery and glassware through to the cookers and saucepans, check with the venue or caterer when making the booking to check what is included in their quote. Here is an inexhaustive list of catering equipment that may be required: China Cutlery Glassware Cookers Cooking equipment (i.e. saucepans) Fridges Tableware & Serving Equipment Coffee Machines Linen Vases Table number stands Note that when ordering actual cooking equipment whether the supply should be gas or electric. Check with the venue before ordering. One of the most important decisions will be how you are going to serve your drinks. Below is a comprehensive list of glasses that may be required: Champagne glasses are available in a fluted shape, although some still prefer the 1920 bowl shape. Red wine glasses (or goblets) should be large enough for a decent serving whilst leaving room in the glass for the wine to breathe. Red wine glasses should be larger than those used for serving white wine. White wine glasses are similar to red wine glasses, although usually not so large or ballbous in shape. Water glasses should also be available to provide guests with a refreshing measure of their choice of soft beverage. Pudding wines are not so common today, but if being served they should be presented in a small wine glass (ask your caterer or supplier for more advice). Tumblers or 'high-balls' can be used for spirits but if mixers are being added a taller tumbler or 'slim jim' should be used. Liqueurs such as port, sherry are served in small glasses Brandy should be served in a 'balloon' glass. Most hire companies stock a range of glasses that will meet your requirements. Some can even offer a crystal selection, which look beautiful when laid on a white tablecloth with shining cutlery. Quality Linen. The use of linen tablecloths and napkins create a crisp, quality feel and if your budget can stretch to them, set the table off in style. Many suppliers offer a vast range of sizes and colours, but be sure that you receive a sample of the "dusky pink" napkin which could turn out to be in your view "hot pink". Once again your caterer, venue or hire company could provide all the information you require. Sometimes the hiring of equipment at weddings is left to the hotel or caterer but remember you are footing the bill and should be considered at every stage.