Receptions and venues

A site that pleases the bride and groom should be comfortable for their guests, too.
-Martha Stewart

Your reception—the high point of the wedding celebration—should be an expression of both your love for one another and the appreciation you feel for your guests. It’s also the time when the spotlight is truly on you, the newlyweds! Of course, the dresses, flowers, cake and dinner are also sharing some of that attention, and choosing the right venue to set it all off should be the first step in your entire planning process. Make a reservation for a venue as soon as you’ve set the wedding date. During the wedding season, April to October, venues will be busier and generally more expensive, but locally, off-months such as January will be less booked and often more affordable. Of course, if you’re planning a tropical destination wedding, January may be high season.

personality and style

The best venues feature the finest combination of location, convenience, service and ambience. Look for each site’s individual style characteristics. All venues you consider should provide experienced staff and outstanding service, as well as some unique options, personal touches that may come as a pleasant surprise. The worst reputation any venue can earn is that of a cookie-cutter operation. No two couples are alike, and a wedding reception has to be a very personal presentation.

create a stately affair by selecting a grand setting

Many facilities book one or more years in advance, so be prepared to change your date based on facility availability. The primary factors to consider in choosing a site are: the number of guests (keep in mind that your wedding planner if attending, photographer, videographer, A/V presentation provider, band and DJ also have to eat), budget, location preferences and any sentimental value a certain spot holds for you as a couple. Other things to keep in mind: liquor policies, on-site catering options, whether ceremonies are allowed and if you’re planning fireworks, or dove release, whether or not you’ll need a permit.

table greetings

Popular sites for weddings are hotels, clubs and event facilities, for the convenience of having everything under one roof: food and beverages; tables and chairs; china, glassware and flatware; linens, special lighting and some may include a Wedding Day Coordinator service . The service staff, parking and guest accommodations are also available. Make sure that there will be no construction going on at the venue during your reception. Also check to see if there are any festivals or events going on at the venue or nearby that could affect parking availability.

Luxury hotels often provide excellent, white-glove service that includes table greetings, where servers introduce the meal to the guests. Often servers work in teams of two to ensure that guests are served thoughtfully and efficiently. At a food tasting, a preview of the reception table and service can also be arranged; here, you can see the table setting, plate presentation, even enjoy being attended by a uniformed server, exactly as it would be for the wedding.

For something different, consider museums or art galleries, historic mansions and heritage farm locations that can provide an interesting backdrop for your reception and even the ceremony. At a museum, your guests can enjoy viewing beautiful works of art or architecture while socializing and sipping cocktails.

Mansions create the impression of a more intimate affair by utilizing several different seating areas in exquisite, smaller rooms.

Country inns, city parks, college or university facilities and chartered boats are also excellent, more unique options. In selecting one of these sites, ask about different restrictions regarding food, alcohol, smoking, music, and hours of operation. Often, historic homes or mansions are available for your guests to tour, but the event itself must be held in the gardens. In this case, be sure to arrange for a tent to accommodate your guests to keep them comfortable in any kind of weather.

creating atmosphere

The simplistic beauty of an outdoor wedding—in a garden, park, or the lovely backyard of an elegant home—can also make for a gorgeous setting. Whether they’re formal or informal, weddings held out of doors tend to be relaxing environments for everyone involved. When choosing outdoor spots, make sure to visit on a grey day as well, to make sure it still looks picturesque.

Party tents are surprisingly charming and prevent you and your guests from melting under a hot sun or wilting under a light drizzle. Rental companies are excellent resources for tents, and their expertise also includes choosing the size and placement of the other essentials, such as the dance floor and tables and chairs, even decorations. It’s important to have a checklist of the things you’ll need to arrange for if the venue doesn’t provide these.

Since there are so many possibilities, it may be difficult to narrow down the many options in choosing a location. Think of the size of your wedding and your personal style as a couple. Is it going to be a grand affair, calling for a ballroom, spacious lawn, or banquet hall?

butlered champagne upon arrival creates a festive atmosphere

Or, will it be more intimate, such as in a favourite restaurant, a loved one’s living room or a quiet garden? Whatever the setting, it should make you excited when you first see it; if it doesn’t, keep looking. Never book a site that you haven’t seen recently, even if you were there last year for a cousin’s wedding; if you come up against an unpleasant surprise, you can always adjust the décor, flowers and rentals, but you can’t change the building and grounds.

Keep in mind that you need a venue that will effectively set the mood for the entire celebration, but also one that allows for your guests’ comfort, safety and convenience. Providing ample parking or valet service and air conditioning in the reception hall contributes to your guests’ enjoyment of the celebration. Look for a site with more than one set of restrooms, and make sure they’re accessible; also note the power capabilities (your DJ, band or A/V presentation service will need it) and whether or not the site is safe for children if they’re on your guest list.

Remember that a reception site that’s more than a half hour drive from the ceremony may be inconvenient for your guests. In fact, holding both your ceremony and reception at the same site makes it convenient for everyone. Choose a site with separate rooms, particularly an upstairs and downstairs, so that setup can be completed behind the scenes without interrupting the celebration.

For any venue, there may be restrictions on decorations you can use, or the type, duration, or volume of the music. Ask about set up and clean up times: can you set up the night before? Are clean up services provided? Plan the timing of the events so that the caterer will have enough time to set up or break down the celebration. Ask if there are any other bookings at the same time or on the same day as your wedding; if there are, make sure that your event will be private and separate from the others.

Rehearsal dinners usually take place after the wedding rehearsal, normally held the day before the actual wedding ceremony. Although the rehearsal dinner is not a “required” wedding event, it’s an ideal way to kick off the weekend of celebrations and to get everyone who is involved with the wedding a chance to meet one another and relax together before the wedding takes place.

Traditionally, the rehearsal dinner is hosted by the groom’s parents, although anyone can play host such as the bride’s parents or a close family member or friend. Regardless of who hosts, you want to make sure that they are involved with the planning process, such as where the event will take place and the cuisine to be served.

The guest list normally includes the couple, their parents and the entire wedding party. Other guests often included are the grandparents, the spouses or dates of the wedding party, the Officiant who will be performing the ceremony and their guest, and other members of the family not in the wedding party. Out-of-town guests are becoming more common on the invitation list, as a thoughtful gesture for those who traveled a great distance to attend the wedding. You may need to check the size of your rehearsal dinner budget to see if the additional guests can be accommodated in order to stay within your budget.

Some popular rehearsal dinner locations include a private room at a restaurant, a private club, a small room at your reception site or a private home. If you are having a rehearsal, choose someplace close by to hold the dinner so your guests won’t have to drive long distances. Also keep in mind that if you’re inviting out-of-town guests, make sure to provide detailed directions to the dinner and back to their hotel, or if your budget can handle it, provide their transportation through a limousine company.

Determining what you have for dinner is entirely up to you and the host; you can have a formal dinner or a more relaxed event. Many couples decide to have a more informal rehearsal dinner, to keep everyone relaxed for the more formal style wedding and reception to follow. Just before the dinner is served, the host will say a few words and give a toast to the couple, and often the couple will offer a toast in honour of their host and parents.

After the dinner and all the toasts, this is also the perfect time to give the wedding party and the parents their gifts. The couple will usually say a few words before handing them out; thanking everyone for being in the wedding party.

Tip: Create a menu and setting which encourages socializing

Prev: Ceremony and officiants | Next: Fashion and jewellery