When looking for space there are many related factors that affect the overall bottom line of your budget. There are several different types of venues and each one has overlapping and related parts that will factor into the price and how much if any additional labor is needed. So, before you sign any contracts or put down a deposit make sure you know the ins and outs of all your options. There are four main types of wedding and reception location: Event Facilities/Reception Halls, Restaurants/Country Clubs, Hotels, and unique non-traditional locations.
Event Facilities/ Reception Halls: These locations typically charge for space rental by the hour with a minimum requirement or in time blocks. Because these venues are usually independently owned the pricing is self-determined and there isn’t necessarily a standard format. Be sure to ask if the rental fee includes the tables, chairs, and linens. If so, what is the maximum number. Some locations have an in-house or required caterer, others do not. If the caterer is not in-house ask for a list of preferred caterers and if there are any specific requirements for bringing in food or alcohol. Another important question to ask is if the space is staffed during the event, who will be your point of contact for the wedding day and how to reach them.
Restaurants/ Country Clubs: Most of these venues require the use of their in-house caterer. In some cases there is no rental fee required for the use of the space, simply a food and beverage minimum that they require in conjunction with booking the space. Typically there is no additional charge for the use of table and chairs or linens. Always ask about staffing or services charges, you can expect anywhere between 18-22% added to the bill (much like a gratuity for a large party at a restaurant).
Hotels- Because most hotels are corporately owned they have more flexibility in pricing and you may be able to negotiate lower rates when you guarantee a certain number of hotel rooms that your guests will book or if you meet a food and beverage minimum. Hotels have more bargaining power, if you have many out of town guests this may be the right venue type for you. Generally, hotels provide in-house catering but will allow outside food to be brought in if requested. Like the other venues mentioned be sure to ask about staffing and set-up fees that will be added to your overall cost.
At home weddings/ unique non-traditional locations: These types of weddings are usually the most memorable and also the most expensive. The reason for this is that you are transforming a space. Traditional venues are stocked, staffed and equipped for special events on a regular basis. Bringing in all the rental furniture, decor, sound systems, food, and staffing can be a time-consuming and costly process. In addition to the previously mentioned costs, you could need additional restrooms, power sources, parking spaces and permits. If you are having a small, informal ceremony and reception these factors may not apply. On the upside, these locations are often unique and individualized, but make sure you are aware of unforeseen costs when planning your wedding budget.
So before you make any official decisions about where you want to have your reception be sure to find out about everything that will or will not be included in your rental fee. After evaluating how everything will work together, you will be able to make a better-informed decision when looking at your overall budget without any surprises or hidden costs..
