5 questions to ask your wedding reception hall

When planning a wedding, here are five questions you don't want to forget to ask when seeking a reception hall.

Photo Credit: Karl Naundorf

Planning a wedding can be a stressful endeavor. After all, it is one of the most special days in your life, and you only have one

chance to make it as perfect as possible. Once you have found a location that interests you, that can accommodate the size and type of your wedding and that has your date available, there are five questions you should not forget to ask before finalizing any decisions.

CAN YOU TELL ME MORE ABOUT YOUR CREDENTIALS AND QUALIFICATIONS?

Don't feel uncomfortable asking the management at a wedding reception hall for credentials. This is not a favor, this is business. You are hiring this company to provide a very important service, and are entitled to question their qualifications. Before you even consider signing a contract or handing over a check, be sure you are working with a reputable company, as well as an experienced and knowledgeable representative.

Some things you should know are how long the company has been in business, how many events they have hosted, and if they've hosted weddings of the same type and size as the one you are planning. Make sure they have the proper licenses, up to date health permits, and find out what type of insurance they have. In addition, it doesn't hurt to request references from previous customers.

WHAT EXACTLY DOES THE PRICE INCLUDE, AND WHAT IS NOT INCLUDED?

Make sure you are aware of what you are getting for your money. Some reception halls merely rent out space- everything else, such as tables and chairs, table settings, food, and even servers, are your responsibility. On the other end of the extreme there are halls that offer package deals in which they take care of everything, from set up to clean up, including food, a stocked bar, servers, the wedding cake, champaign toast, coat check and valet parking.

Many reception halls fall somewhere in between. Don't assume that because the hall offers on-site catering that they will automatically provide tableware, flatware and glassware- the cost may be extra and without prior arrangements your guests could end up eating on paper plates and drinking out of plastic cups. If you are planning on having a casual wedding with a pot-luck buffet to cut costs, make certain that the hall can accommodate it. Are servers, valet parking, coat check, etc., included in the cost, or is an additional fee required? Is there an additional fee to feed or provide beverages to your band or DJ, photographer, and wedding professionals, or are they included in the head count?

Be sure to get a detailed list in writing of everything the hall includes in the price, of what services are provided at an additional fee. Also ask if there are any services that they do not offer.

WHAT OTHER EVENTS ARE PLANNED FOR THE SAME DAY?

Many halls have multiple event rooms, and you will want to know what else you can expect to be going on before, during and after your wedding reception. For instance, if there is an event booked in the same room earlier than your wedding, is there adequate time afterward to clean up and set up for your reception? Will there be adequate parking and bathroom facilities if other events will be coinciding with yours? Are the rooms divided by removable partitions, in which case, will noises from a DJ bleed through and drown out your band? What if your party runs long- will you have to hurry your guests out because another event will be taking place after yours?

This is especially important during the busy wedding season, from May through October. Chances are, if you book your wedding on a Saturday during the wedding season, that a popular facility with multiple halls will be fully booked and accommodating more than one event. Know what to expect, and how the managers are prepared to handle the flow and the crowds.

WILL THE MANAGEMENT OR OFFICE STAFF BE ON SITE FOR THE EVENT?

Unfortunately, even with diligent planning, unexpected things can sometimes go wrong. The catering and serving staff may not be able to help you if a bathroom is flooded or if your parking valet does not show up, and it is unlikely the coat check girl can do anything if the wrong tableware has be set up.

If something does go wrong, you don't want to feel lost- you'll want the security of knowing that you can turn to a qualified person with authority and experience on the site. Ask the manager who will be on the sight to take care of things should a crisis arise or if there is a mix-up, and where you will be able to find that person. Make sure to request a person who has the experience and qualifications required to resolve any dilemmas and smooth out any problems.

CAN I HAVE A DETAILED EXPLANATION OF YOUR FINANCIAL POLICIES IN WRITING?

When is the deposit due? How much will it be? Can you make payments in installments? When is the final payment due? Are gratuities and taxes included? Are there overtime charges, and if so, how much? What is the refund/cancellation policy? Do they offer warranties or guarantees?

In order to ensure that there are no misunderstandings, make certain to get it all in writing and that you understand each item before signing any contracts.

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