RECEPTION SITE FEE

The reception is a party where all your guests come together to celebrate your new life as a married couple. It should reflect and complement the formality of your ceremony. The selection of a reception site will depend on its availability, price, proximity to the ceremony site, and the number of people it will accommodate.

There are two basic types of reception sites. The first type charges a per person fee which includes the facility, food, tables, silverware, china, and so forth. Examples: hotels, restaurants and catered yachts. The second type charges a room rental fee and you are responsible for providing the food, beverages, linens, and possibly tables and chairs. Examples: clubs, halls, parks, museums, and private homes.

Options: Private homes, gardens, hotels, clubs, restaurants, halls, parks, museums, yachts, and wineries are some of the more popular choices for receptions.

Things To Consider: When comparing the cost of different locations, consider the rental fee, food, beverages, parking, gratuity, set-up charges and the cost of rental equipment needed such as tables, chairs, canopies, and so forth. If you are planning an outdoor reception, be sure to have a backup site in case of rain.

HORS D' OEUVRES

At receptions where a full meal is to be served, hors d' oeuvres may be offered to guests during the first hour of the reception. However, at a tea or cocktail reception, hors d' oeuvres will be the "main course."

Options: There are many options for hors d' oeuvres, depending on the formality of your reception and the type of food to be served at the meal. Popular items are foods that can easily be picked up and eaten with one hand. Hors d' oeuvres may be set out on tables "buffet style" for guests to help themselves, or they may be passed around on trays by waiters and waitresses.

Things To Consider: When selecting hors d' oeuvres for your reception, consider whether heating or refrigeration will be available and choose your food accordingly. When planning your menu, consider the time of day. You should select lighter hors d' oeuvres for a midday reception and heavier hors d' oeuvres for an evening reception.

MAIN MEAL / CATERER

If your reception is going to be in a hotel, restaurant or other facility that provides food, you will need to select a meal to serve your guests. Most of these facilities will have a predetermined menu from which to select your meal. If your reception is going to be in a facility that does not provide food, you will need to hire an outside caterer. The caterer will be responsible for preparing, cooking, decorating and serving the food.

Options: Food can be served either buffet style or as a sit-down meal. It should be chosen according to the time of day, year, and formality of the wedding. Although there are many main dishes to choose from, chicken and beef are the most popular selections for a large event. Ask your facility manager or caterer for their specialty. If you have a special type of food you would like to serve at your reception, select a facility or caterer who specializes in preparing it.

Things To Consider: When hiring a caterer, check to see if the location for your reception provides refrigeration and cooking equipment. If not, make sure your caterer is fully self supported with portable refrigeration and heating equipment. A caterer will prepare much of the food in his/her own kitchen and should provide an adequate staff of cooks, servers, and bartenders. Ask for references and look at photos from previous parties so you know how the food will be presented.

Beware: Avoid mayonnaise, cream sauces, or custard fillings if food must go unrefrigerated for any length of time.

Select food that is not too time-consuming to prepare, or food that does not have expensive ingredients. Also, consider a brunch or early afternoon wedding so the reception will fall between meals, allowing you to serve hors d' oeuvres instead of a full meal. Or tray pass hors d' oeuvres during cocktail hour and choose a lighter meal.

LIQUOR / BEVERAGES

Prices for liquor and beverages vary greatly, depending on the amount and brand of alcohol served. Traditionally, at least champagne or punch should be served to toast the couple.

Options: White and red wines, scotch, vodka, gin, rum, and beer are the most popular alcoholic beverages. Sodas and fruit punch are popular nonalcoholic beverages served at receptions. And of course, don't forget coffee or tea. There are a number of options and variations for serving alcoholic beverages: a full open bar where you pay for your guests to drink as much as they wish; an open bar for the first hour, followed by a cash bar where guests pay for their own drinks; cash bar only; beer and wine only; nonalcoholic beverages only; or any combination thereof.

Things To Consider: If you plan to serve alcoholic beverages at a reception site that does not provide liquor, make sure your caterer has a license to serve alcohol and that your reception site allows alcoholic beverages. If you plan to order your own alcohol, do so three or four weeks before the event. If you plan to have a no-host or "cash" bar, consider notifying your guests so they know to bring cash with them. A simple line that says "No-Host Bar" on the reception card should suffice.

In selecting the type of alcohol to serve, consider the age and preference of your guests, the type of food that will be served, and the time of day your guests will be drinking.

On the average, you should allow 1 drink per person per hour at the reception. A bottle of champagne will usually serve six glasses. Never serve liquor without some type of food. Use the following chart to plan your beverage needs:

Beverages Amount based on 100 guests

Other 2 Cases each: Club Soda, Seltzer
Water, Tonic Water, Ginger Ale, Cola, Beer

If you are hosting an open bar at a hotel or restaurant, ask the catering manager how they charge for liquor: by consumption or by number of bottles opened.

Beware: In today's society, it is not uncommon for the hosts of a party to be held legally responsible for the conduct and safety of their guests. Keep this in mind when planning the quantity and type of beverages to serve. Also, be sure to remind your bartenders not to serve alcohol to minors.

Host alcoholic beverages for the first hour, then go to a cash bar. Or host beer, wine, and soft drinks only and have mixed drinks available on a cash basis. The bartending fee is often waived if you meet the minimum requirements on beverages consumed. For the toast, tray pass champagne only to those guests who want it, not to everyone. Many people will make a toast with whatever they are currently drinking. Consider serving sparkling cider in place of champagne.

BARTENDING / BAR SET-UP FEE

Some reception sites and caterers charge an extra fee for bartending and for setting up the bar.

CORKAGE FEE

This is the fee for each bottle brought into the reception and opened by a member of their staff.

Things To Consider: You need to consider whether the expenses saved after paying the corkage fee justify the hassle and liability of bringing in your own alcohol.

FEE TO POUR COFFEE

In addition to the corkage and cake-cutting fees, some facilities also charge extra to pour coffee with the wedding cake.

SERVICE PROVIDERS' MEALS

Things To Consider: It is considered a courtesy to feed your photographer, videographer, and any other "service provider" at the reception. Check options and prices with your caterer or reception site manager. Make sure you allocate a place for your service providers to eat. You may want them to eat with your guests, or you may prefer setting a place outside the main room for them to eat. Your service providers may be more comfortable with the latter.

GRATUITY

It is customary to pay a gratuity fee to your caterer.