Reception sites can be more difficult to book than the actual wedding site. For this reason, some couples book the reception site first and coordinate the wedding date around that.

Start looking a year or more ahead, especially if you want a Saturday night reception. Good sites are taken well ahead of time especially in populated areas.

Be creative in your ideas about where to look.  Some places are obvious: hotels, catering halls, local mansions, public parks, restaurants, civic centers. Some are not so obvious. Call a commercial real estate agent and ask about venues that are available for 1-day rental. Caterers can help recommend a venue, if you have a caterer already. If you live in a city there are also "film-location" companies that have lists of interesting and unique places that are available for 1 day rent. How about a rooftop reception?

Make sure the venue can accommodate 10% more than initial booking, in case the need arises you don't want to have problems after the invitations are already sent.

Round tables are best for conversation, but are not always the best or most economical use of space.

Check lighting. Is there adaquate lighting that can be bright when needed, dimmed when needed?

Take note of the size of dance floor. By the end of the night, you want every single person dancing. A good DJ/MC will see to this. Make sure there's room.

You can rent a dance floor, if there isn't one at the venue, or too small of one.  Of course this is an added expense and headache, but well worth it if the event is not condusive to dancing. A good dance floor, and great music is paramount to a successful reception.

Call many venues as you plan your guest list. List the venue in your budget as a "per-person" expense so you can decide on how big you wedding can be.

When going to a venue to look at it, bring a camera to help you remember how you felt about each site.

Read the contract very carefully.

Once a site is selected, take the ones you didn't choose out of your notebook and continue to make notes on the venue sheet.

Venue Checklist

What will be covered by the venue as far as table settings?

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Do they provide tables, chairs, table cloths, napkins, silverware (not plastic), serving trays, table skirting, centerpieces, decorations, cake cutting utensils, head table riser?

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What are the electrical limits and outlets available? Depending on your lighting and DJ/Band choices you may need lots of power. You don't want to be blowing fuses every 10 minutes. Bands use more electricity of course than DJ's.

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Are there other rooms in the venue? Who will be occupying them (You may not like the crowd you're sharing common space with).
 

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Who will handle coat check. If it's them, is it additional cost?

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What is the cut-off time. Are you charged extra if things go late? What are overtime charges?

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Does the price given include tax and tips?

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Food samples. Is it possible to sample the food that will be served?

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Are you GUARANTEED the date you sign up for. It is possible that without a date guarantee you could be cancelled if a VIP schedules the venue. Verify this in the contract.

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Is there a deposit refund policy if wedding is cancelled or postponed?

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Are you charged for overages in guest arrivals? Most venues that offer catering figure in about a 5% variance and won't charge you for a few extra guests.

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Who is responsible for clean-up after the reception?

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Can left over food be taken by the guests?

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Is there enough parking ...and is it safe for the late night guest who depart?

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If there are other rooms at the venue, what time will those events begin? You don't want your guests arriving to a mostly-full lot.

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Usually there is a deposit charge to reserve the venue. Is this applied toward the bill or is it kept for a period afterward while the management asseses any damage?

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Is there a a very cool storage place for the wedding cake (or walk-in freezer if it's ice cream-cake)? The cake may sit for a full afternoon and icing will melt.

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Where is smoking allowed and not allowed?

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Where are dressing rooms? - hopefully easy to get to.

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Restrictions on rice, decorations, curfews, neighborhood outside noise policies?

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Will the site be available on the day before the wedding for last minute setup and rehearsals?

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Get a deposit receipt acknowledgement, if it's not part of the contract.

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What kind of insurance do they carry?

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Other notes: