How to Plan Wedding Receptions
Planning a wedding reception takes organization and imagination. Every bride wants a beautiful and fun reception. It takes discipline to stay within a set budget; however, if you shop carefully and pay attention to details, you can plan a beautiful reception, no matter what the budget.
- Set a budget and stick to it. Overspending causes more stress than any other issue in a wedding. Divide the reception into large segments, such as rental space, food and decorations. Assign a dollar amount you are willing to send on each segment. Total the segments and determine if this is an amount you can afford. If it is not, adjust each segment until you reach an appropriate total.
- Shop for a venue. You should determine your venue based on your budget, the number of guests and the type of wedding you are having. Shop around, so you know the variables in selecting a venue. Hotels and special event locales are usually more expensive than community halls or private homes. There are some advantages to hotels and event locales, however. The prices usually include janitorial cleaning, the services of a planner or consultant and other fringe benefits. Balance the advantages provided against the cost of those services in a less expensive locale.
- Sign the contract. For most locations, you will have to pay a deposit and sign a contract. Canceling a contract is expensive, so be sure of your choice. The contract will list the duties and responsibilities for each party. Be sure you read and understand all parts of the contract.
- Decide on a menu and beverages. You'll want your guests to enjoy the reception, so food and beverage planning is important. Most hotels require you use the hotel kitchen for food and beverage services. For other locations, contact caterers for a menu and price list. Ask for a list of references and check them thoroughly. When you have narrowed down the list, ask the caterer for a meeting and a tasting session. You will also have to sign a contract and pay a deposit for the food and beverage service.
- Design the decorations. The decorations establish the ambience of your reception. You'll want it to be beautiful, but you don't want to break the bank. For floral centerpieces, contact florists for price lists. Meet with the florists to discuss ideas for arrangements to fit your budget. If you have a themed wedding, you may want to make your own decorations. Be sure and price out the price of all the components so you don't go over your budget.
- Select the music. Music is an important part of a reception. For suggestions on live bands or disc jockeys, ask the venue representative or your caterer. They often have a list of different musicians and DJs. Ask for a demo tape or recording to aid you in deciding. You will usually pay a deposit and sign a contract for the music for the reception.
- Remember the details. There are other details such as favors and parking, that you will need to decide as they come along. Keep a running list of decisions you need to make, so you won't forget anything. A calendar will help you keep track of the deadlines for decisions and payments.