Selecting a Reception Venue

If you have decided on the location for your wedding ceremony, discuss how close you need the reception venue to be. You need to consider the following:

How well do the guests know the area?
Will the guests be able to transport themselves easily between the ceremony and reception?
The time it will take for you and your guests to travel.

Initial search
Once you have decided on the area, use as many methods as possible to search for a venue.

Gather information
Depending on the area and how many venues there are in total, choose a number of venues that you initially like the look of (around 6 - 8) and contact them for more information on their prices for room hire, catering, drinks etc.
Many venues will have a pack they can send you in the post. Some will ask for the date of your wedding to check availability at the outset as venues get booked up very far in advance.

Make a shortlist
Based on the information you have gathered so far reduce your list to 3 - 5 venues that seem to meet some of your criteria, for example, capacity, price, location.

Book an appointment to view these venues to see how you feel about them.

Select your venue
Once you have compared the venues available you can then make a selection and provisionally book the venue. Only confirm the booking once the details of your wedding ceremony are also confirmed. However, it is useful to keep in touch with the venue to let them know of progress.

Additional tips about booking the reception venue
Always check with the venue manager about public liability insurance, certificates of food hygiene (for in-house catering) and licensing issues regarding the sale of alcohol and entertainment. Ask to see the certificates if you are unsure of anything.

When you confirm the booking make sure you have all the arrangements in writing and understand the terms and conditions.

The written confirmation or contract should include:
The date of the wedding reception
Cost of venue hire
How long you have the function room for.
Cost of food per head.
Menu choices.
Cost of drink per head.
Drinks choices.
The minimum number of guests you will have to pay for.
The date by which you must pay any deposit.
The dates by which you must pay any further instalments.
The date by which you must pay the balance of money due to the venue.
The date by which you need to advise final guest numbers (and special dietary requirements).
What you will have to pay if you cancel the reception.
What the venue will do if they cancel the reception (for reasons beyond their control).