|
|
| CONTRACTS
: helpful tips for a smooth
event |
|
|
You
should have all of these questions answered completely
and your contract (s) should include the answers.
|
Date,
Time, Site and Room
Alternative site if outside. Refund or adjustment policy if wedding
is canceled or changed date. Payment policies (deposit and balance),
liquor arrangements, final head count due?
Set Up
What time may we set up? D.J.? Band? Decorations? Who cleans up? When
does it need to be done by? Cake set up? Can lighting be controlled
? How large is the dance floor ? May it be made larger ? Where is
the dance floor, cake table, bar, deejay/ band and seating set up?
Listen to the sound system!! May a microphone be positioned at the
head table? Is there a back up generator? A piano on site?
Menu Selections
Are there any package deals? May any changes be made to the menu?
Are there children's portions of dinner? Vegetarian dishes available?
If food runs out, do you have other things you may prepare quickly?
May we have some snacks brought out during the dance? What is done
with leftover food? May it be donated ? How many persons , over the
head count do you prepare for ? Additional cost ? Food substitutions
? Price quotes for food ? How will the dinner be served ? color of
the linens ? table shapes ? number of persons to sit at each table?
table decorations ?
Number of staff per guest ratio
What is the cost of servers for drinks, hor d'oeuvres, coat check,
rest room attendant and valet parking? (if you choose to pay the gratuity
yourself, place a sign in these areas that says "Gratuities have been
taken care of by your host"). What is the cost if our reception runs
overtime for the extra services? Who will be supervising the reception?
When should the payments be made (deposit and balance)? Who should
it be given to?
The Caterer
This may seem overwhelming to you, but make sure your caterer is state
licensed and have liability insurance as well as a successful track
record. Most caterers will offer packages for weddings, but also ask
if there may be changes or substitutions to the menu. You will need
to know not only how much the food and drinks will cost, but also
figure out the gratuity, sales tax, deposit and overtime costs. Most
reception halls have strict policies concerning confirmation of guests
(i.e. definite head count) and payment policies.
Alcohol
Alcohol is usually associated with a wedding reception. If an "open
bar" (the guests may drink as much as they like on the parent's wallet)
is in your budget, then this is a nice gesture to do for your guests.
However, most couples do not have an additional $3000.00 + for this
service. Therefore, some couples may provide a nonalcoholic reception
(only soda, milk and coffee), a cash bar (bride and groom provide
champagne, punch and beer ( the guests purchase their own hard alcohol)
or a juice bar (festive nonalcoholic mixed juice drinks). You should
at least figure that each guest will have two drinks (usually this
is more with an open bar). It has been my experience that guests are
willing to drink more when another person is paying for it!! Another
alternative is to have an open bar only for a short period of time.
This will allow you to control the amount of alcohol your guests will
consume as well as allowing them time to release it out of their system.
You may also decide to have a couple bottles of wine to be served
with the dinner. Finally, you may decide to offer a fruity champagne
sangria, or a ginger ale punch.
Handicap Consideration
Are all areas of the reception hall handicapped accessible? Where
are the entrances? Restrooms? Parking?
Tip - If you do not have a wedding coordinator, you
should designate one person to watch over the reception. This person
should meet the caterer and banquet manager before the wedding. If
there are any problems in the reception, this person will handle it
with the parents so they will not interrupt the bride and groom. Finally,
this responsible and mature person will review the final bill of the
reception (to ensure no over charging!!). Before the wedding, this
person should know exactly what the schedule of the reception is,
the food and drinks ordered and the wishes of the bride and groom.
You will be thankful to have a person like this at your reception!! |
|
