Right on Site
Celia Shatzman
Whether it’s a beach in the Caribbean, ballroom on Long Island, or vineyard in Tuscany, deciding on your reception site is one of the biggest choices you’ll make while planning your wedding.
Your reception’s venue will set the entire mood for your celebration. “The site can dictate the dress code, the bride’s gown, the food – practically everything,” says Wendy Tarantino, CEO of Boutique Weddings in San Francisco.
After you set your wedding budget, decide on what types of venues you‘re interested in, and make a list of your priorities. “A bride and her fiancé should discuss what kind of wedding they’re looking to have,” says Sallie Wyatt, owner and founder of Williamsburg Weddings and Events based in Virginia. Do you want something casual, formal, indoor, or outdoor? “If you want an outdoor celebration, be sure you have a backup in case of bad weather,” says Wyatt.
Consider the size of your wedding, and make sure the venue can accommodate the number of people you will be inviting. Confirm that they can also accommodate a Band or DJ, or both, as well as all the electrical equipment needed – especially for an outdoor event.
While you’re trying to decide on a site, you should consider places that are personal and special to you. Some wedding planners will ask you to fill out a questionnaire when they begin working with you. “We want to learn about how you met and what your interests and hobbies are. This is helpful when hunting for a site that will be perfect for the both of you,” says Tarantino.
When scouting out locations, you may need to be flexible, as the venue’s space, as well as the time of year and day of the week you want to get married can all be deciding factors. Your reception site is one of the first things you’ll need to book, and it’s best to do so 9 to 12 months in advance, especially if you’re having a Saturday-evening wedding. Fridays and Sundays are easier to book. The season should also be considered when booking a site. If you’re having a destination wedding, you might want to think twice about getting married in Las Vegas in the middle of a sweltering summer.
While Long Island offers a variety of options, reception halls are the most popular choice for many Long Island brides. Find out what is included in the price for a wedding at a reception hall, such as tables, chairs, linens and flatware.
Because reception halls are used so frequently, Tarantino advises clients to thoroughly check out the quality of even the smallest details. “Chairs, for example, usually take a beating at reception halls since they are used a lot,” says Tarantino. “Inspect the chairs to see if they look worn, and also check the ceiling tiles, carpeting, china, and flatware.” If not on point, these little details can ruin the whole ambiance of your wedding. Know that some reception halls book more than one event per day. If you’d rather have your reception at a venue that offers more personal attention, there are many great reception halls on Long Island that book just one wedding a day. Ask to see photos of other events they’ve done. Also find out what kind of decoration and décor you can and cannot set up there. Inquire about out how large the wait staff is because you’ll want to know how many people will be on hand to serve you and your guests, and ask how they will be dressed. Will their attire compliment or clash with your wedding theme or style?
Package deals can simplify your wedding planning because many of the services are inclusive. It can also help make everything run smoothly. If you are having your wedding at a winery and the winery is partial to certain caterers it’s actually not a bad idea to go with their package because those caterers will be familiar with the reception site and how it works. “However, package deals are not always ideal,” says Wyatt. “You may end up with a reception that looks like the one from last Saturday.”
Everyone wants their wedding to be unique, and the reception site is no different. A few special touches can make a reception hall look unique to your tastes. Choose table decorations that are personal to you. You can also express your individuality through the flowers, table linens, favors, china, and glassware. “The reception should have an ambiance that people are looking for, but it’s really the romantic vision of the couple,” says Tarantino. “The other detail I always look at when customizing a wedding is the lighting, such as up lighting and spotlighting. It makes a huge impact.” If you are having your wedding in a reception hall or ballroom, you can create more ambiance with great lighting. How about lighting a room in different shades of amber? “One wedding I helped plan used different shades of reds, pinks and fuchsia – and it totally transformed the room.”
Some couples today are looking for more unique venues to suit their wedding’s style or theme. Historic homes and manors can be a lovely alternative to a reception hall. “They naturally create a romantic and elegant setting for the event,” says Tarantino. If you’re having a destination wedding in an area such as the South, plantations offer a historical feel. And Western states have scenic ranches where you can get married out in the country. Outdoor weddings in gardens can suit many wedding styles and themes. And of course beach weddings remain ever popular.
For the same reason destination weddings continue to grow in popularity, weddings where the ceremony and reception are held at the same site are more common. “Not only does it add a unique tone to the event, it simplifies the planning process,” says Tarantino “Couples like having the entire wedding in one place, especially when it comes to destination weddings. This way they don’t have to worry about all the logistics, such as shuttling guests and having everything, such as flowers, arrive on time.
Consider hiring a wedding coordinator if you feel overwhelmed by reception site choices. Wedding planners will help you save time by narrowing down your options. Some planners will take couples to six or seven venues that she or he feels best meet the couple’s vision. “It’s like looking for the perfect wedding dress,” says Wyatt. “When you see it, you know it’s the right one.”