Plan the Perfect Wedding Reception

Plan the perfect wedding reception Caveats and considerations-- things to consider to help your Big Day go off without a hitch

BY SUSAN CAMPBELL, SPECIAL TO THE GAZETTEJANUARY 11, 2013

A well-planned and well-run wedding reception will be enjoyed by all — but then there are horror stories of receptions that go off the rails.

They don’t call it “The Big Day” for nothing. Months of planning — much of it starting now — tons of money and an incalculable amount of time can go into creating the perfect wedding ceremony and celebration afterward. Even if the ceremony goes off without a hitch, who hasn’t heard horror stories about wedding receptions that went right off the rails? Overimbibing guests, friends and families fighting like the Hatfields and McCoys, injuries on the dance floor, problems with food and service, couples getting gouged for unforeseen incidentals or, even worse, property damage. … There are so many elements beyond anyone’s control that it’s surprising more couples don’t elope at the last minute.

But there are things you can control if you take advantage of a little insider advice and enlist the staff and management of your venue. Consider these tips to ensure the celebration of your nuptials is a memorable one for all the right reasons: Shop around

Your wedding reception represents a huge chunk of your entire getting-married budget, so it pays to do your homework before committing. Once you have a good idea what kind of affair you’d like to have, and the number of people you expect to attend, it’s time to shop around.

But don’t forget to check that the date that you want is available before you head out to look at a hall. Wedding venues can be booked a year in advance, and there’s no point in finding the perfect spot only to discover it’s not available for your preferred date!

The more quotes you get and the more places you see, the better your negotiating power when you decide on your venue of choice. If they know you are considering other spots, then they might throw in extras like complimentary coat check and chair covers to secure your business. And don’t be shy to ask for food samplings, or ask if you can pop your head into an event in progress to determine if the vibe of the room is for you. Ensuring the location has adequate and affordable parking is also important. Also ask for references from satisfied couples, and go online to see what others have said about events at any given spot.

Inclusion expectations Once you have decided on your venue, it’s time to get down to business.

Never assume anything. Always ask what is and what is not included. Some halls add a service charge for staff, some do not. Some will decorate the hall; others will expect you to hire someone for those duties. Can the hall recommend entertainment and if so, is it included in the quote? And don’t forget the little extras like microphones and podiums for speeches, a screen for a slide show or video … never assume everything will be in place when you show up. Also ask if food and drink for the entertainment is included. A large band or a dance troupe can add up to be an entire extra table of people you might be expected to pay for! Ask every question you can think of, and find out about their cancellation and refund policy before putting down a deposit. And always get everything in writing.

Decor and design Your venue of choice should have lots of options of setups and themes, colour choices for linens and lighting options, but first you should decide on a layout. No matter how well decorated a room is, smooth flow of traffic is paramount to a well-run reception. Easy accessibility to the dance floor and having the bar in the main room is crucial. And table settings and what goes on the tables are also crucial to your guests’ enjoyment. Tables too close together and guests too close to each other, as well as tabletops too crowded with paraphernalia can make everyone uncomfortable. Keep the extra items per table at a minimum because once the food and drink start arriving, tables quickly become cluttered.

Consider having a separate table for take-home wedding favours. Balloons and flowers can

be strewn throughout the space instead of being placed on the tables. Also consider placing a small bell at each guest’s setting for signalling the couple to indulge in a kiss; it’s much preferable than having them clang glasses with cutlery — a practice that often results in breakage. And if you have your own people adding touches to the decor, ensure that they have access to the room and permission to hang things on the walls before the guests arrive.

Consider the staff Often the key to having an enjoyable reception rests with the staff. These are the front-line workers — bartenders and servers — and at the head of this battalion is the captain. Make sure you use him or her to your best advantage. Any last minute request you need — an extra table set up, a spot for additional gifts, a high chair, etc. … ask the captain. Do not flag down the first available staff member, you’ll get much better results if you always deal directly with the captain. But across the board, the biggest complaint servers have about working wedding receptions is unsupervised children! They are a danger to themselves as well as others. Servers carry huge trays of scalding hot items like soup, and having a child dart out under their feet is a recipe for disaster. That’s why it’s always a good idea to have a children’s corner set up with supervised activities to keep them occupied. Do not expect staff to babysit them.

Menu and kitchen tips Though hotel and restaurant banquet faculties have some flexibility to deal with unexpected and additional food requirements since their kitchens operate non-stop, stand alone reception halls or “buffets” as they are often called, do not. Typically, there is only the required amount of food brought in for each individual party on site on that day (with a little extra on the side) and everything is meted out carefully. So if your guests had a choice of different mains — beef-chicken-fish — and specified their preferences beforehand, there is little possibility for last-minute changes. The same goes for special orders. It’s imperative that the kitchen staff know about anyone with food allergies so that they can ensure no crosscontamination. Plus anyone who requires vegetarian, vegan, or gluten-free options should also give advance notice to the organizers long before the event.

Also, many people do not realize that the one kitchen might be serving many different halls at the same time. That means staggering the courses per hall is the only way they can ensure everyone gets a smooth flow of food. If one hall stops unexpectedly mid-service because the wedding party wants to make extra speeches or throw in a surprise event or game, it can have an adverse effect on the entire operation.

Tony Pina Suasti runs reception hall Buffet Bella Vista in LaSalle. He says, “It’s heartbreaking when an amateur animator starts a game, or pops on a must-get-up-anddance song just as the main meal has been served. Guests arrive back at their tables to cold food. A professional DJ knows to check with the captain about when to get the room moving and when to play laid-back music.”

Bar service decisions Having an open bar adds a lot to the price per head, but having a cash bar might offend some guests. But you can keep everyone happy with a bit of both. Consider having a cash bar for the beginning of the event when everyone first shows up. Some guests might not like the complimentary punch and will welcome the option to have a cocktail or a beer even if they have to pay for it. Then there’s the problem of over-imbibing guests. You and the staff will be hard pressed to stop anyone from drinking too much at an open bar if they are so inclined, but there are ways to curtail consumption. Shooters are usually the culprit. You might consider removing shot glasses from the equation altogether, and ask that the barkeep enforces a rule of one drink per guest at a time. Some guests might grumble at this regulated service, but in the long run it will make for a much more civilized affair. And always make sure you have the number of an organization like Nez Rouge handy for guests who should not be driving.

Plaza Management Group is a leading provider of reception halls, wedding venues, meeting halls and convention facilities in Greater Montreal.

Director Marco Morena and Vito Mattiace give couples this bit of advice: “The farther ahead you book the better, but don’t forget to keep in touch with the hall as the date gets closer, usually one month prior to your wedding date. Advise them of any changes and make sure everything is still the way you planned it on their end as well. Circumstances can change over time, so keep the lines of communication open. And remember, the management and staff want your wedding reception to go beautifully, so use their skills and expertise to your best advantage to ensure your event is a rousing success.” © Copyright (c) The Montreal Gazette