Welcome to the first of our 6-part series dedicated exclusively to planning your wedding reception.  In this part, we will focus on the facility you choose for your reception and what impact it will have on your reception.  All views expressed are my sole opinion based upon my 7 years of experience performing at receptions as a professional entertainer and entertainment consultant.

5 Key Considerations in Choosing a Banquet Facility

1. Capacity: Capacity of the venue should be one of your main considerations in choosing an appropriate facility for your reception.  You will need to have a really good idea of how many guests are going to be at your reception before you chose the location (unless you really want to adjust the amount of guests to the facility).  The right size facility will fit your crowd comfortably but not have an excessive amount of additional capacity.  YOU DO NOT WANT YOUR RECEPTION TO LOOK EMPTY!  On the other hand, you do not want your facility to be overcrowded.  The maximum capacity a facility manager gives you is almost always uncomfortably full.  Keep this in mind when making your decision.  You do not want to be moving tables and having trouble walking to the bar throughout the evening.  If you can perfect this balancing act between too big and too little your reception is on the right track.
    
2. Layout: You can choose the best possible facility for your event but if the layout is bad you event can suffer.  The layout should be decided upon by you, the facility, the caterer, and the entertainer.  First, you do not want tables on your dancefloor that need to be moved later in the evening.  This is an inconvenience to your guests and can ruin the mood of your event.  If this is a problem, your facility does not have an adequate capacity.  The facility will most likely have a standard layout.  This may or may not work for you but make sure you are familiar with it.  If your food is going to be a buffet, then the location of the buffet is key.  Make sure that your buffet is easily accessible from both sides for quick serving.  I have even seen the food placed in a separate room, which seems to work well.  I recommend putting the bar somewhere in the middle of the room along one side.  When the bar is at the far end, guests often gather at the bar and avoid the entertainment.  Your head table should be front and center.  These people are the center of attention for the evening (a stage sometimes helps as well).  I recommend, if possible, your entertainer be set up on one side of the head table(s) and your cake on the other side.  Do not separate your entertainer from the dancefloor though.  A final consideration is to make sure you have adequate walking room and aisles.  Make sure that all guests will be able to get up from their seats without bumping the person behind them at the next table.  Also, designate some obvious aisles for traffic to and from the buffet and bar.
    
3. Ambience / Décor: Do not accept a banquet facility as is unless it is breathtaking.  Additional décor can be added at a minimal cost and the impact is amazing.  Speak with your banquet facility, rental company, and entertainer about possible additions.  Your florist is the first step in transforming the facility.  A good florist can work wonders.  Christmas lights can help if they are kept classy.  Many entertainment companies can supply you with various ambience lighting.  This includes color washes on walls and similar effects.  My company can even put the bride & groom's name on a wall with light.  You want your guests to feel like they are in a dream or a different atmosphere.  If you can make them forget about the outside world for one evening, then everyone is in for a fun and memorable evening.  Remember to keep it classy though, if done improperly décor can look very cheesy.
    
4. Staffing: Make sure your facility is going to be adequately staffed.  You will want to be sure there is enough bar staff to serve all your guests.  Find out who will be there and what their job for the evening will be.  You will want to know who to turn to if you need something done on short notice.
    
5. Hours: A final consideration is how many hours you have the facility.  Some of the décor can take several hours to set up.  Most facilities have a definite close time (many use midnight).  Make sure you know if this is the end of entertainment or the time everyone must be out the door.  Also, check when last call for alcohol will be.  You will need to double check all event times and also check to if early setup is available and what it will cost.
    

These are some of the main considerations in choosing your facility.  The facility is your first major choice in planning a night to remember.  If done properly, your facility will set the mood for the whole evening.  If done poorly, your event will look cheesy and gaudy and your guests will feel uncomfortable.

As always, if you have any questions on your particular event please feel free to email me here or call my toll free office number at 877-504-0186.  I will do my best to answer any questions and help you in any way possible.  All events deserve to be the best they can be.