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A wedding reception hall is an excellent option for any size wedding. I have helped many couples plan weddings for 50-500 guests. What you need to know before putting down a deposit and how to cut costs.
Reception halls are typically larger spaces that can accommodate more guests, making it more cost-effective per guest headcount. A reception hall can also act as the ceremony and reception location for weddings. This is a budget-friendly option for small, medium, and larger weddings.
Here are helpful tips when planning your wedding and what you need to know and ask when booking your wedding reception hall.
What you Need to Know when Booking a Reception Hall:
35 things you should do and ask before booking a reception hall for your wedding:
- What is the guest capacity?
- Is a dance floor included, and what are the dimensions?
- What packages are included in the hall rental? For example, a coffee station?
- Are tables, chairs & linens included – also ask to view.
- Does the venue staff help with seting up and tearing down & is there a charge for this service?
- Is the deposit refundable?
- How many hours are included in the hall rental, and does this include setup & teardown time?
- Is there a charge for guest parking (make sure parking is well lit and safe for you and your guests)?
- Is there a fee for guests to park overnight?
- Can you provide your own catering? If so, is kitchen access included in the hall rental?
- If you can provide your own catering, confirm if dishes, utensils, ect. are provided by the venue?
- If the venue provides catering, ask how many banquet servers per guest are provided?
- Inspect the guest restrooms. The condition of the restrooms tells you what you need to know about the overall venue upkeep and the cleanliness of the kitchen.
- Is a bar & bartender(s) included for a cash bar, and are there any drink packages?
- Can you provide any alcohol for a signature drink?
- Ask if the venue provides all cups and glassware for the bar?
- Is complimentary water included at the guests’ tables, or is a water station setup?
- Is security included, and is there an extra charge for this?
- Is a band allowed or DJ only?
- Is there wifi?
- Is there a projector, screen, or monitor to display a video?
- Will there be any other events occurring at the same time as yours? This could affect parking if so.
- Ask who the point of contact (POC) is and the hours they will be available during your wedding?
- Ask if there is a bridal room or separate space to store personal items, change, etc.?
- Ask where the best spots are to take photos?
- Always read reviews on the venue before putting down a deposit.
- Ask if the venue has high chairs or booster seats for a baby or a child.
- Ask if the venue has a preferred vendors list of services – this way, you can check with the vendors on their opinion of the venue and staff before booking.
- Ask if the venue offers any additional services, such as a day of coordinator?
- Ask if there are any additional service charges?
- Ask if there is a nearby hotel?
- If the event is being held during the summer – confirm if there is air conditioning and a good ventilation system.
- Pop in (ninja style) and check out an event in progress just to make sure the lighting is good and everything is on the up and up. Make it brief, and don’t distrupt staff or the guests.
- Are candles allowed?
- Can additional lighting be strung up?
How to Plan a Cheap Wedding Reception:
Average Wedding Percentage Costs: Tips on how to save money
- 40%-55% Venue and Catering: Consider a Friday, Sunday, or possibly a lunchtime wedding. Or a wedding on a Sunday evening over a three-day holiday weekend. Cut catering costs and hire a food truck or a taco vendor instead of having a traditional sitdown or buffet-style service.
- 10%-15% Photography: Don’t cut corners on photos and hire a professional wedding photographer. Some photographers include a photo booth too.
- 5%-10% – Music: Consider a DIY playlist with a portable speaker. But be cautious; a DJ is very valuable because they think of everything, including mics for the ceremony and speeches/toasts during the reception. Also, a DJ often acts as the MC for the reception and keeps the wedding on schedule if there is not a planner or coordinator.
- 10% Flowers: This is a great DIY project. View my article for more cost-cutting ideas.
- 5%-10% Decor: There are many DIY projects you can do—Check out Facebook Market Place for great deals on wedding decor on sale.
- 5% Attire: View my article for more information on cheap wedding dresses.
- 3% Transportation: No Limo/Shuttle service, and drive yourself.
- 2% Guest Favors: If a family member asks how to help with the wedding, this is the perfect area of opportunity. Collaborate on the perfect favors to offer your guests.
- 2% Cake: This is a great DIY project. Have a small cutting cake instead and set up a dessert/candy bar for your guests. Cupcakes are also a great option, and use a cupcake for the “cake cutting photo.”. Toss in some inexpensive to-go bags, which can double as guest favors.
Can a Ceremony and Reception be done in the Same Hall?
Yes, it is possible. Having both the ceremony and reception in the same hall saves time and money. Then only one room needs to be decorated. This makes the day so much smoother to plan and coordinate.
Depending on the size of the hall, small to medium weddings could have an area in the hall set up for the ceremony with rows of chairs, and then those same chairs are moved to the reception tables after the ceremony.
All guests can sit at the reception tables for larger weddings to view the ceremony while the couple says their “I Do’s” front and center (maybe on the dancefloor or a stage if there is one). This setup works well for any size wedding if the weather is not cooperating and the ceremony was originally planned to be held outside.
Ask the venue if there is an attached outside patio space/ courtyard for the cocktail reception to be held. If so, this space could be included in the hall rental, or some venues may not charge additionally for this if it’s not an area they typically rent out.
Be sure to confirm with the venue how long the rental space is for the reception hall, including setup and teardown time. It’s important to know exactly how long you have the space for when planning your wedding day timeline.
Story Time:
Have clear signage if the venue has multiple events going on at the same time. For example, one venue I worked for could have 7 weddings plus other special events going on simultaneously. This could have been complete chaos if there wasn’t clear directional signage for all guests.
Back in 2015, I helped coordinate a wedding for 410 guests in a large banquet hall, and a smaller wedding for 75 guests on the same day both in Huntington Beach, CA.
There was a sweet older couple (we will call Rosie and Ramon) who came to see their great-niece get hitched. They hadn’t seen their niece or family in many years (they were visiting from Arizona), nor had they met the groom. Rosie and Ramon found a table to sit at (it was free guest seating).
It was now 3:20 pm, and the wedding ceremony they were there to witness was supposed to begin at 3:00 pm. Moments later, Rosie’s phone rang, and it was her sister asking where they were. Rosie replied, “we are here.” The sister asked, “where?” Rosie responded, “we are sitting at a table near the band.” The sister said, “there isn’t a band. I think you are at the wrong place.”
Just then, Ramon stopped one of the banquet staffers and said, “can you please help us?” That staffer they stopped was me, and I got the name of the couple Rosie and Ramon were there to see get married, and I knew immediately Rosie and Ramon were at the wrong wedding….. 10 minutes later, both weddings were underway, and Rosie and Ramon were seated at the right wedding.
Conclusion:
Make sure it is very clear (in writing) what you provide and what the venue is responsible for supplying. Some venues that only offer the hall rental space may charge extra for tables, linens, and chairs. Get a list of all items included in the reception hall rental agreement.
You want the day to be perfect and free of any hiccups or surprises, so follow these steps to help ensure a smoother wedding. Holding both a ceremony and reception in the same hall means fewer details and fewer expenses you need to worry about. This also means you and your partner have more time to enjoy the day surrounded by family and friends. So happy planning and enjoy your wedding day steps.
~ Happy planning and enjoy your wedding day steps ~