We created the Greater Reading Wedding Planner for future brides of Reading and Berks County because planning weddings can be an exhausting and time-consuming process, and we saw no other complete wedding planning resource in Berks County.
28 Greater Reading Wedding Planner � �eception While a wedding ceremony is likely to be emotional and poignant, the reception should be fun, fun, fun! Regardless of where it’s held, how many people attend, or how much it costs, your wedding reception is a time to celebrate with people you care about and who care about you. It’s a time for good food, toasts, music, dancing, and being congratulated and photographed. It’s a time you will want to remember forever. A reception typically consumes about one- third of a wedding budget, meaning that it’s definitely a big deal. When planning your reception, consider all available options and remember that there are many ways you can trim costs if that is a concern. WHERE TO HAVE YOUR WEDDING RECEPTION There are many location choices for wedding receptions within the Greater Reading Area, ranging from beautiful, outdoor settings to cozy, indoor locales. When choosing a location, consider your personal preferences, budget, and the number of people you’ll need to accommodate. Basically, there are two types of reception sites – those that charge a per person fee that includes almost everything you’ll need, and those that charge a room rental fee, with you responsible for providing almost everything else. Unless you’ve already decided on a place for your reception, you’ll want to do some research to see what’s available. If the ceremony and reception are in two different locations, most couples prefer to hold them fairly close to one another. When thinking about a location, remember to consider all the possibilities. Wedding receptions can be held in all kinds of spaces, ranging from public buildings to private homes. Locally, wedding receptions are held in museums; art centers; historic mansions, hotels, and inns; private clubs; outside groves and parks; ballrooms; restaurants; and at historic sites. Look for locations that will accommodate and enhance the style of your wedding, considering the level or formality, whether you’ll be there during the day or at night, the colors involved, and other factors. If you’ve got an outdoor reception in mind, check for venues that facilitate, or better yet, specialize in, outdoor events. You will need to work with a site representative who can give direction regarding what will be provided and what you’ll need to rent, such as a tent, dance floor, tables, chairs, linens, and so forth. Keep in mind that outdoor receptions, while beautiful and festive, come with some special challenges that you’ll want to thoroughly address in advance. Most popular venues for wedding receptions fill up far in advance, meaning that booking your reception is something you’ll want to do early in the planning process. You can focus on decorating and other details after you've reserved your location. After you’ve determined the type of reception you want, narrow your search to a few places. Take time to compare features and ask some questions before making a final decision. Be sure to consider the following: � Is the location the right size for your guest list? If you’re having a large gathering, is it big enough to comfortably accommodate all your guests? If your reception is more intimate, consider if the space might be too large for your guests. You might want to consider a facility that offers a bar/lounge area away from the dining tables, giving guests who wish to do so a chance to move around and spread their wings a bit. � Will there be other events at your location on the same day or at the same time? This doesn’t have to be a deal breaker,but consider the possibility that you’ll be sharing space with people from another party. If the place you’re considering will have multiple events on your wedding day, try to visit the location on a day there is more than one event there to see what it’s like before you agree to rent it. Pay attention to noise, traffic flow, and so forth. The �eception
Transcript
28 Greater Reading Wedding Planner
�
�eception
While a wedding ceremony is likely to be emotional and poignant, the
reception should be fun, fun, fun! Regardless of where it’s held, how many
people attend, or how much it costs, your wedding reception is a time to
celebrate with people you care about and who care about you. It’s a time for
good food, toasts, music, dancing, and being congratulated and photographed.
It’s a time you will want to remember forever.
A reception typically consumes about one-
third of a wedding budget, meaning that it’s
definitely a big deal. When planning your
reception, consider all available options and
remember that there are many ways you
can trim costs if that is a concern.
where to have your wedding reCePtion
There are many location choices for
wedding receptions within the Greater
Reading Area, ranging from beautiful,
outdoor settings to cozy, indoor locales.
When choosing a location, consider
your personal preferences, budget, and
the number of people you’ll need to
accommodate. Basically, there are two types
of reception sites – those that charge a per
person fee that includes almost everything
you’ll need, and those that charge a
room rental fee, with you responsible for
providing almost everything else.
Unless you’ve already decided on a place
for your reception, you’ll want to do
some research to see what’s available. If
the ceremony and reception are in two
different locations, most couples prefer to
hold them fairly close to one another. When thinking about a location, remember
to consider all the possibilities.
Wedding receptions can be held in all kinds of spaces, ranging from public
buildings to private homes. Locally, wedding receptions are held in museums;
art centers; historic mansions, hotels, and inns; private clubs; outside groves and
parks; ballrooms; restaurants; and at historic sites. Look for locations that will
accommodate and enhance the style of your wedding, considering the level or
formality, whether you’ll be there during the day or at night, the colors involved,
and other factors.
If you’ve got an outdoor reception in mind, check for venues that facilitate,
or better yet, specialize in, outdoor events. You will need to work with a site
representative who can give direction regarding what will be provided and what
you’ll need to rent, such as a tent, dance floor, tables, chairs, linens, and so forth.
Keep in mind that outdoor receptions, while beautiful and festive, come with
some special challenges that you’ll want to thoroughly address in advance.
Most popular venues for wedding
receptions fill up far in advance, meaning
that booking your reception is something
you’ll want to do early in the planning
process. You can focus on decorating and
other details after you've reserved your
location.
After you’ve determined the type of
reception you want, narrow your search
to a few places. Take time to compare
features and ask some questions before
making a final decision. Be sure to
consider the following:
� is the location the right size for
your guest list? If you’re having a
large gathering, is it big enough to
comfortably accommodate all your
guests? If your reception is more
intimate, consider if the space might
be too large for your guests. You might
want to consider a facility that offers a
bar/lounge area away from the dining
tables, giving guests who wish to do so
a chance to move around and spread
their wings a bit.
� will there be other events at
your location on the same day or at the same time? This
doesn’t have to be a deal breaker,but consider the possibility that you’ll be
sharing space with people from another party. If the place you’re considering
will have multiple events on your wedding day, try to visit the location on a day
there is more than one event there to see what it’s like before you agree to rent
it. Pay attention to noise, traffic flow, and so forth.
The �eception
�eception
�Wedding tip
Be sure to let a representative at your reception venue know about any special dietary needs of guests. The site or caterer should be willing to work with you to accommodate any special circumstances.
� Robin Lebengood, Crowne Plaza Reading Hotel
A successful marriage requires
falling in love many times,
always with the same person.
Mignon McLAughLin
� does the location match your budget? You’ll be given a rental fee,
and then it’s time to start investigating. Ask what deposits are required,
what sort of payment plan is in place, and what the cancellation policy
is like. Find out if there are extra fees for parking, security or janitorial
services, and so forth. Many facilities include basics such as tables, chairs,
and linens, but be sure to clarify exactly what is included in the fee and
be sure to factor in all costs involved before signing a contract for the
location.
� is the site convenient for you and your guests? If a third of your
guests are from out of town, will they need overnight accommodations?
If so, it may make sense to consider a location with overnight facilities,
such as a hotel, inn, or bed and breakfast. Is there adequate parking for
guests? Is it handicapped accessible? Are there adequate spaces for photo
opportunities?
30 Greater Reading Wedding Planner
� will you be able to add your personal touches to the location?
If the hall or other location is already decorated, will you be able to make
changes or additions to match your wedding style and colors? Ask to see
photos of other receptions held there to get some ideas of what types of
decors are possible.
� what’s the situation with food and catering? Some locations require
that they provide all food services, while others allow you to arrange for
whatever catering services you want. Also, be sure to ask about the alcohol
policy.
� is the facility known for excellent service? You don’t want to end up
worrying about details on your wedding day. Choose a place that’s known
for excellent service. Work closely with representatives ahead of time to
assure that all details are covered so you can relax and enjoy your day.
Greater Reading Wedding Planner 31
dining oPtions
While many brides and grooms choose a reception with a sit-down, served
dinner, that is just one option available as you plan your event. There are
no rules here. Depending on the time and style of your wedding, you could
consider a brunch, buffet, tasting menu, food stations, or even a picnic
lunch with menu options that match your wedding theme. The Greater
Reading area has no shortage of good food and dining options – the difficult
part may be selecting what you want from among them.
Some reception venues require that you use their catering services. As long
as you’ve sampled the food and know that it’s what you want, this is a fine
option. If your venue doesn’t include catering services, you’ll need to make
those arrangements yourself. Be sure to do plenty of research and ask a
lot of people for recommendations before choosing a caterer. Let’s take a
closer look at some dining options.
� hors d’oeuvres reception. Some couples opt to have a cocktails
and hors d’oeuvres reception rather than a sit down dinner. This is
especially appropriate for an afternoon wedding. There are, literally,
hundreds of options for hors d’oeuvres, ranging from fondue stations
to elegant bites served from trays to a chicken wing buffet. If you
choose this option, just be sure to plan for a wide variety of hors
d’oeuvres so everyone can find foods they like.
� buffet dinner. A buffet meal is simply one with a variety of foods that
guests select and either serve for themselves, or are served to them at
the buffet table. Some wedding venues offer buffet service while others
offer only sit-down options, so be sure to ask.
items for both men's and women's baskets Tylenol/ Advil Comb Brush First aid kit - Band-Aids, antiseptic wipes, gauze Safety pins (assorted sizes) Chap-stick Lotion Hair-spray & gel Shout wipes & Tide to go Pen Gum Breath mints Tissues Nail file Mouthwash Dental floss Tums Spray deodorant
Body spray Toothpicks Cups for mouth wash Sewing kit — needles, threads, buttons,
Visine Cough Drops Purell Wisp disposable toothbrush Granola Bar Packing Tape Double Sided Tape Instant Hem & Cuff Fabric Tape Crazy Glue Sharpie, Pen, Post-it Notes
extra items for women’s basket White Chalk (to cover stains on
wedding dress) Pads Tampons Clear nail polish Hair Elastics Bobby Pins
�Wedding tip
In a pinch, your guests will be grateful for useful items placed in baskets in the bathrooms. Feel free to pick and choose from the list below. � Meggan Kerber, Toscani Events by ViVÁ
32 Greater Reading Wedding Planner
notes:
budget CheCklist Reception Site Fee $ Hors d'oeuvres $ Main Meal/Caterer $ Liquor/Drinks $ Bar Set-up/Bartending Fees $ Corkage Fee $ Coffee Pouring Fee $ Service Providers' Meals $ Gratuity $ Party Favors $ Disposable Cameras $ Rose Petals/Rice $ Gift Attendant Fee $ Valet Services/Parking Fees $ Tent/Canopy $ Dance Floor $ Tables & Chairs $ Linens/Tableware $ Heaters/Fans $ Lanterns $ total $
� wedding brunch. A brunch can be a lovely option for a late-morning
ceremony, with the advantages of usually being less expensive and less
formal than a sit-down dinner. You’ll want to work with representatives
from your venue or with a reputable caterer to plan the right variety of
food choices for guests.
� served dinner. This is probably the best option for a formal event, and
some guests expect to be served at a wedding reception. This is normally
the most expensive dining option. If you’re on a tight budget you'll really
need to stick to a plan.
� food stations. These themed serving stations are a hot reception trend.
Generally, food stations are located at various places in the reception hall
and serve one food or one food variety. You could, have a seafood station,
a cheese station, a pasta station, a carving station, or whatever else you can
imagine. The idea is to keep guests moving around and mingling, and food
stations offer the advantage of allowing you to offer a wide variety of foods.
� family-style serving. Some bridal parties like this option because it’s less
formal and assures that guests will interact with one another as they pass
plates and bowls of food.
� to-go Containers. Consider To-Go containers for the many leftovers that
might otherwise go to waste. Talk to your caterer or reception hall staff in
advance to make this convenient for your guests.
Again, your dining options will be determined by your budget, the type of venue
you choose, your wedding style, and your personal preferences. Whatever you
choose, just be sure to pay attention to details and hire reputable caterers and
service providers.
CoCktails
Cocktails are a traditional aspect of a wedding reception, as they are
considered celebratory. If you choose not to serve alcohol, you can keep your
reception festive and happy by serving sparkling punches and juices, flavored
waters, fruit smoothies, and so forth. If you will be serving alcohol, there are
some guidelines to keep in mind.
An open bar is a fully stocked bar from which guests are free to get whatever,
and as many drinks as they wish. This, of course, is your most expensive
option. Other possibilities include an open bar for a limited portion of the
reception, and just beer, and wine and non-alcoholic drinks available after that
time. Or, you could offer just wine and beer, and opt for a cash bar, at which
guests pay for their own cocktails.
If you don’t have a bar at your reception, you might consider a champagne
toast at the table, just before dinner is served. This is when someone, typically
the best man, proposes a toast and guests drink champagne to wish you well.
Another option is to provide wine for guests to enjoy with dinner.
If you serve alcoholic beverages, estimate on about one drink per guest per
hour for budgeting. Your wedding consultant, caterer, or venue representative
will be able to help you decide what liquors and beverages to have on hand.
The most popular are vodka, rum, gin, scotch, bourbon, white and red wine,
champagne, and beer. Some wedding parties offer a signature cocktail, such as
mojitos or martinis, supplemented by wine and beer, instead of a fully stocked
open bar. Punches, either with or without alcohol, also are popular.
34 Greater Reading Wedding Planner
rentals
If you hire a reception site that is all inclusive, you won’t have to worry about renting
equipment and accessories for your reception. If you’re renting a venue that simply
charges a room fee, you’ll need to pay close attention to what you need.
Most facilities at least include tables and chairs. You’ll need to make sure there
are enough for your guests, however, and make arrangements to rent more, if
necessary. Other items to consider renting include:
� Table linens, including chair covers
� Tents, if applicable
� China and silverware
� Candle holders
� Champagne fountains
� Cake plateaus
Work with your wedding consultant, caterer, or a site representative to determine
exactly what you’ll need to supply and where you can get it. There are various
