Choosing a Banquet Hall For Your Reception or Event

How can you plan a successful dinner with no worries? How can you make your guests happy and give them a memorable experience?

Banquet halls that are reputable usually have full schedules. That is a major problem when booking a date. Plan early, as much as two years in advance. If you wait, you may have to postpone your event until the hall is available, or settle for something that is inadequate to fill your needs.

First, Make an Appointment

You should make an appointment to speak with a member of the banquet hall's staff. Preferably, this is a manager or coordinator. This person should be able to address all of your questions with grace and tact and should be well informed and able to help you make your decision.

The Interview

Here are some things to think about for your interview with the banquet hall coordinator during your appointment.

He or she should offer a range of menus at varying prices, as well as samples of foods offered.

You should take a tour of the facility.

What is the capacity of the hall? Please note that some halls are willing to serve beyond their capacity since they are being paid per head (for each person attending the event). Ask what the legal limits are for this hall. Overfilling could be a fire hazard, guests will be crowded and uncomfortable, and the air will be stuffy and noisy. See the hall and imagine your guests sitting, standing and walking around. Is there enough room? What about dancing? Are the chairs and tables going to have to be moved or is there a dance floor? Moving chairs and tables indicates that guests will have to get up and be reseated. This may be uncomfortable for them.

How many restrooms are available? Are they sufficient for the number of guests? Are they convenient? Do they have handicap accessibility?

How will the tables and chairs be positioned? Are you happy with the layout? Where will the head table be? Do you like the location? Are the tables round or oblong? Do you have a choice? Where will the gift table be located? The cake table? The cookies or hors d'oeuvres? The DJ or band?

How much does everything cost? The coordinator should be able to break down the cost of each item you choose and put it in writing. They should let you know what is included in the price and what is extra. They should inform you what they will do and what you are responsible for.

For example: What type of payment is accepted? How much is the down payment?

Are linens included in the price or are they extra? What colors are available? Are the chairs to be covered?

What decorations are provided?

What are the choices of china, if any? Tableware? Glasses? Is there an extra charge for dessert or cake napkins, plates, and tableware?

Is the staff to serve the guests or is this a buffet facility?

What is the price per guest? Is there a minimum number of guests? What is the base price?

Are the photographer, DJ and/or band to be fed? How much extra will this be?

How much time is allotted for the event? What is the closing time? Who is responsible for cleanup? Is there an overtime charge if some guests remain after closing time?

What time will the doors open for you or your decorator to arrive? The cake deliverer? The DJ? The band?

Is there a bar or are drinks served? Are drinks extra or are they included in the price? What drinks are available?

Is there a bouncer at the bar? Is a security guard included in the price? Should you hire one?

The Staff

Did the coordinator know what you were talking about? Did they try to help you or were they just there to take your order?

Is the staff willing to cooperate with your wishes? Will they make the event a success?

Your and your guests' comfort should be the priority of the staff. You should feel good about your decision.

Reputation

Is the banquet hall well established in the community? In other words, will they change management in the next few months or go bankrupt, spoiling your plans?

What do your friends and acquaintances think of the place? Does it have a good reputation? Have you personally attended an event there?

Location

How far is it from the wedding? Guests may not be willing to travel long distances. If they must wait, cookies or hors d'oeuvres will have to be served. Is there an arrangement for this?

The Decision

Finally, are you willing to live with the choices you have? Do you feel relieved or are you frustrated? The perfect hall will have a staff that will take a load off your shoulders. If you are not happy now, you will probably not be happy when it is all over. Be sure to take the time to make a wise decision that you and your fiancé will be happy with for the rest of your lives.

Other Options

You may opt out of a banquet hall altogether. What are your other choices? How about a zoo, a museum, a park, an arboretum, your back yard, ........