The reception venue

A large portion of your budget will be allocated to your reception so the choice of venue needs careful thought. You’ll have an idea of your theme by now, which should guide your decision on the reception venue.

Think about the closeness of the reception venue to the ceremony (they may be the same place of course), the time of day, type of food and entertain you would like. Would you like a formal sit down meal with table service or a buffet which might be less expensive or will you hire caterers?

The Bay of Plenty is fortunate to have a great section of hotels, restaurants, lodges and historic homesteads, function centres, gardens, orchards, clubs, halls for hire and marquee hire.

When you visit your shortlisted reception venues check what is included in the price per head.

The functions team will provide you advice on how much alcohol to order per head for toasts, during your meal, etc. If you’re on a tight budget ask if you are able to take your own alcohol.

Decide on whether there will be a cash bar and make the arrangements clear to your guests in the invitation to save embarrassment. It is normal practice to provide beer and wine, but drinks such as spirits can be expensive.

If you are hiring a marquee you may need to factor in hire of wedding furniture, crockery, glassware, table linen, toilets, lighting, heating, flooring, tables and chairs. There are local hire companies offering everything from vases to chair covers, candelabras and more.

If it’s a large wedding with a formal meal you’ll need a seating plan. Traditionally the bride and groom and close family sit at the top table.

Try and group people on tables according to whether they are friends or relatives and take into account any family feuds. You don’t want to waste much time having people find their seats so you could number the tables or give them names somehow related to your theme. Post a plan at the entrance to the reception so guests can check where they are sitting beforehand and use personal name tags to help your guests find their seats.

Reception Venue checklist

When searching for your wedding venue, there are essential questions to be answered:

• Is the date available that you require?
• What’s the décor like?
• Does it fit your wedding style?
• Will you have to spend a lot of money on flowers and decorations to make it beautiful?
• Is there an in-house caterer and do you like that type of food?
• Is there a limit to which caterer you can use?
• Are there adequate bathroom facilities?
• Is there a liquor licence and will you be allowed to bring your own?
• What’s the cancellation policy?
• Is there a payment schedule?
• What deposit is required to hold the booking?
• Are there any hidden costs?
• Before you sign the contract, read it carefully (read the fine print). What the overtime charges?
• Is there a room for a band and/or dancing?
• Does the venue have a sound system?
• Where will you take photographs?
• Who will be supervising and troubleshooting on the day of your wedding?
• Is there accommodation nearby for guests

Reception Seating Plan

Creating a reception seating plan is reputedly one of the hardest tasks. Once you have confirmed your guest list and looked at the venue’s floor plan arrangements, it’s time to consider who will sit where and with whom!

Essentially it’s a giant jigsaw puzzle so to make it easy to move names, places and table locations, buy yourself a cheap whiteboard or a piece of cardboard and sticky post-it notes of guests names.

Depending on the size and shape of the reception venue, you will want to maximise space with the shape of your tables. Ensure there is sufficient room for a head table, guest tables, buffet, dance floor, cake display, gift table and photo booth if you are having one. You will also need adequate space between tables for guests to move to the dance floor and for table staff to serve and clear away plates.

Visit your venue with the guest list and discuss the layout with the Manager or wedding event coordinator. Their experience is invaluable; they know the venue and which table formations work best for the numbers you have invited.

Long tables of 12-20 guests work well for informal weddings and arranged in parallel, can maximise the space of a smaller venue.

Rectangular tables seating 8-12 guests also work well in a smaller venue for both formal and informal weddings.

Round tables are popular because they create a sense of intimacy with just 6-10 guests. While more traditional, round tables also take up the most space and some guests will have their backs to the bridal table