Arizona Bridal Source
Click Here to View Actual Weddings Planned by Kim Horn!
P.O. Box 50622, Phoenix, Arizona 85076   (480) 921-7891


June 19, 2012

Share - Wedding Ceremony & Wedding Reception Site in Phoenix, Arizona - Wedding Reception Site in Phoenix, Arizona

Normally you will spend more money on your wedding reception food and beverage than on any other part of your wedding. Book your site as far in advance as possible. Your final decision on your site selection depends on your wedding style and number of guests. You may want an outdoor garden wedding, mountain views, cascading waterfalls, or a glass enclosed site with breathtaking sunset photo opportunities.

Call the site and check availability for your date, time of day, and expected number of guests. Traditionally Saturday evenings are popular, so you will pay a premium price based on inventory available. Normally a Saturday evening garden wedding in March will be more expensive than a Sunday afternoon wedding in August in Arizona. You may find more availability if you are flexible and are willing to change your wedding to a Saturday morning, Friday evening, Sunday evening, or during the week. Ask to see if you will receive a discount or have less of a minimum guarantee on revenue if you book an “off peak” month, day or time.

Understand what is included in your reception package. If you don’t understand something, ask questions to get clarification.  Get the price per person or the minimum revenue they are requiring in order for you to book their site. If you have the option of bringing in your own caterer and bartending service, make sure the services you hire are licensed and insured. Find out what the rental fee is for the room and if it is based on the amount of guests. If your guest count increases, this may be a financial consequence to you for additional tables, chairs, etc.  If you have handicapped guests, find out if your location has handicap access.

For menu and service options find out if the caterer has a set menu, or if it may be modified. Get a written cost breakdown and what is included per person based on your budget, the type of service, and the formality of your reception (i.e., valet parking, passed hors d’oeuvres, plated dinner, stations, buffet, open bar, champagne toast, wine pass with dinner, coffee service, wedding cake, tables, chairs, chair covers, linens, crystal, china, flatware, dance floor, heaters, umbrellas for shade, and tents for inclement weather). Will you have a guaranteed price if you book your reception and give a deposit? If the pricing will not be guaranteed, ask for a ceiling on anticipated menu increases, and get everything in writing. What is the tax and gratuity percentage? Gratuity is frequently taxed, which increases your budget. When is your guest count due to the caterer? What is the overage percentage the chef will prepare? What will the pricing be for kids, vegetarians, kosher, gluten free, and vendor meals? If you have leftover food, find out if you may take nonperishable food with you. You may want to check options for delivering perishable food to a nearby homeless shelter. How many hours do you have the site? When may your vendors come in to setup?  Will there be overtime charges if you go beyond the allotted time? What are the cancellation, refund, and change of date policies? Find out when the deposits are due and when the final balance is due. Once you narrow down your options, arrange a taste test with the caterer to taste the menu. Sometimes taste tests are free, other times there is a charge. Ask your caterer for options and flexibility.  Site personnel change frequently, so make sure you get all quotes and contracts in writing, as well as any extras you have negotiated.

Copyright 2012, Kim Horn, MBC™

To hire Kim as your wedding planner, call 480.921.7891 or text your name, wedding date, and wedding planner request to 602.418.9089.

Kim M. Horn, MBC™

Master Bridal Consultant | 1 of 61 in the World

Scottsdale, Paradise Valley, Chandler, Phoenix and Destination Weddings

Publisher | Pres. |

AZ State Coordinator Assoc. of Bridal Consultants May 2003 – May 2012

2010 Annual Conference Chair (worked with David Tutera) – Assoc. of Bridal Consultants

O 480.921.7891

C 602.418.9089

F 480.829.6292


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