Once you've nailed down your reception criteria (style, location, budget), start seeking out reception sites. Since so many of the other decisions depend on the reception site, you'll want to begin the process early to guarantee your favorite spot. Here's a rundown of the steps to take from The Knot Book of Wedding Lists:

Gather names of local reception sites

  • Use local magazines and city guides at theKnot.com/local to browse for stylish sites
  • If you've chosen a ceremony space, ask them for ideas
  • Ask your planner (or other pros) for suggestions
  • If they were happy with their selection, ask recently married friends for the names of their reception sites
  • Ask friends and family members about great weddings they've attended, and where they were

Check out prospective reception sites online

Look for photos of recent weddings. Notice what type of decor is most often used—this is probably what the reception site is best at preparing, so make sure you like the look. Additional information to note:

  • A list of provided services
  • Names of vendors they work with
  • Awards
  • Testimonials from recent clients
  • Any standout policies (no loud music, no outside vendors, curfews)

Narrow down your choices to three

Look online for reviews of the sites you are leaning toward. And ask your planner (if you have one) whether they have strong feelings about a particular venue on your list.

Call sites to make an appointment, but first confirm the following:

  • Wedding date availability. Many reception sites have a limit on the number of weddings they can host in a weekend
  • Appropriateness, pricewise. Ask their typical price range and/or cost of the average wedding they host
  • Customization capabilities. If you want to bring in decor, food, or alcohol, confirm that the site will allow it.

Interviewing the site managers

Think of the site manager as the gatekeeper of your reception site. Unless you have a wedding planner, he or she will be responsible for helping you secure all the details of the day—or at least the delivery of those details. At your meeting, you'll want to check out the site itself, and also assess the professionalism of the reception manager and staff. Communication and comfort should be deciding factors as well.

Bring the following with you to the interview:

  • Reception site address, phone number, contact name
  • Your budget (at least a general guideline)
  • The list of questions below and a notepad so you can refer back to their answers to make your final decision

Look over the reception space

Check out the space itself, and a portfolio of events in the space to get a feel for the range of ways it can look. Overall, you are looking to make sure the style suits your taste. (If you are looking for modern and the walls are clad with ornate decor, it's not a good fit.) And do the following:

  • Picture yourself and all your guests in the space
  • Decide whether it makes your feel comfortable
  • Note whether the space seems to come alive at night and how it looks with decor and flowers

Get a sense of the overall style. Are they open to change? Ask:

  • Do you have styles to choose from? Can we alter them?
  • Can we completely customize our service options?
  • What do you think would be appropriate for our [insert style keywords] wedding?
  • Are there any restrictions or rules about entertainment, decorations, or a dress code?

Find out some key space logistics. Ask yourself (or the manager!):

  • Does the style of the space match the look we're going for?
  • Does the decor coordinate with our color scheme?
  • Is there an echo in the room? This will affect how the band/DJ will sound
  • Do we like the view and the surrounding area?
  • Where does the band/entertainment set up?
  • Where do the buffet tables go? The cake table?
  • Can we see sample floor plans and/or visit when the room is set up for a wedding, so we can see what everything looks like when it's set up?

Ask the nitty-gritty business questions. The ones that will impact the price.

  • How does the place charge—per person, by the hour, or flat fee? What is the payment plan?
  • Does the location provide everything we'll need (tables, chairs, dinnerware, linens, stage for DJ or band, dance floor, tent, additional lighting, etc.)?
  • Is in-house catering available? Can we bring in our own caterer?
  • Can we use our own outside vendors for the florist, DJ,toast? etc., or must we use their staff?
  • Does the site have a liquor license? Can we bring in our own alcohol? If so, what types of alcohol will be served, and is there any cap or limit?
  • Is ours the only reception scheduled that day? If not, will there be another one during our reception?
  • Will we be sharing cocktail hour space or bathrooms with the other guests? Will we be able to hear their music during our reception?
  • Will the manager be present for our reception?
  • What are the cancellation policies? Is the deposit refundable?
  • What's the staff to guest ratio?
  • How many hours is the site available? Are there charges if the reception runs over?
  • Is there free parking? If there is valet parking, what are the rates and expected gratuities?
  • Will there be coatroom and restroom attendants? Servers? Bartenders? What are the charges for each?

Before you leave, be sure to have:

  • Price list
  • Menu, if applicable
  • Copy of the floor plan, if available
  • Digital photos of the space
  • List of references
  • All contact information

Booking your reception site

Even if you're overjoyed with the space, don't feel rushed to reserve it on the spot. We know the threat of losing the space is going to snip at you, but give yourselves time to compare and contrast prices, notes, and impressions.

Call references and ask the following:

  • Were you happy with the overall service of the facilities?
  • How would you rate the site on a scale of one to ten?
  • Were there any problems? How were they resolved?
  • Did they accommodate your requests?
  • What sort of feedback did you get from your guests about the reception?
  • Did the site look as good in pictures as in person?
  • Book the site
  • Ask for a contract with all your ideas and details, including a sketch of the room, if possible
  • location of your wedding (that is, "rooms a and b" or "presidential ballroom")
  • List of rentals (chairs, tables, linens, centerpieces)
  • Name of person who will be on hand the day of and the name of a substitute
    • Any other agreements you've discussed

Confirm that the following is included in your reception site contract:

  • Your names and contact information
  • Your event date and time
  • Reception company's name and contact information
  • Detailed description of your reception
  • Cancellation and refund policy
  • Total cost and an itemized breakdown of what's included (gratuity?)
  • Deposit amount
  • Payments to be made, in what form, to whom, and due dates reception site contract points finalizing reception details

    • Excerpted from The Knot Book of Wedding Lists by Carley Roney and the Editors Of The Knot copy; 2008 Clarkson Potter.