How do you pick the right reception venue for you? Put them to the test with our guide.

Costs

Decide on your theme and guest list before you even contemplate viewing any venues in person. This will also help determine your bottom line. There’s no point wasting your Saturday morning visiting a cavernous function centre which can seat 300 if you’re planning on an intimate day with just 60 of your best-loved family and friends.

Questions to ask:

• How much does the venue charge per person?
• Does it fit within your budget?
• Are any months or days of the year cheaper?
• Are special rates offered for daytime receptions?
• Is a tailored wedding package offered? If so, what does it include?
• Are substitutes within the package permissible?
• What deposit is required to secure the venue?
• How often do payments need to be made, and in what form?
• What is the venue’s cancellation policy?
• What are the penalties involved if the reception runs overtime unexpectedly?
• Is it possible to extend the standard reception hours? If so, what are the charges?
• What is the total cost estimate?

Atmosphere

When chosen correctly, the right wedding venue can complement the style of your wedding beautifully. For a romantic theme, consider a ceremony in the rotunda, followed by a buffet garden lunch. Or for a distinctly formal edge, perhaps try a three-course dinner followed by dancing in a fancy hotel ballroom.

Questions to ask:

• Does the venue lend itself to your theme?
• Does it fit your desired format (eg, sit-down dinner, cocktail party)?
• Will the space comfortably accommodate your number of guests?
• If you’re planning an outdoor ceremony and it ends up raining, is there an attractive, alternative indoor space available?
• What is the lighting and atmosphere like at the time you’re planning to hold your wedding? (It’s best to go and see the venue then.)
• Is a dressing room provided for the bridal party?
• Sum up the venue’s atmosphere in one word.

Guests

Make sure your guests will be comfortable and consider any special needs they may have. For example, cocktail parties can be great fun for guests of all ages, but oldies probably won’t be able to stay on their feet all night. Ensure their comfort isn’t overlooked by having chairs set up for them away from the boom of the music.

Questions to ask:

• How many tables can be set up in the room without it feeling too crowded (or too empty)?
• How many guests can comfortably be seated at each table?
• Will the dance floor be big enough to accommodate all your guests?
• Are there adequate toilet facilities for the number of guests?
• Is wheelchair access provided for guests who may require it?
• Is there an outdoor smoking area?
• What sort of parking is available?

Alcohol

The type of alcohol package you choose can make a huge difference to your final bill. Consider the drinking habits of your guests before you make this decision. If your fiancés mates are likely to down one handle after another from 6pm to midnight, you may be best to choose a cost-per-head package for a certain number of hours. If your crowd is more likely to savour a few glasses of quality wine each, a cost-per-bottle-consumed may make more sense.

Questions to ask:

• Does alcohol form part of the reception package? If so, what is included?
• Does the venue offer an open bar (including spirits) and at what cost?
• Can you bring your own alcohol in to the venue? (It’s cheaper) If so, what is allowed?
• Which brands/labels of beer and wine are offered, and is any brand substitution allowed?
• Is it possible to serve each guest a special welcome drink on arrival (like a fruity cocktail)?

Food

The meal served at a wedding will add to the experience, so whether you’re thinking buffet or banquet, take a good look at the menus on offer before picking your venue. If the meal is especially important to you, ask if a tasting is possible. And if you’re choosing a cocktail menu, ask how many pieces of each canapé will be provided for each guest – you don’t want people going hungry!

Questions to ask:

• What sort of cuisine and menu choices are offered by the venue?
• Can guests choose from the menu, or will it be an alternate service?
• Are any deviations from the menu permitted?
• Are vegetarian/dietary options available?
• Do they offer a tasting of the menu, and is it complimentary or an additional cost?
• Do you have to use one of their preferred caterers, or can you bring in your own?
• Is there a special rate for children’s and suppliers meals (eg, the band)?
• Can you substitute their dessert offering with your wedding cake?
• If the cake is provided as the part of the package, is there a cost if you bring in your own?
• Will the venue provide printed menus, or will you need to organise these yourself?

Music

The wedding music you choose should help to enhance the atmosphere. You may choose a variety of musicians to suit the different stages of the event – harpist as guests arrive for canapés, followed by a DJ playing subtle ballads during dinner, before upping the vibe for dancing. Ask the venue manager about technical details, like whether there’s adequate power.

Questions to ask:

• Is there room for a band or DJ, plus all their instruments and equipment?
• What equipment is provided for musicians (eg, power for a DJ’s speakers, space for your band to do dance routine as they sing)?
• Can you play your own music or bring your own entertainment?
• Are there any restrictions, such as a time when music must be turned off, or the use of smoke machines?
• Does the venue provide a dance floor, and if so, is this an additional cost?

Staff

This aspect is often overlooked, but supportive, professional staff can make all the difference when it comes to making your reception run smoothly. Not only do you want a reliable, organised, experienced wedding coordinator to run the show, but also competent wait staff who are knowledgeable about the food and wine they are serving, and are happy to help your guests with their individual needs.

Questions to ask:

• Does the venue have an in-house wedding coordinator? (Be sure to meet with them early on.)
• Will the coordinator be there in person to help run the event?
• Does the coordinator make you feel completely at ease and confident?
• Is the coordinator organised and prompt to respond to your emails or phone calls?
• Is the coordinator open to accommodating your individual needs and requests?
• What will the ratio be of serving staff to guests on the night?

Noise

Another event taking place at the same time as yours (such as in an adjacent room) can impact heavily on your reception. If you’re considering a venue with multiple rooms for hire, ask if they are likely to be in use on your wedding night, and whether they are sound-proof. You don’t want your wedding to be impacted if the next-door function asks for your music to be turned down during their speeches.

Questions to ask:

• Will you have exclusive use of the venue or will you be sharing it?
• Is it possible to hear noise from other events within the venue?
• By what time do you and your guests have to leave the premises?
• Are there any noise restrictions in and around the venue?

Distance

Remember, the shorter the distance between your ceremony and reception, the cheaper the car hire and the longer time you’ll have for photography. You’ll also need to consider logistics, such as how easy it will be for your guests to get from location A to B. This can impact on the starting time for your drinks – you don’t want half your guests to miss your grand entrance because they’re still in transit!

Questions to ask:

• How far away from the ceremony is the venue?
• Is the venue difficult for guests to get to?
• If the venue provides a getaway car as part of the package, how far will it take you?
• What parking is available at the venue itself, and do guests need to pay for it?
• If you charter a bus for your guests, is there somewhere for it to park while everyone alights?
• Will the venue order taxis for departing guests who haven’t driven?

When deciding on your various wedding catering options you need to think about what style of wedding you are having. There are many different routes you could take when it comes to supplying food for your guests. Are you having a daytime or evening reception? Is your wedding a beach or casual affair?

Having chosen what style of wedding catering you will have, the next decision to make is the type of food you want and how you’d like to serve it. Here are a few wedding catering menu ideas for you to think about.

Brunch

A wedding brunch allows you to select a delicious variety of both breakfast and lunch dishes. Add an interesting selection of breads, muffins and friends, platters of fresh fruit and endless hot, fresh coffee and your guests are sure to enjoy.

• Freshly-baked crust fruit bread, Danish pastries and brioche served with cultured butter
• Toasted fruit and roasted nut muesli with a fresh berry yoghurt
• Fluffy buttermilk pancakes with maple syrup
• Honey-glazed leg of ham carved by our chef
• Mini croissants filled with Tasmanian smoked salmon, crème fraiche/leg ham and King Island brie/plain with raspberry jam
• Platters of fresh seasonal fruits
• Freshly percolated Olympic blend coffee
• A selection of Twinings teas
• Just Juice orange juice

Lunch

For lunch, think in terms of light yet satisfying dishes with a variety of flavours, accompanied by a well-chilled, fruity Chardonnay or Champagne.

• Blue eye cod or Barramundi with roasted baby beets, rocket, radish and horseradish
• Slow cooked Thirlmere duck breast on char-grilled polenta with glace fruits and juniper berry jus
• Chicken prosciutto – chicken breast fillet rolled with roasted capsicum, fresh basil, semi-dried tomatoes, wrapped with crispy prosciutto meat presented with fresh tomato coulis
• Roasted free-range breast of chicken with fresh hers, artichokes and oven-dried tomato served on a creamy sun-dried tomato sauce
• Roast pumpkin and fetta cannelloni baked in a three-cheese sauce
• Tasmanian salmon with green asparagus, leek and peppercorn infusion

Set menu

A set menu will be served to your guests at their tables. It can have as many courses as you desire, and can offer a range of options for each. Orders are usually taken when guests are seated, however, you may choose to send the menu with the invitations. Confirming your guests’ preference before the wedding can be a useful way of reducing the price per head.

A set menu is the most traditional option, usually has three courses and suits a lunch or dinner reception. The larger the range of choices provided, the higher the cost per head, so you may decide to have one set entrée and/or dessert with a red meat or white meat main. Alternatively, you could have your entrée and main served, followed by a dessert buffet.

Don’t forget guests with specific dietary requirements or vegetarians, and be aware that although you may want to be very creative, you will need to cater to the tastes of the majority of your guests.

Pros

• Guests can just relax and sit comfortably without getting up.
• Guests are able to be quite specific with their meal, eg. The eye fillet, but with no garlic.
• The food is served instantly, and is fresh

Cons

• Generally the most expensive catering option.
• Menu options may be limited, as all the meals need to be plated at the same time.
• Guests are seated in specific places and can’t move around.

Buffet

Buffets have changed drastically since the days of long queues with people holding plates. Most caterers now offer a wide selection of dishes, both hot and cold, and they can set up more than one station for food so guests don’t have to wait. You may also choose to set up different stations with different themes to accommodate a variety of tastes. For example, consider an Asian stand with a range of sushi, noodles, fried wontons and dumplings; an Indian stand with curries, rice, naan bread and chutneys; or a seafood stand with oysters, fish and salad. Generally, there are two options for buffets: finger buffets or fork buffets.

1. Finger buffets offer a range of bite-sized food that is easy to eat without having to be seated at a table or requiring cutlery. They are suitable for relaxed, low-key weddings or as a way to provide food for guests joining the reception after the main meal is completed. Finger buffets can be served either as a light meal or for a mid-afternoon or late-evening reception.
2. Fork buffets offer a wide choice of food, such as meats, salads, breads and hot and cold dishes. Guests will require cutlery and need somewhere to sit while they eat. You can usually expect the head table to be served at a fork buffet. Fork buffets suit breakfast, lunch or dinner receptions.

Pros

• A buffet is a more cost-effective option than a set menu.
• Food can be served over a period of time and left for guests to pick at late into the night.
• Guests can change seats without missing out on their meal.

Cons

• Guests may have to queue while waiting for their meal.
• It must be efficiently managed so that items don’t run out and guests aren’t disappointed.
• The food isn’t as fresh because it has to sit out and be kept hot.

Canapés

Canapés are a great option if you are on a low budget, but don’t want cheap food. You may choose to serve canapés at an afternoon tea or late-evening reception. By not providing a full meal to guests, you can keep the cost per head to a minimum while still enjoying the formality of a range of waited canapé. A general guide for quantities of canapés is to serve at least six different varieties over two hours or, for a four-hour affair, at least nine different kinds.

Pros

• Less expensive than either a buffet or set menu.
• Canapés suit either a laid back or sophisticated event.
• Can make for a short and sweet wedding celebration.

Cons

• As a full meal is typical, canapés need to be explained.
• Guests tend to drink more if a full meal is not served.
• Dietary requirements are difficult to cater for.

Like good gossip, wedding canapés are eagerly anticipated. These artful bites should be sufficient in number to stave off any lurking hunger pangs while still leaving your guests looking forward to more. How many you need will depend on the time frame involved. Once you have decided on this, try to choose a variety of flavours. For example, if you are serving six different pieces, choose 2 seafood, 1 vegetarian, 1 or 2 poultry and 1 or 2 meat. It’s also a good idea to serve both hot and cold canapés. Here is an  example canapé menu.

• Mediterranean ocean tout in herb crepes
• Camembert and strawberry on toasted batard
• Sydney rock oysters with shallot, ginger & soy dipping sauce
• Chilled vichyssoise in a shot glass with salmon roe chive baton
• Peking duck pancakes served with coriander and plum chutney
• Chicken satay with spicy peanut sauce
• Chilli and saffron petit roll with Moroccan spiced beef, mustard cress and harissa aioli
• Prawn Pad Thai stir-fried with Thai herbs, bean shoots and rice noodles, topped with chopped roasted peanuts (served in Chinese carton with chopsticks)
• Steamed spinach and mushroom dumplings with dipping sauce served on white spoons

Entrée

The entrée is your guests’ first impression of the meal to come so it must be divine! If you budget allows, offer a choice of entrée, possibly a hot and a cold option.

• Roasted and de-boned quail on ragout of exotic mushrooms and baby leeks
• Twice-cooked rosemary and goat’s cheese soufflé with a hazelnut salad
• Lamp and vegetable mille feuille with three-bean vinaigrette and rocket lettuce
• Seafood plate of Tasmanian smoked salmon, ocean king prawn, oyster, bug tail with a lime mayonnaise
• Vietnamese chicken summer roll with coconut and chilli salad
• Cajun beef tenderloin on a salad of snow peas, bean shoots and coriander with a hot and sour Asian dressing
• Spinach and ricotta cheese cannelloni with fresh Napolitana sauce
• Zucchini pancakes with double brie and semi-dried tomatoes

Once the wedding ceremony is over, it’s time to eat, drink and be merry! To make your wedding reception dinner an occasion you and your guests will remember forever, follow our step-by-step guide to choosing the ideal wedding catering and menu options to suit the style and budget of your wedding.

The time has come to book your wedding reception venue, but before you make a final decision, have you thought through your specific needs and preferences? All it takes is a little research to make the best choice of reception venue and wedding catering services, plus avoid any unpleasant surprises along the way. To help you out, here’s the low-down on catering and menu options.

Catering to your style

First things first, your choice of venue will determine whether or not you need to hire an off-site catering firm. Most hotels, function and reception venues provide in-house wedding caterers. But, if you’re keen to use a marquee, hall, garden or private home, you will usually have to arrange a wedding caterer yourself.

Staying in-house

The main advantage of choosing a wedding venue with in-house caterers is that it is often the easiest and least time consuming option. Most venues provide standard wedding packages that include the wedding catering menus and beverages, although some may offer a more comprehensive package that also covers venue hire, a wedding cake, table flowers, decorations and accommodation for the bride and groom.

Often, the package will include an wedding coordinator who can help you with your wedding planning decisions and coordinate the reception, but be aware that they will only work on your reception and not get involved in any of the other aspects of your wedding, such as the wedding outfits.

Consider in-house wedding catering if you:

• Have limited time available to research and plan.
• Are unsure about what you want and would prefer not to make too many decisions, leaving most in the hands of the venue’s wedding coordinator
• Have asked a friend or family member to plan and coordinate your wedding for you.
• Are organizing your wedding long distance.

Think twice if you:

• Are very particular about food and wine preferences, plus settings, linen, glassware, cutlery and other specific details you want.
• Wish to have a very strong theme for your wedding, eg. A medieval banquet.
• Have family or friends wanting to provide specific foods for your wedding, eg. Meat from a family farm or seafood caught by a friend.
• Have a number of guests with particular religious or dietary requirements.

Going off-site

Bringing in the wedding caterers can seem a little daunting, but a reputable company will provide the same service as on-site caterers. Plus, as you can choose the individual elements, this option will also give you the opportunity to have a completely unique wedding.

Most caterers have wedding menu packages to work from, however these tend to be flexible. In addition to food and beverages, many caterers provide a full range of services, including floral arranging, linen hire, furniture hire, crockery, cutlery and glassware.

Some venues may even supply you with a list of preferred wedding caterers. Choosing one of these could simplify the process further, as they will have experience of the venue, know the facilities and will often work directly with the venue to make arrangements.

Consider off-site catering if you:

• Have up to a year before your wedding, or plenty of spare time for planning.
• Love the idea of being involved in every decision, right down to the style of cutlery.
• Want to supply any of the food yourself.
• Plan to have a particularly unique wedding.

Think twice if you:

• Are on a tight budget and need to keep costs down.
• Have limited time to plan and research.
• Are using a venue with no kitchen facilities or running water available.
• Don’t have lots of friends and family who are keen to help you set up and pack down.

Do-it-yourself

For some couples, family and friends may be able to do the catering for the wedding. Although this is by far the cheapest option, costs for hiring cutlery and crockery can add up very quickly. Great planning is, therefore, the key to self-catered functions. In this instance, it may be worth investing in a meeting with a wedding planner to discuss the quantity of food and beverages you will require and the easiest way to coordinate the food on the day.

Consider DIY if you:

• Have a small number of guests, ie less than 50
• Are on a tight budget.
• Have full confidence in the chef’s ability.
• Know what your guests eat and how much.

Think twice if you:

• Don’t have the time and energy for hands-on organization.
• Are without the facilities available to cater for a large group.
• Don’t have the support of family and friends to help out.
• Would rather have a more formal, less low-key wedding.