Reception Locations

Brides

Photo by Amy McConnell
1 of 13 Photography

verybody’s cost conscious these days, which is normal and prudent in an uncertain economy.But being smart about spending doesn’t have to mean settling for a bare-bones wedding or reception. The trick is to focus on what will make a noticeable difference in your guests’ experience.
    We asked wedding professionals to offer advice for couples trying to save money without sacrificing their wedding’s style and spirit.
    Among the common themes we heard were:

• If you have to cut back, do so in areas that will be less noticeable to your guests.
• Choose foods and flowers that are in season.
• Schedule your reception for an off-peak time: afternoon instead of evening, a Sunday or weekday instead of a Saturday.
• Take advantage of economies of scale.
• Your choice of “a la carte” services can cost less than a standardized package.

Think about your food and drink
    Among the largest expenses of a wedding reception is the food. Buffets cost less than plated meals served by waiters; hors d’ouvres cost less than a full buffet.
    But caterers point out that hors d’ouvres can be more labor-intensive for the kitchen staff, so there may be less saving than you might expect.
    “Stations,” where a chef carves meat or serves other specialties, add cost because of the on-duty chefs’ salaries.
    When comparing catering services and menus, it can be worth figuring out exactly what you’re paying for. The chef’s experience and skill, the presentation of the

food, and efficient service, are obviously worth paying for. But there are other costs that may be less essential -- and that your caterer may be passing on to you without getting much benefit from what you’re paying.
    For example: The caterer’s profit margin may be exactly the same for a chicken dish as for lobster or prime rib. The difference may well go to the food supplier.
    Likewise, some dishes that require elaborate preparation may require the caterer to hire additional kitchen help, adding to your cost but

not necessarily benefitting the vendor.
    There’s no simple formula for this. The point is: Be direct with caterers, let them know your budget and your expectations, and ask for recommendations.

Beverage economies
    Because alcohol can be such an important part of a reception’s cost, careful planning can yield big savings.
    A full bar, with a range of liquors and a bartender trained to mix a wide variety of cocktails, is expensive and really unnecessary. Think about having a moderate assortment of beers and wines. Be sure to chill down bottles of water as well, and this arrangement will please 95% of your guests. Really. And you’ve just saved a ton of money.
    Many couples have figured out that a champagne toast is a waste of time, money, and champagne. Many guests don’t even like the taste. More practical: have a nice bottle or two for the couple, their parents and maybe the best man and maid of honor. And the rest of the guests can join in the toasts by raising a glass of whatever beverage they happen to have in their hands.

Both purchasing and pouring are simplified with domestic wines and beers instead of full bar.

Photo by Justin Pearson Photography
Refreshing non-alcoholic drinks in heirloom glassware can be a cost-saving double-play.

Set, and stick to, a budget
    Controlling costs is easiest if the wedding is based on a specific budget. Setting that budget should be the first step in the planning process.
    It can help to begin by looking at national trends, including item-by-item percentages of the total budget. For example, at an average wedding in 2008, photography was 8 percent of the cost and videography 5 percent.
    If you want to give greater emphasis to the moving pictures, adjust those percentages in your own budget. Starting with specific numbers will make it much easier to shop intelligently, and to negotiate with vendors.
    This isn’t just for your benefit, by the way. Having a clear idea of what you can spend can help save a vendor time, money and aggravation. The vendor can design a package that best suits your budget -- or direct you to a colleague who’s better suited to your price range.
    SEE: Set Your Budget
    SEE: Budget Planning Worksheet


Sunday can be a cheap date
    It’s one of the first decisions that have to be made, and it can affect the cost of everything else: Picking the wedding date.
    Thoughtful scheduling can save serious money on the reception site, and often on other services, too. A wedding on a Sunday

or a weekday usually costs less than a Saturday. And having both wedding and reception in the same place can make a difference, too.
    Terry Bryant, at the N.C. Aquarium at Fort Fisher, told us, “We’re offering a 10% discount on Sunday rentals. This can save quite a bit on a bride’s venue for the rehearsal, wedding site and/or reception site. Also, there’s no additional charge to host the wedding along with the reception.”

Start saving early
    It’s not just about the day of the week; time is money when it comes to the time of day, too. “If you’re truly serious about saving money,” Judy Bradley of Eventz! says, “schedule your ceremony and reception earlier in the day.” A vendor may give you a reduced rate for an earlier schedule, but the main saving come from two factors: Venues usually charge more for evenings, which

    Photo by Lisa Brown, Bella Rose Photography
At the NC Aquarium, booking the reception gets you a wedding site at no extra charge. And a Sunday celebration costs 10% less.

are in greater demand. And guests drink more alcohol in the evening, which is a major expense.
    If you do have an evening reception, Judy suggests, set a finite time, including when the bar closes. This will minimize the amount of alcohol consumed. “A shorter reception also eliminates overtime charges from vendors,” she said.

Guest list control
    The factor that has the greatest impact on costs, of course, is the number of people who attend your reception.
    Most couples need to accommodate specific requests from family, which can make it hard to limit the number of invitations. Get control over the list at the beginning, by allotting each person involved with the decision a specific number of guests.

Don’t need it? Don’t buy it
    The wedding photographer Gary Allen advised, “Pay for exactly what you want. Most, if not all, photographers will be happy to provide you with just the services you desire, not requiring you to buy albums, post wedding reprints and other extras.”
    He noted that many photographers put their pictures on high resolution DVD’s, so couples can handle their reprints and enlargements themselves. “This can save a ton of money, especially after the wedding.”
    Before the wedding, Gary suggests, a bride should give her photographer complete details about her plans. That gives photographers an accurate idea of how much work is required, “And allows them to provide you with an accurate quote for their services,” he said.
    “Tell them exactly what you want. It’s your wedding, after all.”

When the package is a deal
    The other side of that coin is that sometimes a package deal can save you money, compared to pricing services individually. At the Babs McDance Social Dance studio, “We offer packages for our private lessons which are more economical

than buying them per hour,” owner Babs McCullen-Welker said.

Professional help pays for itself
    Wedding photographers see the good, the bad and the ugly at weddings, including public break-downs and behind-the-scenes snafus. Based on that experience, the photographer Tina Shropshire advises brides: Hire a planner.
    She has seen example after example of how an experienced wedding coordinator can help brides find deals, avoid duplication, and be sure they understand the true cost and values of alternatives they’re considering.
    Especially for destination weddings, Tina says, a competent planner is an investment, not a “luxury” expense.
    On the wedding day, an experienced

    Photo by Justin Pearson Photography

    Photo by Matt McGraw Photography
Keeping the party small keeps most costs low.

coordinator can relieve the bride and her family of the stress of keeping track of a thousand and one details. Trust us: it isn’t easy.
    For more about selecting a wedding consultant or coordinator, SEE Wedding coordinators

Use flowers that are in season
    With international jet air transport, it’s possible to get just about any kind of flower any time of year. But this luxury comes at a price, both financial and environmental.
    Instead of paying for refrigeration and air travel for exotic imported or hot-house blossoms, do your budget a favor. Plan to decorate using flowers that naturally bloom at the time of your wedding -- in our own corner of the world.
    Of course, it is nice that the most popular wedding flowers, roses, happen to be readily available any time of year.
SEE: Seasonal flowers.
    A related strategy doesn’t necessarily save money up front, but it transforms a throw-away product into a permanent investment. Some of your wedding flowers can continue to brighten your life long after the rice is swept up.

    Potted flowering shrubs in their nursery containers can play a role in decorating for your wedding, then be planted in your yard afterward. A mass of azaleas in a variety of colors can make a breathtaking backdrop for your springtime ceremony and reception. Those same shrubs will become a daily reminder of your wedding, year after year, when established around your home.

    Potted perennials or herbs, used as centerpieces, can end up as part of your garden after the celebration is over.

Make your flowers work harder
    Flowers can do double duty even on the wedding day. The bridesmaids’ bouquets can be set in vases during the reception. Your attendants really don’t want to be carrying them around all night, anyway!
    Arrangements used in the ceremony can be moved to the reception site and used to decorate buffets and other areas that won’t be immediately opened to guests, Judy suggested. “Use the pew markers as accents among the platters and trays.”
    As an alternative to floral decorations in some areas, you can set up a display of family photos of the bride and groom as children

    Photo by Justin Pearson Photography

    Photo by Ron Sistare, InPhocus Photography

and while they were dating. “Guests love looking at photos,” Judy said. “Display these on a mantel or other location where you’d normally spend a lot on a large arrangement.”

Focus on favors
    If you’re giving favors to your guests, spend your money on something they will use and enjoy. “Going green” is a favorable new trend, and giving away small plants that you might grow yourself is a wonderful personal touch. These living favors will be used and appreciated by your guests.
    Some brides get more bang for the flower bucks by recycling centerpieces and other arrangement as favors. They may give arrangements “to people who helped make the day special, such as servers, greeters, and those who gave bridal showers,” said Roberta Danford of An Event By Verzaal’s.
    She has had brides who organized a form of raffle, by putting a number on the bottom of a chair, or on a place card, and have the emcee announce who gets to take

the centerpieces home.
    Others encourage guests to help themselves to flowers at the end of the reception. “I have actually seen guests take flowers out of the arrangements & leave just the greenery,” Roberta said.
    It’s not exactly a money saver, but to reduce waste and clutter, and do some good in the community, many brides contribute their wedding flowers to nursing homes or Hospice.

Be careful with volunteer help
    When the budget is tight, it can be tempting to accept offers from friends and relations volunteering to handle important services like photography or music.
    “Beware,” Judy warns. If you’re considering this option, “question them as you would any other prospective vendor. How many weddings have they done? Do they have backup or reliable equipment? Is their technology current?”
    Remember that when you hire a professional, you are legally protected by your contract, and have the right to insist on having things done as you specify.
    If you accept an unpaid service, you are agreeing to take whatever the volunteer chooses to do for you, not what you may really want.
    For more thoughts on this important point, SEE: Amateur vs. Pro

    Photo by Piner Photography

    Photo by Amy McConnell, 1 of 13 Photography