By Georgina Clatworthy

The secret to cutting costs on your wedding reception catering is to do it in such a way that no one notices.  Your reception catering is a very important part of your wedding celebrations as everyone will remember the food served, whether it is good or bad.  So follow these ten tips on cutting your catering costs without compromising on the quality of the food you dish up.

1. Stick to your Budget

Be up front with your catering company from the start as it is much easier to maximize your budget than it is to cut costs once you have finalized your menus.

2. Choose your Venue with Care

Catering costs can be very dependant upon where you are holding your reception.  An expensive venue will likely include pricey wedding reception catering.  If your budget is tight then look for venues that give you the flexibility to bring in your own caterers.

3. Have a Late Start

Each of your wedding guests will cost you an average of between $15 and $30 per hour so you will need to plan your day accordingly.  A late start to your wedding celebrations can save you a fortune on your budget, especially as you will not have to feed your guests twice.

4. Allocate Costs

Ask for a breakdown of costs from your caterer.  It is likely you will find that 25% of your costs will be for the chef and waiting staff and another 20% for equipment hire.  You can save money here by opting for plain and simple table linens, glassware and crockery, leaving you with more money to spend on the food.  However, you should not compromise on the service as this is an integral part of making your wedding day memorable.

5. Choose a Menu to Remember

Avoid trying to spread your budget across several courses, instead choose a hearty menu which will leave your guests feeling full but which uses inexpensive ingredients.

6. Use Seasonal Ingredients

As with flowers, using ingredients which are out of season can make the bill bigger so work with ingredients and dishes which are of the season and preferably locally grown to reduce your catering costs.

7. Keep it Simple

Look into which dishes are more expensive and cheaper alternatives.  Simple dishes not only cut your costs but are likely to appeal more to your guests as well.

8. Replace your Dessert Course

One of the best ways of cutting your reception catering bill is to replace your dessert course with your wedding cake.  Another alternative is to serve petit fours with coffee.

9. Give your Toasts with Sparkling Wine

Many people cannot tell the difference between real Champagne and sparkling wine or Cava, so go for the cheaper option for your wedding toasts.  Do though try to buy the best you can afford and aim to order it outside of the peak wedding season when costs are lower.

10. Limit your Guest List

It may seem obvious but the best way to bring your catering costs in on budget is to limit the number of guests invited.  If you want a formal sit down meal then limit the guest list to close friends and family and invite everyone else to the evening party and serve a less expensive buffet.

By Georgina Clatworthy

It seems the global recession has hit weddings too with many couples now spending around $7000 less on their weddings than they were last year.  For many these savings will have to come at the expense of the wedding reception budget which can account for the majority of the budget at any wedding.  The good news is you can trim your reception budget without compromising your celebrations and without any of your guests noticing! 

The six biggest expenses when it comes to the wedding reception budget are:

1. The venue hire
2. Decorations, flowers, table centers etc
3. Catering
4. Drink
5. Entertainment
6. Extras such as wedding favors 

With each of these you can cut around a third off the budget so you could pick which one’s you wanted to cut costs on without compromising too much on what you want. 

As an example you could cut the cost of your venue hire by choosing a less expensive venue such as a marquee in a garden or a local hall.  This would give you more money to spend on details such as flowers, decorations and entertainment to make it extra special.  Alternatively you could choose a more luxurious venue and compromise on your wedding date such as midweek or off season day when prices are lower. 

Decorations, table centers and flowers are other areas where you could cut costs on your reception budget.  Candles are very cheap and look amazing placed in colored glass holders or standing on mirrored tiles.  Use your wedding favors are centerpieces instead of formal floral arrangements and make your own decorations using balloons, streamers and die cut shapes.

Food is one area where compromising on price could mean compromising on quality so be careful about how much you cut back on the wedding budget here.  Trading a sit down meal for a buffet will save you money, whilst holding your wedding later in the day means you need only pay for one round of catering as opposed to two with an earlier start.  Look to source your own drink, at least for the wedding breakfast, from a wine merchant who will usually be cheaper than buying the in house drink from your venue.  You can also organize a pay bar for the rest of the reception.

Entertainment can be difficult to cut costs on.  Choosing just one form of entertainment as opposed to two will obviously be cheaper, for instance a disco or a live band, rather than both.  The cheapest option is to pre-load your wedding play list onto an iPod and hook up to the venue sound system.

Extras include things like wedding favors, master of ceremonies and having your photographer stick around all day long.  Decide on what is absolutely essential and then ditch the rest.

By Georgina Clatworthy

The wedding day schedule can include many lulls in the action, especially for your guests.  Providing wedding reception games for your guests to play whilst they await your arrival at the wedding breakfast is a great way of keeping them entertained and the atmosphere buzzing.  Games are also a great way for guests who are not previously acquainted to get to know each other.  Here are five of my favorites to give you some ideas: 

1. Bride and Groom Quiz:

Set out a list of silly questions about you and your groom.  Things like ‘how did he embarrass himself when he first met your parents?’ ‘Where did he propose?’ ‘How did you first meet?’  This is a great choice when it comes to wedding reception games as it gets everyone talking about the two people everyone has in common and breaks the ice. 

2. Heads or Tails:

Ask your MC or Best Man to ask every guest to stand at their reception tables and place their hands on either their heads or their bottoms.  He then flips a coin and those who have guessed correctly remain standing whilst the others sit down.  He keeps going until there is only one guest left standing.  It could be a good idea to have a small prize for the winner. 

3. Table Trivia Cards:

This is one of those games which is good for guests to get to know one another.  Write out a set of trivia questions about yourselves, such as ‘what possession would you be most likely to save from a fire?’ or ‘who would you most like to be stuck in a lift with?’  Everyone around the reception table should take a turn at questioning and answering. Consider writing your questions on cards and placing them inside your wedding favors.

4. Wedding Party Baby-Pictures:

Set up a display of baby photographs (photocopies are fine) and up-to-date photographs of each member of the wedding party.  Invite each table of guests to guess whose baby photograph is whose and award the winning table a bottle of Champagne. 

5. Chilli Chocolate Roulette:

Give each table a box full of chocolates numbered between one and six.  Guests then need to roll a dice and collect the chocolate which corresponds with the number they rolled.  Once every chocolate has been handed out, your guests then eat them at the same time.  The aim of the game is to guess which guest has got the chilli infused chocolate.  Could any of your guests keep a straight face?  This is a great game to play after the wedding breakfast has been served and before the speeches.

By Georgina Clatworthy

Summer is always the most popular time of year for a wedding – the weather is almost always guaranteed to be great, the flowers are in full bloom and there is no end of great venues to choose from for your wedding day.  So if you are busy putting the finishing touches to your summer wedding or planning your day for next year, then here are some pretty wedding reception ideas to consider.

• Take some ordinary napkin rings and decorate them with a few flower heads such as hydrangeas or carnations.
• Create interest with your flower arrangements by alternating tall flowers or foliage with shorter arrangements of flowers.
• If you are having a buffet reception, pile up your plates, cutlery and napkins to one end so your guests can help themselves.
• Make your own wine glass charms using vintage buttons and ribbon tied onto the stems of each glass.
• For a vintage style tea party use mix and match vintage chintz chinaware, which you could hire or buy secondhand.  Team it with frilly peonies and popcorn hydrangeas.
• Customize your napkins with some cotton lace trim sewn around the edges.  You can also add a band of lace and ribbon to secure your cutlery and finish with a tiny sprig of flowers.
• Create delicious looking centerpieces using vintage glass cake stands piled up with cupcakes.  They make nice alternative ideas to traditional wedding cake or use them as wedding favors.
• Serve your guests Champagne in tall flutes decorated with floating seasonal berries.
• If you want to do your own reception flowers then look out for some unusual vessels such as apothecary jars and unusual vases which you can fill half full with water and float flower heads inside.  Scatter some flower heads around the table as well to continue your theme.
• For pretty decoration ideas hang paper fans around your reception room.  You can also make your own versions simply by folding decorative papers concertina style and fixing them into a round shape.  Trying mixing and matching colors and patterns to coordinate with your scheme.
• Give your guests wedding favors with a difference such as mini boxed fruit pies.  You could even serve them up as dessert or as your wedding cake.  For favors we suggest attaching handwritten or stamped luggage tags to some vintage style kraft boxes.  You can buy small pies from bakeries but it is just as easy and cheaper to make your own or ask a relative or friend to.

By Georgina Clatworthy

As we now enter the summer months you maybe putting the finishing touches to your outdoor wedding reception.  Even if you think you have already got everything in place, you may still find some room for a few additional ‘attractions’ to wow your guests.  If you’re just beginning to bring everything together for your wedding reception then read on for some further inspiration!

Catering:

An outdoor wedding reception can present certain logistical problems when it comes to catering.  If you are having a marquee then you will probably need to have a second smaller one for your catering company to use.  If you are using the grounds of a hotel or guesthouse, who have in-house catering then they may make provision for your catering to be served outside.

If you have chosen a location where there are no onsite catering facilities then you will need to consider options such as a BBQ, cold buffet or picnic style catering.  The latter can be a nice way to feed your guests by having individual picnic hampers made up for each guest or to share between two.  Provide some seating and picnic rugs for your guests to sit on.  Catering picnic style is wonderful for an informal wedding reception; just make sure your guests don’t spread themselves too far and wide for the speeches and toasts!

Entertainment:

One advantage of an outdoor reception is the amount of space you will usually have to work with.  Not being confined by brick walls means you can go to town on providing entertainment for your guests which includes garden games, such as Jenga and croquet, or even a full blown fun-fair complete with merry-go-round and helter-skelter!

Grand Finale:

Round off your day’s celebrations with a fabulous grand finale at the end of the day.  Firework displays are popular and can be tailored to suit a range of budgets.  Another, cheaper alternative, and one which will involve your guests, is to let off Chinese lanterns.  These look amazing when you all let them go at the same time and they sail off into the sky!

An outdoor wedding reception can provide you with many opportunities to add in unique touches for your wedding.  The only limit is your imagination (and budget)!  Work with the venue owners and take your time to consider all the options, where best to locate your reception within the venue itself and how to utilize any unique features it may have.  Your wedding photographer maybe able to offer some useful suggestions as well, so ask them to meet you there at some point before the wedding day to discuss your wedding photographs and to take on board any tips they may have.

By Georgina Clatworthy

Music is an important element in any wedding, whether it is big or small, formal or informal.  So choosing the right wedding reception music needs careful thought and consideration when it comes to putting your playlist together.  Here are some helpful tips on choosing music which is right for your wedding day.

Firstly you should list the various elements of your wedding which will need musical accompaniment.  Typically these will include:

• The ceremony
• The cocktail hour
• The wedding breakfast
• Cutting of the wedding cake
• First dance
• Evening entertainment

Your ceremony music will be dictated by the type of ceremony you are having.  A religious service will usually have traditional and religious music, whilst a civil ceremony can have any choice of music so long as there are no religious references.  Speak with your wedding officiant about what is acceptable and have your choices approved by them before the day.  For the cocktail hour and wedding breakfast you will want some background music which will add to the atmosphere you wish to create without being so loud your guests have to shout to be heard above it.  The cutting of the wedding cake and first dance are usually reserved for special songs which have meaning to you both and your evening entertainment can be anything you wish.

Ask at your venue about the type of sound system they have available and check out the rooms in which your cocktail hour, reception and evening party will take place.  This will help you to determine whether or not live music from a band, musician or disco is feasible and if you will need to put together some CD’s yourselves to provide your music.  A good sound system could facilitate the use of a MP3 player set up with your playlist, which is a cost effective alternative to hiring a DJ or live musicians.

Live music is always a nice element to add to your wedding reception music.  A harpist playing during the cocktail hour and reception or a live band playing at the evening party are popular choices, but they can be expensive.  If money is tight then a live band for your evening party is a better way to spend your money than a harpist at the cocktail hour, simply because your guests are more likely to remember the band after the day is over!

Take your time in choosing your music and choose your songs together and with friends and family.  Try to include tracks from a range of different genres and eras so that there is something for everyone, young and old.  If you hire in live entertainment for the evening party then make sure they do the same and have a playlist that will suit your guest’s tastes as well as your own.  You may be into hard rock, but Auntie Mabel probably isn’t!

By Georgina Clatworthy

Your choice of wedding reception venue needs to be perfect, not only in terms of your dreams for your wedding day, but also for your budget.  Both of you should attend appointments at potential venues because it should be a joint decision about where your reception is held.  When you attend this first meeting at any potential wedding reception venues you need to be prepared with a list of questions to ask:

1. How many guests can you accommodate? For the daytime reception? For the evening party? For a sit down meal? For a buffet?
2. What is included in the price?
3. What is the price?
4. Is our preferred wedding date available?
5. Are there any other weddings on the same day?
6. Are there areas where we can take wedding photographs?
7. Can we decorate the room?
8. Can we see the room?
9. Do you provide catering and can we see/taste a sample menu?
10. Are drinks included?
11. Is there a service charge?
12. What if we run overtime?
13. Are candles allowed in the reception room?
14. Are their adequate rest room facilities and disabled access/facilities?
15. Is there sufficient car parking?
16. Can we negotiate on price or package details?
17. Do you provide the services of a wedding planner/coordinator?
18. Can we book the hotel for our guests?
19. When can we get access to the room before the wedding day?
20. Can we hold our ceremony here too?
21. Can we supply our own catering?
22. Is a wedding cake included?
23. Will there be floral displays/decorations in the public areas?
24. When are the fees due to be paid by?
25. Can we have a pay bar?

These questions can help you to determine which wedding reception venues offer the best value for your budget or can offer the most of what you want for you day.  You will probably think up many more questions to ask potential venues depending upon how you envisage your wedding.  You may want a room made available when guests arrive for your cocktail hour or perhaps you would prefer to have your reception outside with a marquee.

Don’t be afraid to negotiate on packages and the prices you are quoted.  Don’t give away your budget first, as this could make them less likely to give a good discount if they know how much you have available to spend.  If possible collect together brochures or take photographs of potential venues and the rooms they are hiring so you can compare venues later on before making a decision.

By Georgina Clatworthy

Your wedding reception will be the biggest party you will ever throw and is the one element of your wedding that will take the most planning.  With so many different elements to account for it is vital that you adopt a focused approach to your wedding reception planning to ensure nothing is overlooked or left out.

Venue:

Of course you will need somewhere to hold your reception and whilst you may have a few ideas in mind you need to consider the venue’s location in conjunction with that of your ceremony.  If you are holding the two at the same place then you will need to discuss with the venue where the ceremony will be conducted and where your reception will be held afterwards.

If you are looking for separate venue for your wedding reception, then you need to think about how far it is from the ceremony venue.  Best advice is to look within a 3 mile radius to ensure that all your guests make it from one place to other in good time and to minimize the chances of anyone getting lost!  Planning locations close to each other may not be so easy, especially if you live in a rural area, so find potential locations for both the ceremony and reception before making a booking on either.

Budget:

The biggest part of your wedding planning will be your budget.  It will control everything you have and do on the day, so you need to make sure that you set aside a realistic portion of your total wedding budget for the reception.  Get quotes from venues, suppliers, vendors etc to help you come up with a figure to add to your budget planner.  You are unlikely to get it exactly right, but as long as it is fairly close and you stick to it, you should be ok.

Catering:

Your guests will want feeding and the wedding breakfast is one of the biggest highlights of the day.  Catering your reception will depend upon the number of guests you are inviting and the amount of money you have available to spend.  Formal sit down meals will cost more than a buffet and you will need to provide separate catering for the evening party if you are having one.

Don’t forget to include your drink, wine, champagne etc in your planning.  You may want to pay for drink during the wedding breakfast and one glass of champagne for the toasts, then provide a pay bar for the rest of the day or you may be able to stretch your budget further.

Entertainment:

Make sure your venue can accommodate any entertainment ideas you may be having.  This could be a disco or live band or singer or combination, but all will need a certain amount of space in which to work.  You will also want to think about having a special dance floor laid out, if the venue doesn’t already have one.

These are the basic ‘bones’ of your wedding reception planning.  Beyond these you will need to think about the finer details such as music during the wedding breakfast and cocktail hour, wedding favors, flowers and table centers and further decorations.

By Georgina Clatworthy

When it comes to choosing your wedding reception venue there are many factors you will need to take into account.  The size of your guest list and budget will be the main factors that will ultimately decide on where you hold your wedding celebrations.  However, finding your perfect venue will depend on other things as well and along with some savvy negotiating skills and a little research you may be able to book the venue of your dreams at a price you can afford.

Choosing your wedding reception venue will depend on the following factors:

• Your budget
• Your wedding date
• Venues licensed to hold the ceremony as well as the reception
• Your wedding theme if having one
• Your wedding style
• The size of your guest list
• Distance from your intended ceremony venue

Larger venues and to a certain extent the smaller ones as well will usually be able to offer you a wedding package which will include all the necessary elements of your reception – catering, room hire etc; plus some added extras included to entice you!  Whilst for the most part these wedding packages can offer good value for money it is a good idea to analyze them a little further to make sure.  Break the package down into the various elements and obtain quotes from independent suppliers, vendors and service providers for the same service.  This will give you an idea as to whether or not the venue has added a premium to the package or it you would simply get better value for money elsewhere (along with the reception you really want).

Many venues will not insist on you taking one of their wedding packages, but make sure before you commit to a booking.  Ask if you can mix and match elements from different packages if they offer more than one and if the venue would be flexible on you bringing in your own service providers instead of using theirs.  For instance, many venues will offer a wedding cake as part of the catering service, but you may want to have it designed and made by someone else.

Do not be afraid to negotiate on prices with a venue.  Wedding bookings are fiercely competitive particularly in popular areas so you may find they will be willing to put together a deal to suit your budget.  Ask about discounts too, for instance would they give you a discount for filling the hotel with your guests for the weekend.  And be a little cheeky too – see if you can get a few freebies thrown in, even if it is only a bottle of complimentary Champagne!

The size of the venue is key as you will generally pay a price based upon the number of guests and the size of room you will need.  Hire a large room for a small number of guests and you will pay extra for it.  Likewise make sure the reception room will be big enough for your needs including the evening party where you will need space for your entertainment and dance floor.

Finally, try to choose a reception venue which is not too far away from your ceremony location if you intend on having the two separate.  Good advice is to look within a 3 mile radius as this will help to ensure all your guests arrive from the ceremony to the reception in good time and that you do not loose anyone between the two locations!

By Georgina Clatworthy

Whether it’s eco-friendly, organic or green, going environmentally friendly with your wedding is becoming a hot trend.   So as your reception constitutes the biggest element of your wedding celebrations, it is a good idea to create a green wedding reception and give something back to the environment at the same time.

There are many ways in which you can green-up your reception and some may surprise you.  From ingredients in the catering, to what happens to the leftovers, you can make some small changes or go all out and green-ify your entire wedding!  Here are some suggestions:

Catering – choose organic, Fairtrade and locally produced ingredients.  They will have been grown in an eco-friendly manner without the use of pesticides and other chemicals, you will support local business and cut down on carbon emitting food miles and if you have to have ingredients which are imported, then choose those that come under the Fairtrade umbrella.  Fairtrade products are produced with a pledge to look after the environment and to pay a fair wage to producers and their employees.

Ask your venue/catering company if it has a green policy and what happens to all the food waste.  Food waste is a huge environmental problem so if you can cut down on wastage or ensure that organic waste is turned into compost do so.  Find out what happens to packaging, glass and plastics too.

Wedding Cake - as above look for a local baker who can make your wedding cake using organic ingredients.  The availability and range of organic produce is increasing all the time and although a little more expensive than conventionally produced ingredients, there is a taste difference and of course it is better for the environment.

Stationery – try to use recycled papers and cards in all your reception stationery and which includes your table menus, placecards and numbers.  If you cannot find any recycled materials that you like then choose paper and card from sustainable forests instead.

Wedding Favors – there is a growing range of eco-friendly favors available made from sustainable and recycled materials.  Plantable seed cards, bamboo coasters and candles made with bees wax are all examples.  Alternatively give the money to an environmental, fair-trade or ethical charity.

After the Wedding – once the celebrations are over, then comes the big clear up.  Now this maybe something you will not have to do, but you should still make sure that it is done with a minimal amount of waste and with one eye on the environment.  If there is a lot of food left over, perhaps from a buffet, then arrange for it to be either shared amongst your family and friends or sent to a local shelter, hospice or other such organization where it can be given to people who need it.  Make sure your catering company or venue are happy to do this and that leftover food is properly stored.

If you have lots of floral arrangements and centerpieces have them sent to the local hospital, nursing home or hospice where they can bring joy to others.  You could also give them away as gifts to family and friends but I think the first idea is nicer!