Reception Hall Charges - A Brief Explanation

Many brides-to-be experience similar difficulties trying to understand the numerous charges, additions, subtractions, and layout of most catering/reception contracts and invoices. Most halls and catering operations have billing and contractual procedures that are unique to their own operations; however at the root they all possess many similarities as well.

Service Charge or Gratuity - A consistently billed item that ranges from 15% to 20%. It covers the staff wage, so tipping is not necessary unless you feel that the service was so exemplary as to warrant an extra tip. However, what most folks don’t understand is that the service charge and gratuity also covers the set-up and tear-down, tables, chairs, and linens. Thus often times when you require more of the abovementioned items over and above what is necessary to service your guests there are extra charges. These extra charges aren’t meant to leave you feeling like your getting “nickel and dime” treatment, but rather a cost of doing business.

Base Package - The base package is generally a standard bar consisting of call brand liquors and choices of domestic beer and wine. The food selections are normally a basic chicken and beef or fish as well as a choice of 4-6 appetizers for one hour, and dinner salad with rolls and butter. The reception hall or catering operation may then have several upgrades priced accordingly, either available as part of the package or upgraded a la carte. The important considerations with any wedding package (less so if everything is a la carte), are whether the flowers and wedding cake are included, linens and napkins, and length of bar service.

Bar Service - Most wedding receptions are 5 hours long. However, when comparing prices this may be one area where you are not comparing apples and oranges. Some halls either have a 4 or 5 hour bar service included in their standard package offering. The reason for a 4 hour package is the same reason a hall will offer you a price break for switching from a 5 hour package to a 4 hour package. If the bar is closed for dinner, the catering operation can redirect their bartenders to assist with the food service. Also, closing the bars for dinner allows people to get seated, focus their attention on you the guest, and expedite the service time for the catering company.

Bar Overtime - I don’t have a standard rate for this one, but generally the charge factors in the electricity, gas, and water as well as assumes that every guest has one more drink within the final hour. Prices normally range from $2.50 to $5.00 and will have service charge added onto the balance. You should not be taxed for this or any item involving alcohol as it is against state law.

Cake Credit - Many packages include an allotment for your wedding cake. Most operations either bake your wedding cake themselves or have a relationship with another vendor who they trust very much, as this is one of the most important items in your reception plans. However, should you be using your own baker, you’ll want to make sure that you get a credit for that, as it can be sometimes forgotten. However, expect to pay a plate or cutting fee. This charge is normally to cover the cost of shrinkage and water and chemicals to wash the plates as well as the labor involved.

Flower Credit - Meant to provide the bride with one less thing to worry about. Most halls have a florist who they trust to come and not only impress your guests but also portray the hall in its best light, so that they can book future weddings and appear very photogenic. However, like the cake credit, ask what the pricing difference is if you use your own florist. Additionally, be prepared to pay certain “outside vendor” costs. Many times outside florists or other vendors are not familiar with the catering hall that they are being asked to decorate, and this ignorance may create difficulties for the set-up and clean-up crew. The best advice is to have your florist call the banquet or catering manager to organize the logistics of your reception.

Right to Increase Clause - At the end of your catering contract there is probably a clause that stipulates that the hall has a right to increase the price by 3% to 5% depending on the cost increases of doing business. I have spoken with several halls, and this is the first year that managers are wrestling with the idea of enforcing this clause. Remember, everything has increased in price because of the fuel increase. The cost of food increases because the transportation costs increase, for example!

It can oftentimes become irritating to have charge after charge presented to you. Rest assured, if you are being charged for something it is because there is a cost to providing you the requested service. In today’s current environment, with rising fuel costs and costs of doing business that are passed down to the catering hall or reception hall, it is increasingly difficult for business to just turn a blind eye to what may appear to you as insignificant charges. Be patient, and don’t hesitate to ask questions.