How to Find Venues That Allow You to Self-Cater Your Wedding

Finding a reception venue if you are catering your own wedding can be a challenge.  But, read on to discover a variety of resources.

Whether ultra-formal or rustic, here are eight points to consider when you start your search to find a venue if you are catering your own wedding

1. When, in the planning process, should you finalize the commitment for the venue?
2. Resources for finding the perfect venue
3. Determining the necessary space for your estimated guest count.
4. What will the facility provide?  What will you need to rent?
5. 5 Key Questions to ask the facility coordinator
6. Equipment included in the rental of the venue
7. Insurance
8. Thoughts about having your wedding reception at home

In my many years of helping my clients locate venues and then determine a plan to accomadate the various obstacles that frequently appeared, there was never a situation that could not be resolved.  And I am so grateful I had all those experiences; it provided me with this knowledge that I am sharing with you!

First…….

Let’s start at the beginning as you explore the ends and outs of finding a reception venue if you are catering your own wedding.

1.  When should you book your venue?

There is no one correct answer to this question.

It depends on your priorities, the availability of the venue, and your officiant.

This reminds me of that age-old question….what comes first; the chicken or the egg?

If you find a venue you love, you might need to set the date based on the availability of the venue.

On, the other hand, if your officiant has a busy schedule, that might be the deciding factor.

How far in advance should you secure the facility for your self-catered wedding?

Yesterday!

Seriously, finding an available facility for the day you want could be one of the biggest challenges you will face.

So, this might be your first priority.

On January 2nd of each year, our clients actually stood in line to reserve the facility for their receptions in the local city parks.  After the initial rush, unless there was a cancellation, there were no Saturday or Sunday dates available from mid-June through October.

2.  How do you find a reception venue if you are catering your own wedding?

An extensive amount of information is available on the internet.

Here are some starting points.  If you find additional resources available on the internet I hope you will share them in the comments section below.

a.  In your browser type

• venues that allow outside catering near me
• banquet halls for rent near me
• party venues near me
• cheap banquet halls for rent near me
• banquet halls near me
• party rooms for rent near me
• small banquet halls
• byo catering wedding venues in (insert your city)
• byo catering wedding venue near me
• wedding venues that allow outside food near me
• venues that allow outside catering near me
• Barn wedding venues near me
• Loft wedding venues near me

b.  https://yelp.com 

Enter search criteria & location & one of the following:

• Cheap rental party hall
• Wedding Reception Venues
• Affordable Wedding Reception Venues
• Wedding Reception

c.  These are referral sites that have databases of venues (although many have stipulations requiring that you use designated vendors)

https://www.uniquevenues.com/party-venues

https://www.peerspace.com/plan/party-hall

d. Additional Resources

• Use the internet to search for local Rental Halls
• Do a search for local Fraternal Organizations; Elks Club, Shrine Temple, etc.
• Check with local religious groups . Note; ask if they allow alcohol if you plan on serving liquor or beer
• Local Parks – Check with your local city and county recreation departments regarding available rental facilities for functions.
• Parks and Beaches – Many National and State Parks, including beaches and gardens, serve as scenic, low-cost venues.
• Alumni clubs
• Botanical gardens
• Libraries
• Museums – For example, event fees at the Detroit Historical Museum begin at $400
• Art Galleries
• Historic Estate
• Party Rooms in Condominiums
• Rental Hall at a College or University
• Theaters – Couples can have a ceremony for $600 or a ceremony and reception for $1,600 at the Michigan Theatre in Jackson, Michigan.
• Your Street – For a few hundred dollars or less, some special event permits allow you to close off a city street, like the one you live on. You may be required to obtain a special license or permit for food and alcohol.
• Rent a private residence for a weekend. – For example, you can reserve cabins, ranches, beach houses, entire estates,and other spots on Airbnb. Filter your search by locations that are “suitable for events.”
• Contact a local Real Estate company for a short term rental in a destination area
• Or, consider having it at home if your guest list is not too extensive for the size of your home.

Venue Rental Costs

The Wedding Wire site has a great tool; you enter your city and it will display a range of prices for venues in your area.  I have included some examples just to give you an idea of the costs in different parts of the country.  The low cost range will probably reflect the venues available for a self-catered reception.   Venue Costs by City

The pricing varies widely depending on several factors:

1.  The variety of amenities that are included 

2.  In-house, external, or no catering.

a.  First of all, the number of guests you anticipate inviting.

An overall 75-85% of invited wedding guests will usually attend.

The breakdown: 

85% of local guests

55% of out-of-town guests

35% of destination wedding guests

b.  Space Requirements for the various areas  

A quick note about the guest tables:

Round tables will provide a more intimite atmosphere, but if space is tight, rectangular tables will take up less overall space for seating the same number of people.

c.  Consider venues “larger” than you need.

• There should be a sign in every venue showing the maximum capacity, and of course, you won’t exceed this figure.
• But, this number is set by the Fire Marshall, whose focus is on safety, not your guests’ comfort.
• If you anticipate 100 guests, don’t cap your search at venues that advertise an event capacity of that total, look at higher numbers too.
• If you have estimated that you need 600 square feet, don’t discount larger venues. Your guests will  appreciate having more room to move.
• Spacing tables and chairs a bit more comfortably can also result in a number lower than the advertised occupancy maximum.  There is an important tool you will find in Part 7  The Room Set-up that will ensure that the tables and chairs are arranged for maximum functionality and comfort.  There is nothing worse than having your guests squeezed in so tight that they cannot get out of their chairs without difficulty.

d.  Walk the venue and measure the space.

• Don’t depend solely on numbers on venue listings or room dimension measurements from the venue manager.
• Walk through the venue and look for anything that could impact the room set-up.  Are there support pillars or columns, where are the doorways, where is the entrance to the kitchen, is there a dance floor?

4.  Equipment rentals.

In addition to renting the venue, many couples end up needing additional items (such as chairs and tables) to accommodate a large number of people in attendance.  In a recent survey brides reported that 69% of their rental venues provided tables and chairs.  

Then there is the issue of renting linens, dishes, flatware, stemware, and serving pieces or using disposables.  I have created a worksheet for computing the cost difference between the two and will cover this in more detail in the planning segment Part 4.

According to Wedding Wire the average wedding rental cost in 2019 was $650, but typically range from $425 to $1000

5.  What are the three key questions to ask the rental facility coordinator

a.  How early can we get in to set up?

b.  Can we use tape, string lights, and burn candles?

c.  What time does the facility need to be vacated?

a.  If you are using a facility in high demand, there is a good probability you will be renting a “package” that includes a specified period of time; any extra time (if permissible)  will incur an additional charge.

Use the Reception Schedule Form in the Cater Your Wedding - The Planning Guide   to determine how long your function will last.

Plan on a minimum of two and a half hours for food set-up.  The kitchen helpers will not have time to participate in the room set-up!!!!!!

• The first thing to take into consideration for the room set-up is that the tables and chairs will probably need to be brought out of a storage area.
• Then, the time needed to set up the room will be determined by the complexity of the room decorations, the time needed to place linens on the tables, and then add any table decorations.
• If your facility is not in use the prior day someone might be able to gain access to do the decorating early. This is the ideal scenario, and it reduces the stress level.
• Perhaps the most important timing issue.  The people overseeing the food prep will still need to be there two-and-one-half hours prior to the start of the function.

b.  Decorating issues; Tape, lights, and candles are usually oversights that rear their heads right in the middle of decorating.

Definitely ask specifically about using tape to secure decorations if that is in your game plan.

Also, there could be issues about using string lights for decorating.  Privately owned venues are usually not as rigid as those governed by municipalities.

Many facilities won’t allow you to use regular candles due to liability issues but will allow floating candles in a bowl of water. The wide assortment of flameless candles can provide a nice alternative to the "no candles rule".

c.  Of course, you will need to know what time you need to vacate the facility. Remember, you are responsible for leaving the facility in the original condition. You probably will have put down a sizable deposit and its return will be contingent on the condition of the room when you leave.

Yes,  there is detailed information to help you vacate the facility with minimal stress in Part 10 Clean Up and Out the Door.  My clients found that it usually took from an hour to an hour-and-a-half, using the guide, to finish cleaning the kitchen, clear and clean the main room and then load all the items that need to be taken home into the cars.

If you add the set-up time, length of the function, and clean up time together, you will have your time frame for the rental period.

Many facilities will allow you to rent the facility by the hour if you exceed the agreed-upon time length. But, the later it gets, the more likely you are to lose your "clean-up crew".  And if too many have been partying too hard..........

6.  What Is Included When Renting a Facility?

1.  Some halls provide tables and chairs.

2.  Hopefully at least the basics; one refrigerator, a stove with an oven, two sinks, running water, and some decent counter space.

In addition to being prepared to supply everything else, it might be necessary for you to have a separate plan to supplement the basic equipment.

We have put together a checklist of all the cooking implements that might be needed during the prep and cleanup of your function which we list in The Back-Up Box.

Also, additional plans with solutions for dealing with limited resources for re-heating the food, or keeping it cold, are included in Part 6 of this blog series.  

What is The Planning Guide?

18 worksheets, timelines, schedules, guides, and lists to guide you through planning to cater your wedding, right at your fingertip.

Additional details are available here

7.  Do I need to provide Insurance if I rent a facility?

Be prepared to purchase an insurance rider from your homeowner’s insurance provider. The rider will probably run between $50.00 and $200.00 dollars for a day’s event, depending on your geographical location.

• I had a significant number of clients who held the reception in their homes.  And many did not have space for a buffet table.
• In that case, the preferred option was to set up tables for each course in close proximity to each other and the guests would visit each table.
• If that was not viable,  mini serving stations were set up in different areas of the house and garden.
• This is also an excellent way to get people to mingle at smaller functions. Put an assortment of two to four selections at each station and let the guests wander from station to station.
• You could also provide smaller plates at each location if you are serving appetizer and canape type foods; guests can graze, selecting a clean plate at each station. Note: allow for 3 times as many plates if you use smaller plates in multiple locations.
• Receptions with over 100 guests are managable. An increased guest count will require additional stations, but the same food selections can be placed in multiple locations.
• Yes, this concept also pertains to the beverages. If you have a small space, serve different beverages in different areas.
• A longer period of time will be needed for the guests to complete their meal with this type of set-up.
• However, you will not have the time constraints you would encounter in a rented facility.
• And, hopefully, you have invited all the neighbors so it won't matter how late into the night the celebration lasts.

• Tables and chairs can be scattered throughout the house, yard and patio.
• Just be certain to set up the table with the wedding cake in a location where the guests can watch the bride and groom cut the cake.

I will close Part #2 by sharing how we resolved a challenging situation at a favorite local venue.

The Kitchen in the Closet.

One of the local venues was a favorite due to the ample room size which could accommodate comfortably spaced tables with chairs and a dance floor.  There was also a stage where the DJs set up their speakers, turntables, etc.  And due to these factors, it was frequently the site of functions with large numbers of guests.

The kitchen was a totally different story;  it included a stove, a refrigerator, one sink, and about 12 inches of counter space.   Two people could barely fit in the space at the same time.

Fortunately, during my initial visit to the venue, I devised an option that worked well, no matter how extensive the guest list, or the variety of foods on the menu.

There was a long wide hall that could not be seen by the guests.  And the kitchen door opened onto this hallway.

Long tables were set up on each side of the hallway outside of the kitchen door.  All the final food preparation and placement of food in the serving pieces took place on these tables.

After the food prep was complete, the tables were used to set up the champagne glasses on trays.  After champagne was added to the glasses they were ready to be served to the guests for the toasts.

The tables were in heavy demand during the cleanup process.  Yes, there is a "procedure" for that too, which is covered in Part 10.

One recipe was selected that could be heated in the oven.  The remaining recipes for hot entrees and sides were chosen based on the fact that they could be heated in the chafing dishes on the buffet.

Cold items remained in the ice chests used to transport them to the venue until they were placed in serving dishes.

And that plan worked perfectly for my numerous clients that used the facility.