These notes are adapted from the general notes provided to assist function organisers at the Langstone Cliff Hotel. Let us assume that the date of the wedding is fixed and you have selected the Langstone Cliff Hotel as the venue.
What Do I Have To Do Next?
Confirm the reservation in writing - telephone or call in the first instance by all means, but do confirm the booking by letter, fax or e-mail. Your letter will be acknowledged and you will then have written confirmation of your reservation.
A deposit is required at the time of reservation for all wedding receptions. This will be credited to the final account but is NOT normally refundable in the event of cancellation.
Does your wedding need music or entertainment? If you wish to make your own arrangements in this respect please do so; on the other hand if you would like us to handle bookings for you we shall be only too happy to do so. Naturally we shall need to know your budget, the style of music, cabaret, disco or entertainer you require. Although not strictly entertainment, a Toastmaster can add the final touch to the wedding and will assist in the smooth running of the day. When contracts are finalised all details will be confirmed to you. Fees may be paid direct to the entertainers, or we can add them to the final account.
Menu selection - whether dinner, buffet or barbecue you will need to select your menu fairly early on in the proceedings in order that you may calculate your budget. Further notes, sample menus and suggestions can be found in the menu planner.
If you have covered the previous points as early as possible you now have time to draw breath and possibly consider those extra little touches that can make your wedding that little bit special. A sherry reception? Or maybe a greeting with a glass of punch or cocktail? Wines and liqueurs for everyone, or just the Top Table? Buttonholes for the guests, Bouquets for the mothers. Gifts for the best man and Bridesmaids? Balloons and flowers? Cabaret? Late coffee or soup to send them home with? - All these things can be organised in advance through the hotel, several are included in our wedding package,to save yourself considerable time and worry. However, do remember that all these little touches add expense and must be costed. On the other hand, if you suddenly find yourself with money in hand (believe it or not it still happens occasionally) almost all of these items can be arranged at short notice.
6. Overnight Accommodation
We offer a special function tariff for guests attending weddings at the hotel during the low season period. However during the summer months these may be very limited. This includes accommodation in one of our en-suite rooms, newspaper, full English breakfast and use of the hotel leisure facilities. Children at greatly reduced rates - or even totally free of charge. With no child minding problems, no drink and drive worries - a wedding becomes a mini holiday Please ask for the current rates.
7. Printing & Publicity
Organise printing of invitations, menus and publicity material if required. We are able to help with this if required.
8. Table Plan
Although not essential many people prefer to have a formal table plan and you will have to decide how best to seat your guests. Please telephone us on 01626 868000, Fax us on 01626 868006, Email or call in if you need any clarification whatsoever.
9. Final Instructions
The hotel needs to know what menu you require, the timing of your meal and approximately how many guests you expect, ideally two weeks and certainly not less than one week prior to the date you have reserved. Final numbers and table plan should be notified to us not later than two days prior to your wedding. However, we will accept cancellation of small numbers due to illness or other unforeseen circumstances any time up to a couple of hours prior to the function.
10. The Big Day
The day has arrived - everything should be under control by now, but should there be any last minutes hitches or changes in plan, please do not hesitate to get in touch with us and we shall do our utmost to see that you have a successful and enjoyable wedding.
A deposit is required. Full payment is to be made prior to the wedding following our pro forma invoice. Any last minute extras can be paid on the day or will be invoiced a few days later. Needless to say, prompt payment is always much appreciated.We hope you will find these notes helpful, but any queries or problems, please do not hesitate to telephone 01626) 868000, fax (01626) 868006 or e-mail.