The Reception - 12 months before

Reception-Site Questions

There’s a lot to consider before you choose and reserve a reception site. Here’s what you need to know before you sign on the dotted line.

• How much will it cost? What’s the payment plan?

• Is there a reception package? What’s included and how much does it cost?

• Does the site have liability insurance? (Should someone be injured during the party, you don’t want to be held responsible — if the site doesn’t have insurance, you’ll need to get your own.)

• How long will you have the site? Is there an overtime fee if you stay longer? Must you rent the site for a minimum amount of time?

• Will there be another party just before yours? If so, will there be enough time for you to clean up and redecorate?

• Are tables, chairs, plates and glasses available, or will you have to provide (rent) them yourself or get them through your caterer? This can send your costs sky-high.

• Is there an in-house caterer (or a list of preferred caterers), or must you provide your own? Can you choose to use an outside caterer instead?

• Are there kitchen facilities? Caterers charge extra if they have to haul in refrigerators and stoves.

• Must you leave everything as is, or can you move things around and decorate to suit your purposes? Are there decoration guidelines?

• If there’s parking, is it free? If not, what are the rates and gratuities for valets? (You can and should pay this up front so your guests don’t have to tip.)

• Will there be, or can you set up, a coatroom? • Are there sufficient restroom facilities?

• If there’s no bar, can one be set up? Does the place have a liquor license?

• Is there a dress code — coat and tie after 6 p.m., for example?

• Does the site have restrictions on what kind of music you can play, or a time at which music must be turned off?

• Will someone who works at the location supervise your wedding? This should be the person you plan with, not someone you won’t meet until the wedding.

• Must you hire your own security guards?

• What’s the cancellation policy? Some places will refund most of your deposit if you cancel far enough in advance (often 60 days), since there’s still time for them to rent the space. After a certain date, though, you may not be able to get a refund — at least not a full one. Points for Your Contract Feel like you’ve found the perfect spot to party down? Here’s what should be in your written location contract. Don’t sign anything until you’re satisfied.

• Total cost and a line-item breakdown of what’s included.

• Amount of deposit and when it was paid.

• Balance outstanding and when it’s due.

• Exact date and time of your wedding.

• Exact location of your wedding (example, “In Main Gallery,” “In Presidential Ballroom”).

• Detailed list of everything the place will provide (tables, chairs, linens, amplifiers, whatever).

• The name of the site representative who will be on hand on your wedding day, and the name of an acceptable substitute.

• Proof of liability insurance and liquor license.

• Cancellation/refund policy.

• Anything else you agree to orally that you want documented.

Selected Reception Sites

The sites listed below include some traditional settings for weddings or receptions, as well as some unconventional choices. Except where noted, they are available year-round, excluding major holidays. Numbers given for seated or standing guests are usually approximate, and do not include space for a bandstand, dance floor or tables, unless indicated. Please keep in mind that the details are subject to change; call the locations that interest you for the latest information and fees.

ACTORS THEATRE (316 W. Main St., 584-1265) Depending on its performance calendar, all of Actors’ spaces are available; however, since more than 600 shows are produced annually, scheduling is tight much of the year. Monday evenings are usually available, and June and August are good choices, since the theater is usually “dark.” The Sarah Shallenberger Brown Lobby, renovated in 1998 to recall its original 1830s decor, holds about 400 standing guests or 160 seated. The Pamela Brown Auditorium seats 637; the Bingham Theatre seats 300-plus in the round; and the Victor Jory Theatre seats 150-plus. On-site Encore Restaurant and Catering must be used, including alcohol. Smoking is prohibited. Small bands or DJs are best for music, since spaces are fairly small. A parking garage is next door.

BELLE OF LOUISVILLE (401 W. River Road, 574-2992) Originally christened the Idlewild in 1914, the Belle of Louisville is one of only six steam-powered riverboats still operating in America today. The Belle’s captains are certified to perform marriages on board for all-in-one weddings and receptions. A calliopist can play during boarding or throughout the cruise for an additional fee. The vessel accomodates up to 796 seated guests, with 488 seats on the covered, open-air Texas deck and 308 on the totally enclosed dance-floor deck. A full-service bar is available for your cruise. Arrangements can be made for an open bar with deposit. Approved caterers are welcome with payment of a catering fee. Buffet tables are provided at no additional charge. Bands or DJs are welcome, and a bandstand with standard amplifiers is available. All decorations must be approved by the captain or mate. Parking is available dockside.

THE BRENNAN HISTORIC HOUSE (631 S. Fifth St., 540-5145) Built about 1868, this Italianate-style townhouse is the only remaining single-family residence downtown. A doctor’s office added in 1912 is now a medical museum. Up to 125 guests may use the gardens, verandas and house, which is decorated with hand-carved walnut antiques. Available year-round, but (following Victorian custom) the house is specially decorated for weddings between Christmas and New Year’s. No smoking, beer kegs or dark-red wine. Rentals typically are for five hours, with more time possible; please finish by 11 p.m. Parking lots and spaces are on three sides of the house.

THE CAMBERLEY BROWN HOTEL (Fourth Street and Broadway, 583-1234) The storied Brown offers three ballrooms. The most popular for weddings/receptions is the Crystal Ballroom, with space for up to 400 people seated and 700 standing. The Bluegrass Room can seat 200 for dinner or host 400 for a reception. The Gallery (16th floor) may be better suited to smaller events, such as a banquet for 150 or a reception for 200. Food and drinks must be provided by the hotel. A parking garage connects with a covered walkway; validating and/or valet parking can be arranged with the Brown.

CLIFTON CENTER (2117 Payne St., 896-8480) Since 1930 this Mediterranean-style building has been a Clifton/Crescent Hill landmark. The spacious reception hall accommodates up to 250 people, with a built-in dance floor and adjacent catering kitchen. An additional room across the hall can raise the guest total to 320. Users may choose their own caterer; if alcohol is to be served, a liquor-liability-insurance certificate must be provided. The facility’s 500-seat theater is available as well. Saturday daytime receptions must finish by 5:30 p.m.; evening receptions run 7:30 p.m.-midnight. Clifton Center has three parking lots, and nearby street parking is plentiful.

CONRAD-CALDWELL HOUSE MUSEUM (1402 St. James Court, 636-5023) Spaces in two wings of this 19th-century Richardsonian Romanesque mansion are available for receptions. The smaller of the two accommodates up to 50 guests; the larger can accomodate up to 150 guests. Both have kitchen facilities, and the rental fee includes tables and chairs. No smoking in the smaller space. The main part of the house is available for a 5 p.m. ceremony, and receptions must end before midnight. Any caterer is allowed, but alcohol server must have liquor-liability insurance. The house has access to a parking lot.

CULBERTSON MANSION (914 E. Main St., New Albany, Ind.; (812) 944-9600) Since this lovely mansion is a State Historic Site, renters should allow at least six weeks’ notice to acquire state approval. The formal first-floor parlor, in which the original owner’s daughter was married in 1884, is restricted to 50 people. Chairs and tables are available. Renters hire their own caterers and alcohol may be served. Rentals, which can be arranged in hourly blocks, must begin after 5 p.m. Setup and cleanup are renters’ responsibility. No smoking inside the mansion. Parking spaces are out front on 10th Street.

FARMINGTON (3033 Bardstown Road, 452-9920) Built in 1815 and visited by such notables as Abraham Lincoln, Farmington has a carriage house available for rental. Up to 125 people can fill its two levels, including 64 guests seated downstairs. Rentals include access to the nine-acre grounds with lovely gardens, and events can be scheduled in six-hour blocks before 10 p.m. Renters arrange for their own caterers, who may use the carriage house kitchen. Any kind of music is fine. Open-flame lighting indoors should involve only votive candles or tapers inside hurricane lamps. The visitors center has parking, and additional spaces are on hand next door at Sullivan University.

FRAZIER HOUSE (1322 S. Fourth St., 634-9437) Owned by the Woman’s Club of Louisville (which is next door), the red-brick Frazier House was built in 1886. Its two floors can hold about 150 seated guests: The first floor has three rooms for about 100 people (70 in the largest room alone), and the second floor has several smaller rooms and a wet bar. A warming kitchen is on the basement level. Renters provide their own caterer and beverages. Some tables and metal chairs are available and a charming garden out back is perfect for photos. Parking is available in a small private lot and on the street.

GARDENCOURT (1044 Alta Vista Road; 895-3411, ext. 440) Now owned by the Louisville Presbyterian Theological Seminary, on whose campus it stands, this three-story Beaux Arts-style house was built in 1906 for the daughters of financier George W. Norton. The four rooms on the first floor are available for dinners seating up to 300 people or buffet receptions for up to 500. The 14-acre estate overlooks Cherokee Park; its lovely grounds include an ornamental pool and an arbor. Gardencourt has 10 approved caterers; only wine, beer and champagne may be served. Tables and chairs for up to 300 indoor guests can be provided. No smoking indoors and no amplified music outdoors. The seminary’s chapel, which seats 350, is nearby. On-site parking is available.

GERMAN-AMERICAN CLUB (1840 Lincoln Ave., 923-3551) Located near the intersection of Poplar Level Road and the Watterson Expressway, the club has a hall that seats 232 for weddings or 340 for dancing; an adjacent room also is available. The club has 20 round tables and six rows of long tables, plus a permanent stage for a band or DJ. Renters supply their own caterer, but only beer and soft drinks may be served, and they must be bought from the club bar; two bartenders usually are provided. Tables may be decorated, but not the walls, where club banners are hung. Cleanup after events is included in the fee. The club has a large parking lot.

GLASSWORKS (815 W. Market St., 584-4510) Following an ultra-modern facelift in 2000, the former Snead Building now serves as the region’s only multi-purpose glass-art center. For an additional fee, personal glass-blowing demonstrations may be arranged by special request prior to your event, or on-site artisans will craft one-of-a-kind goblets for the bride and groom. Guests can browse the exhibits in the Marta Hewett Gallery, featuring international and nationally recognized artists. The lobby, video room, galleries, conference room and tour space can accommodate up to 300 seated or 500 standing guests. A Glassworks representative is on-site during every event. Security included. Parking available.

THE JEFFERSON CLUB (500 W. Jefferson St., 584-1177) Established in 1972, the sophisticated Jefferson Club is on the 29th floor of the PNC Bank Building at the corner of Fifth and Jefferson streets. The club presents a spectacular panoramic view of the city of Louisville for receptions, rehearsal dinners, bridal luncheons — or an intimate dinner for the bride and groom. The private dining rooms can accommodate up to 500 people for sit-down dinners and cocktail hors d’oeuvre receptions. All services are provided from within the club, and the catering department can assist with every aspect of the event. Valet parking is available in the building’s garage.

KENTUCKY CENTER FOR THE ARTS (5 Riverfront Plaza, 562-0143) Several rooms and even stages are available, usually in four-hour blocks, depending on performance schedules. The Mary Anderson Room seats 90 guests, while Todd Hall can seat 160. The KCA provides tables and chairs, and does all the setup. Cove Catering is the in-house caterer, but a list of 20 or so other approved caterers is available. Liquor must be provided through Cove. Any kind of music is fine, as long as it doesn’t interfere with other KCA activities. Two parking garages are behind the KCA.

KENTUCKY DERBY MUSEUM (704 Central Ave., 637-1111) Located next to Churchill Downs’ Gate 1, the museum captures the horse-crazy spirit of Kentucky. Major renovations completed in early 2000 allow more space for receptions, from casual to elegant. Setup includes 27 round tables (10-seat) with white-wood chairs, scattered cocktail tables, a cake table and a gift table. The Great Hall features the museum’s 360-degree high-definition video. A dance floor can be added and sized to fit your guest list. The facility holds 300-350 seated, 1,000 standing. Clements Catering provides food and bar service. No smoking permitted. Parking is available in front of museum, but is subject to change during race meets.

KROGER BANQUET HALL (4172 Westport Road, 893-2461) Kroger offers catering and a reception site all in one. Full catering and menu planning, from a simple box lunch to a seven-course, sit-down meal. The hall seats up to 250 people with stage and dance floor. Liquor can be served by a trained bartender, but not sold. Smoking or non-smoking guests welcome. Decorating packages available. Bands or DJs welcome. Kroger Catering must be used at this facility. On-site free parking available.

KYE’S AT WATER TOWER SQUARE (500 Missouri Ave., Jeffersonville, Ind.; 285-8500) This recently renovated century-old complex at the foot of the Second Street Bridge features exposed-brick walls, 40-foot ceilings and long windows. Kye’s I, for around 350 guests, has a balcony alongside the ballroom; Kye’s II holds 500 people and has a large black-and-white dance floor. Between these two buildings is a tented courtyard, with fountain, for about 200 guests. The facilities are fully decorated. BAJ Catering provides catering, and DJ services are supplied by Sounds Unlimited Productions. Ample nearby parking.

LOCUST GROVE (561 Blankenbaker Lane, 897-9845) Built in 1790, this Georgian-style National Historic Landmark was the last home of Gen. George Rogers Clark. The visitors center is available for rental from 5 to 11 p.m. and has a large auditorium that holds 200 standing guests. The grounds feature gardens with “foursquare quads” 75 feet across, complete with electrical outlets. If the center and the grounds are rented together, 500 guests are allowed. (More requires an extra fee.) Liquor can be served by a trained bartender, but not sold, and the caterer must be approved. Three parking areas are adjacent to the visitors’ center.

LOUISVILLE SLUGGER MUSEUM (800 W. Main St, 588-7212) Baseball-batty brides and grooms need look no further. Wedding guests can admire the world's biggest baseball bat, face down a 90 mph fast ball or discover a prehistoric ball glove at your special event. The facility can accommodate up to 500 guests in a variety of settings, from historic brick-walled rooms with wooden floors to more modernly appointed locales; ceremony sites also available. Tables and chairs available for up to 150 guests. Handicapped accessible. Approved caterers only. Attached city-owned parking garages on-site with additional overflow parking available on the street.

LOUISVILLE ZOO (1100 Trevilian Way; 459-2181, ext. 620) The Zoo offers three primary reception areas. The Oasis Tent, available April through October, holds up to 550 guests and is next to a field that can be used for wedding ceremonies. The Gheens Room, in the Islands Pavilion, seats up to 150, including tables and dance floor. The pavilion has several good spots for ceremonies, including the flamingo courtyard. The newest area is the African Outpost, popular for more rustic, casual events. The Zoo offers an on-site caterer, but other professionals may be used for an extra fee. (Non-pros are welcome at no extra charge.) Photos with certain animals can be arranged, and an admission fee to the entire zoo can be added. No balloons allowed; candles are OK in certain areas. Band or DJ music must end by 11 p.m. There are acres of parking out front.

THE OLMSTED (3701 Frankfort Ave., 899-7670) Formerly the dining hall for widows and orphans living at Masonic Home, The Olmsted is now a stylishly renovated neoclassical facility with a grand foyer, 26 palladian windows and wide-open space for 700 guests. Masterson’s Catering provides food, liquor and service; ballroom chairs and tables, a large linen selection, silver and china service are included. Ample valet parking is on the 80-acre Masonic Home property, designed by noted landscape architect Frederick Law Olmsted.

OTTER CREEK PARK (Brandenburg, Ky.; 574-4585) This 2,600-acre public park on the south bank of the Ohio River offers many outdoor settings. Wedding ceremonies are often performed on the majestic river bluff right outside the conference center, which can hold up to 300 reception or dinner guests. Otter Creek, which is owned by Metro Parks, will be glad to recommend caterers. On-site lodging for out-of-town family and friends is available. The park, which is in Meade County, is 15 miles south of the west end of the Gene Snyder Freeway.

PETERSON-DUMESNIL HOUSE (301 S. Peterson Ave.; 895-7975) This assymetrical Italian-style villa, built in 1869, served as the private summer home of prominent tobacco trader Joseph Peterson. The house and its 1.3-acre grounds and gardens, including wedding garden and spacious front porch, offer space for 200 indoor guests or 350 outdoor guests. Other property features include a brides’ dressing room, curved stairway, hardwood floors and decor designed by Bittners. Receptions are provided by Bristol Catering and can be tailored to any budget. On-site parking lot available.

RIVERSIDE, THE FARNSLEY-MOREMEN LANDING (7410 Moorman Rd., 935-6809) Standing above the Ohio River in southwest Jefferson County, near the intersection of the Gene Snyder Freeway and Dixie Highway, this brick farmhouse was built about 1837. The modern visitors’ center seats 120 people comfortably or up to 200 standing guests. Smoking is not allowed. It has a great view of the river, plus a kitchen. Rental packages include tables (round and rectangular) and 120 chairs. Receptions usually begin at 5 p.m., after Riverside has closed to the public. An open-air pavilion with central fireplace, picnic-style facilities and restrooms are also available. A riverboat landing is on-site; it is ideal for rentals of the Spirit of Jefferson (a replica paddlewheeler that holds 300 people) July through October; call the Belle of Louisville’s office at 574-2992 for boat-rental details.

SEELBACH HILTON (500 S. Fourth St., 585-3200) This ultra-elegant Louisville landmark has several prime facilities for weddings and/or receptions. The Medallion Ballroom holds 800 people seated or 1,000 standing guests, while the Grand Ballroom seats 400 or accommodates 550 standing. The Mezzanine Ballroom’s capacity is 300 seated or standing, and the Rathskeller holds 180 seated diners or 250 reception guests. Catering must be provided by the hotel, and a licensed bartender is available. A city-owned parking garage is behind the hotel; valet parking is available. The bride and groom may spend their wedding night at the Seelbach at no extra charge.

SOMEWHERE IN THYME (10320 Watterson Trail, 240-0671) The historic Seaton House offers several period rooms for ample guest mingling, including a chapel foyer with room for 75 seated or 150 standing guests. Professionally designed interior includes hand-painted trompe l’oiel murals. Full-service catering available. No liquor license, but wine and champagne may be served on premises. No smoking permitted. Parking is available on-site at no additional charge.

SPEED ART MUSEUM (2035 S. Third St.; 634-2730, ask for the special-events manager) The Speed Museum provides not only one of Louisville’s most elegant settings, but also the opportunity to delight guests with a private viewing of some art masterpieces. Newly renovated, the museum is well-suited to festivities such as cocktail parties, seated dinners and dancing in the Sculpture Court Gallery. Catering is provided by Lucketts Bristol Catering. On-site parking area is available in the adjacent garage.

STAR OF LOUISVILLE (151 W. River Road, under the Second Street Bridge; 589-7827) A 130-foot yacht that features two dining decks, the Star can carry 125 guests on its upper deck and 225 on the main deck. Individual decks can be rented, as can the entire ship. Charter cruises for late afternoon or early evening may be the best value for weddings and/or receptions; these typically are two-and-a-half hours long and 15 miles round-trip (to just past Six Mile Island and back). The ship also is popular for rehearsal dinners, bridal luncheons and send-off brunches on the day after the wedding. The Star’s caterer provides unlimited buffet dining as well as liquor. A band or DJ may supply the music. Tables and chairs for 350 people are provided. Parking is available near the wharf.

STARKS COURT (Adjacent to the Louisville Galleria, second floor, 584-2279) Renovated in the 1980s, the Starks Court features a 15-story atrium that can hold up to 350 guests for dinner. Permanent decorations include a fountain and colorful plantings. Helium-filled balloons are not allowed. Red wine is prohibited, too, because it can stain the white-marble floors. The management company can recommend several caterers, but will be happy to work with renters’ choices.

WALDECK MANSION (5900 W. Hwy. 22, Crestwood, Ky.; 241-2647) A German immigrant built this stone plantation-style house in 1886 and christened it with the German word for “corner of the woods.” Now part of a 1,500-acre farm, the house may be rented for weddings and/or receptions. Waldeck Mansion has an approved list of caterers. Oldham County does not allow alcohol sales, but renters may serve alcohol they bring themselves.

WHITEHALL (3110 Lexington Road, 897-2944) A 15-room, Classical Revival-style mansion built in 1855, Whitehall can hold up to 200 guests for a stand-up cocktail buffet. Couples often marry in front of the fireplace, in full view of as many as 110 standing guests. Others prefer to hold the ceremony in the formal garden or on the terrace, which can hold 250 chairs. The mansion can be rented alone or with the grounds; tents cost extra. Whitehall has a list of 20 approved caterers and allows any alcohol arranged through the caterer except beer kegs. Music and bar service end at 11 p.m., and everyone must leave by midnight. A parking lot is behind the mansion; for more than 125 guests, valet parking is required.

Re-printed with permission:
Louisville Bride - 2001
A Supplement to Louisville Magazine
Louisville Magazine