Deborah Chan
Planning a wedding can be overwhelming, but creating a timeline for the day can help to ensure it runs smoothly. The cocktail hour is a popular way to fill the gap between the ceremony and reception, giving guests time to socialise and travel between venues if necessary. During this time, the newlyweds may change their outfits and take portraits. After cocktail hour, the married couple makes their grand entrance into the reception. The reception itself typically lasts between four and seven hours and includes dinner, speeches, toasts, and dancing. To keep guests entertained, consider hiring a live band or DJ, or providing unique entertainment such as a petting zoo or video games.
| Characteristics | Values |
|---|---|
| Duration | Between 4 and 7 hours |
| Cocktail hour | Drinks, snacks, and socialising |
| Receiving line | Guests greet the newly-married couple one by one |
| Entertainment | Live band, DJ, lion dancers, tarot card readers, magicians, etc. |
| Dinner | Reception meal |
| Speeches and toasts | Best man, maid of honour, parents of either spouse, and the couple |
| Dances | First dance, parent dances, open dance |
| Cake cutting | --- |
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What You'll Learn
Provide food and drinks to keep guests happy
Providing food and drinks between the wedding and reception is a great way to keep your guests happy and comfortable. Here are some tips to consider:
Cocktail Hour
The cocktail hour is a common tradition that serves as a buffer between the wedding ceremony and reception. During this time, guests can enjoy drinks and appetizers, such as hors d'oeuvres or canapes, while mingling and socializing. It is especially important if your ceremony and reception are at different locations, as it allows travel time for your guests. You may also choose to have a "cocktail reception to follow" note on your wedding website to set expectations and encourage guests to eat beforehand.
Drinks
When it comes to drinks, it is generally considered a faux pas to ask guests to pay for their drinks. An open bar is preferable as it ensures a seamless reception without interruptions. If you are concerned about budget, there are alternative options. For example, you can provide a limited number of drinks, such as wine and beer, or have a full bar with drink coupons for guests, as seen at a small garden wedding. Non-alcoholic beverages should also be available for those who prefer them or are unable to drink alcohol.
Food
When deciding on food options, consider your budget and your favorite types of food. Simple items in large quantities can be a cost-effective way to satisfy your guests. Finger foods, such as cheese and pickle trays, fruit trays, or sandwiches, can be easy to eat during the break. If you have a wedding cake, you can also use it as a dessert option.
Entertainment
Having some form of entertainment during this time can enhance the experience for your guests. Music can be played to foster mingling and create a festive atmosphere. You may also choose to have a live band or a DJ perform during this time, providing an engaging experience for your guests.
By following these tips and considering your guests' comfort, you can create a memorable and enjoyable experience for everyone.
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Include music and entertainment
Music and entertainment are key to a fun wedding reception. Couples usually opt for a live band or a DJ, but there are many other options to consider.
If you're looking for something more relaxed, solo musicians or small groups are a great option. Pianists, harpists, and small jazz groups are perfect for drinks receptions. If you want something more upbeat, consider a wedding singer or DJ. For a unique twist, roving musicians and walkabout bands are a fun way to add a different dimension to your wedding music.
When it comes to choosing a band or DJ, it's important to book well in advance—the best acts are often booked up at least six months in advance. Be sure to check that live music is permitted at your venue, as some have licensing or sound restrictions. You should also ensure there is adequate parking space for the band to unload their equipment.
In addition to music, there are many other forms of entertainment to consider. For a festival-style wedding, street food trucks can be a great way to keep your guests entertained and well-fed. For something more interactive, consider a pop-up karaoke booth or a silent disco, especially if your venue has a noise curfew. If you're looking for something truly unique, why not try a petting zoo or some video games?
Don't forget to consider the overall flow of your reception. You'll need about four to five hours of music to fill the entire reception. This translates to around 80 to 100 songs for a DJ or 50 to 60 songs for a live band. Work with your musicians to create a clear roadmap for the day, including key moments like the first dance. But also trust them to read the room and create magic!
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Plan activities to fill any gaps
Planning activities to fill any gaps between the wedding and reception is crucial to keeping your guests entertained. Here are some ideas to ensure your guests remain occupied and engaged:
Cocktail Hour
A cocktail hour is a great way to bridge the gap between the wedding and reception, especially if the ceremony and reception are in different locations. This gives your guests time to travel between venues and provides an opportunity for them to socialise and mingle. You can serve signature drinks, hors d'oeuvres, and light snacks, creating a relaxed atmosphere for your guests to enjoy.
Entertainment
Hiring additional entertainment is an excellent way to fill any gaps and keep your guests amused. Consider hiring a live band, a DJ, or other forms of entertainment like lion dancers, magicians, or tarot card readers. If your wedding includes guests from out of town, you could organise a tour of the city with a guide, offering a unique experience and creating memorable wedding photos.
Interactive Activities
Interactive activities are a fun way to engage your guests during the transition between the wedding and reception. This could include board games, wedding-themed scavenger hunts, photo challenges, or even a petting zoo. You could also set up a DIY "Pimp Your Drinks" bar, allowing guests to accessorise their beverages with shimmery add-ons.
Refreshments and Relaxation
For a more low-key approach, providing refreshments and a relaxed atmosphere can be sufficient to fill any gaps. This could be in the form of a grazing table, where guests can spend time savouring the delicious food you've laid out. Alternatively, a bonfire during the colder months can offer a cosy setting, with s'mores and storytelling to keep your guests entertained.
Remember, the key is to ensure your guests are well-hosted and provided for during any gaps, allowing them to socialise and create memorable moments.
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Allow time for photographs
Photographs are an important part of your wedding day, so it's crucial to allow enough time for them. Here are some tips to ensure you get all the shots you want:
Create a Photography Timeline
Work with your wedding planner and photographer to create a detailed timeline for your wedding photos. This should include the types of portraits you want, such as family portraits, couple portraits, and wedding party portraits. Photographers recommend allowing about 30 minutes for family portraits and 45 minutes to an hour for couple portraits. You should also decide if you want to do a "first look" before the ceremony, as this will impact when certain photos can be taken.
Choose Your Photo Locations
The ceremony and reception venues are the most convenient locations for photos, but you can also consider other spots, such as a local park, a neighbourhood in your city, or the hotel where you're getting ready. If you choose a location that requires travel, be sure to factor in transportation and travel time into your timeline.
Allow Time for Travel and Buffer
Don't forget to include travel time in your timeline, especially if you're moving between different locations for photos. It's also a good idea to add five-minute buffers throughout the day to account for any hiccups or last-minute changes. This will help ensure you stay on schedule and have plenty of time for photos.
Cocktail Hour Photos
The cocktail hour is a great time to capture portraits, especially if you're doing a "first look" before the ceremony. This gives you the opportunity to enjoy the cocktail hour with your guests instead of spending that time taking photos. However, if you're sticking with tradition and waiting until the ceremony to see your partner, you may spend most of the cocktail hour taking portraits.
Reception Photos
During the reception, plan to sneak out for a few night shots. These photos can be taken right after you grab a bite to eat or during open floor dancing when you need a break. Another option is to get these shots at the end of the night once all the guests have departed. You can also take formal pictures with each table or capture candid moments as you mingle.
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Make a seamless transition from ceremony to reception
Planning a wedding can be overwhelming, but structuring the transition from the ceremony to the reception can ensure a seamless flow to your big day. Here are some tips to help you plan:
Cocktail Hour
The cocktail hour is a great way to create a buffer between the ceremony and the reception, especially if they are in different locations. It gives your guests time to travel between venues, and if they are in the same place, it allows time for venue staff to reset the space. It is also a chance for your guests to socialise and indulge in drinks and hors d'oeuvres. You could also provide some light entertainment during this time, such as board games, photo challenges, or a scavenger hunt.
Grand Entrance
After the cocktail hour, the doors to the reception space are opened, and the married couple can make their grand entrance. The cocktail hour gives the newlyweds time to change into new attire, specifically for the reception.
Plan a Timeline
Creating a timeline for your wedding reception will help keep things running smoothly. The average wedding reception lasts about four to seven hours, so planning the order of events is essential. You can decide on the order of speeches, the first dance, cake-cutting, and other activities.
Keep Guests Entertained
Whether you opt for a DJ, live band, or something more unusual like a tarot card reader or petting zoo, entertainment is key to keeping your guests happy. You could also consider a photo booth, a "Pimp Your Drinks" bar, or a grazing table for something a little different.
Manage Guest Interactions
It is a good idea to plan a route around the reception room so you can spend a few minutes at each table, ensuring you don't overlook any of your guests.
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Frequently asked questions
There are many ways to keep your guests entertained between the wedding and reception. You could have a cocktail hour with drinks, hors d'oeuvres, and music. You could also provide entertainment such as tarot card readers, caricature artists, or even a petting zoo.
The break between the wedding and reception, also known as cocktail hour, typically lasts about an hour. This gives guests enough time to socialise and indulge in drinks and snacks.
If you're looking for something unique to do during the break, you could organise a tour of the city for your guests, complete with bubbles and a guide. You could also have a bonfire, with s'mores and storytelling, or rent a bouncy castle.
You could provide board games, wedding-themed scavenger hunts, or photo challenges to keep guests entertained during the break. Alternatively, you could have a DIY grazing table, where guests can spend hours indulging in delicious food.
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