Planning A Wedding Reception Timeline: A Step-By-Step Guide

Planning a wedding reception timeline can be a daunting task, but it's an important part of ensuring your big day runs smoothly. A typical wedding reception includes a cocktail hour, dinner, toasts, dances, cake cutting, and a grand exit. The average wedding reception lasts about 5 hours, including one hour for cocktails and 4 hours for dinner and dancing. However, the timeline can vary depending on various factors such as the number of guests, whether you have a band or a DJ, and the dinner service style. Creating a detailed timeline will help you stay organized and ensure that your special day goes according to plan.

Cocktail hour

For evening weddings, it's a good idea to sneak away during cocktail hour to enjoy a quick bite together and take sunset photos. If you're having a destination wedding, the cocktail hour is a good time for guests to travel to the reception site.

The cocktail hour can also be used to take more formal photos, such as the first look, wedding party, and family photos. This is especially helpful for evening weddings where natural light is needed for picture-taking.

During the cocktail hour, the staff will serve stationary or passed appetizers and drinks to get people mingling and in the mood to party. This usually lasts for at least an hour.

If you're having a plated dinner, the cocktail hour is also a good time to have a seating chart ready so people know where to sit when they enter the reception space.

5:30 p.m. - Cocktail hour begins. Guests arrive at the reception site and enjoy drinks and hors d'oeuvres.

6:30 p.m. - Guests enter the reception and take their seats.

6:45 p.m. - Wedding party and couple entrance. The emcee will announce each wedding party member by name, and they can enter individually or in pairs as an upbeat song plays.

6:55 p.m. - First dance. The couple steps out onto the floor and into the spotlight after being announced.

The cocktail hour is a great opportunity to get the party started and set the tone for the rest of the reception. It's a time to relax, enjoy good food and drinks, and celebrate with your guests.

Grand entrance

The grand entrance is a great opportunity to get the crowd excited for the reception and to greet your guests. It is usually the first thing to happen after the cocktail hour, so it's a good idea to have the DJ make an announcement for everyone to take their seats. This can take anywhere from 5 to 15 minutes. During this time, the bridal party can line up outside the entrance to the reception space, allowing them to place everyone in the correct order for the entrance.

The grand entrance order is usually as follows:

• Parents of the bride
• Parents of the groom
• Flower girls and ring bearers
• Bridesmaids and groomsmen (lined up in reverse order, with the best man and maid of honour introduced last)
• Bride and groom

The bride and groom should select songs in advance for the grand entrance. Typically, one song is played for the entire bridal party's entrance, with a second song played for just the bride and groom's entrance. Once the couple has been introduced and entered the reception area, they should proceed to the dance floor for their first dance. The DJ or band will then seamlessly change from the entrance song to the first dance song.

There are many variations on the grand entrance format. For example, you may want to have your parents and wedding party go in before you are announced as a couple, or you could have "your side" and "your partner's side" go in all together. You can also include your grandparents, either walking in or standing at their seats or giving a wave. If any parents are divorced, a family member or significant other can escort them in. If there is an uneven number of bridesmaids and groomsmen, you can pair three of them up to walk in together.

First dance

The first dance is a special moment as it's the first time the couple dances together as a married couple. The couple may have taken dance lessons for their moment in the spotlight, or they might choose to improvise—it really depends on their comfort level and style.

There are a few options for when to schedule the first dance during the wedding reception. One option is to have the first dance at the beginning of the reception, immediately following the grand entrance of the married couple. This creates great energy and buzz in the room, and that momentum is sustained throughout the first dance. The caveat with this option is that it takes away the signal to guests that the evening is transitioning from dinner to dancing. However, an easy solution is to use the father-daughter and/or mother-son dances to kick off the dancing portion of the night.

Another option is to wait until after the meal has been completed. This way, the dining portion of the evening has a more leisurely, relaxed pace; then, once everyone is done eating, the couple hits the dance floor for their first dance, which instantly shifts the mood into a higher gear. This also signals to guests that it's time for them to get out of their seats and celebrate on the dance floor.

If you're nervous about your first dance, it might be a good idea to get it out of the way at the beginning of the reception. This way, you don't have to worry about it for the rest of the night and can focus on enjoying yourself. However, if you're concerned about the flow of the reception, it might be better to wait until after dinner so that the first dance can serve as a clear signal that it's time to dance.

Ultimately, the decision of when to have the first dance depends on personal preference and how you want the reception to flow. Discuss the options with your DJ or bandleader to help you decide when to do your first dance, and consider factors such as the crowd, their energy level, and what time you need to be out of your venue.

Dinner and speeches

The Speeches

The traditional order of wedding speeches is as follows:

• The father of the bride or parents of the bride
• The father of the groom or parents of the groom
• The maid of honour
• The best man
• The master of ceremonies (optional)

However, you don't have to follow this order. For example, you could have the best man speak first, followed by the maid of honour. Or, if you're not following tradition, the host of the wedding (whoever is paying) or one or both parents can speak first.

The Toasts

The first two toasts are considered welcome toasts and are typically given by the parents or a family member of the newlyweds. Traditionally, the father of the bride speaks first. The toasts should be short and sweet, with a time limit of around five minutes.

The Timing

The sweet spot for speeches is about three-quarters of the way through dinner as guests are finishing up their meals and still seated. This way, once the speeches are wrapped up, guests will be done eating, and everyone can transition to the dance floor.

The Length

As a general rule, all of the speeches shouldn't last longer than 20 minutes.

Cake cutting

The cake-cutting ceremony is a symbolic detail and a popular tradition at weddings. It is usually done after dinner, between dinner and the parent dances, as it signals to guests that the reception is almost over. It is best to schedule the cake cutting earlier in the reception so that guests with children or the elderly who want to leave early can do so. It is also a good time for the newlyweds to say a few words and thank their guests for coming.

The cake-cutting ceremony is also a fabulous photo opportunity. It is a symbol of the couple's first joint task as newlyweds, with one partner placing their hand over the other's while cutting the first slice of cake. This is followed by the couple feeding each other the first slice, symbolising their commitment to providing for one another.

The cake baker or caterer should be consulted on how to cut the cake to avoid it toppling over. A wedding cake knife set is recommended for the first slice, and a large professional-grade knife can also be used. The couple should position themselves with one person standing closest to the cake, holding the knife with their dominant hand, while the other stands behind, placing their hand on top. They should cut about an inch into the bottom tier of the cake to provide more stability and make it easier to save the top tier for their first anniversary.

After the initial piece is cut, the catering staff will take over and bring the cake back to the kitchen to slice for the rest of the guests.

Frequently asked questions