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

Planning a wedding reception can be a lot of work, but it's a fairly methodical process. It's important to organise the details to ensure the day runs smoothly. Start by creating a clear timeline, and then plan the seating chart. You should also decide on the location of the reception and whether it will be indoors, outdoors, or both. Think about the lighting and floral arrangements, and how these will work with the venue size and layout. Couples should choose a theme that reflects their style, and add personal touches to make the space feel special.

Seating arrangements: place guests at tables with others they know, and seat older guests away from speakers

Planning a wedding reception can be a daunting task, but with careful organisation, you can ensure your guests have a wonderful time. One of the most important considerations is the comfort of your guests, and this includes thoughtful seating arrangements.

When planning your seating arrangements, it is a good idea to place guests at tables with others they know. This will help your guests feel more comfortable and encourage conversation. It is also advisable to seat older guests away from speakers and sound equipment to avoid overwhelming them with loud music. If you are planning to have a dance floor, you may also want to consider seating older guests further away from this area.

To ensure a smooth reception, it is beneficial to provide your bridal party with a timetable of important moments, such as the grand entrance, speeches, toasts, and dances. This will help everyone know where they need to be and when, avoiding any last-minute confusion. It is also a good idea to finish all reception preparations at least two days before the wedding, giving you time to relax and rejuvenate before the big day.

Additionally, consider the flow of the evening and when you would like to open the dance floor. Will it be after dessert or between courses? Allow time for special dances, such as the first dance and the father-daughter dance. If you are serving a meal, a simple menu of an appetiser, entree, and dessert is sufficient, with the wedding cake as a sweet finale.

By following these suggestions and paying attention to the small details, you can create a memorable and enjoyable wedding reception for you and your guests.

Food and drink: plan a menu with an appetizer, entree, and dessert. The wedding cake can be served as dessert

Planning a wedding reception can be a daunting task, but with careful preparation, you can create a memorable celebration for you and your guests. One of the most important aspects of any wedding reception is the food and drink. Here are some tips to help you plan a delicious and memorable menu that includes an appetizer, entree, and dessert, with the option of serving the wedding cake as dessert.

First, consider the timing of the meal. If you plan to serve the wedding cake as dessert, you may want to open the dance floor after dessert or between courses to keep the energy high. Think about any special dances, such as the first dance and the father-daughter dance, and ensure you allow enough time for these.

Next, decide on the number of options for each course. A good rule of thumb is to offer about six options for each course, with six pieces per person. This gives your guests a variety of choices while keeping the planning manageable. Consider the dietary restrictions and preferences of your guests when selecting the options.

When it comes to the wedding cake, you can save costs by opting for a simpler style. Instead of labour-intensive iced decorations, choose a design that can be dressed up with fresh flowers or ribbon. This way, you can still have a beautiful cake without breaking the bank.

Finally, don't forget to plan the seating arrangement for your guests. Place guests at tables with others they know, and consider moving tables and chairs away from speakers to ensure comfortable conversation. By following these tips, you can create a delightful dining experience for your wedding reception, leaving your guests satisfied and happy.

Entertainment: decide whether to have live entertainment or a DJ, or both

Planning a wedding reception can be a daunting task, but with careful preparation, you can ensure that your guests have a memorable time. One of the key decisions you'll need to make is whether to have live entertainment, a DJ, or both. Here are some things to consider:

Firstly, think about the overall atmosphere you want to create. Live entertainment, such as a band or musician, can add a touch of elegance and sophistication to your reception. They can perform during cocktails or dinner, providing a delightful backdrop to your celebrations. On the other hand, a DJ can offer a more versatile and dynamic experience, keeping your guests energised and on the dance floor throughout the night.

If you're torn between the two options, consider combining them! Having both live entertainment and a DJ can give you the best of both worlds. For instance, you could hire a musician to perform during cocktails and dinner, creating a relaxed and intimate atmosphere. Then, as the night progresses and your guests are ready to dance, the DJ can take over, ensuring the party continues well into the night.

When making your decision, it's important to consider your guests' preferences and comfort. Some guests may prefer the familiarity of a DJ playing popular hits, while others might appreciate the unique experience of live entertainment. Additionally, take into account the size and layout of your venue. Ensure that the entertainment doesn't overwhelm the space and that guests, especially older ones, are not seated too close to the speakers.

Finally, don't forget to plan the timing of your entertainment carefully. Decide when you want to open the dance floor—will it be after dessert or between courses? Allow time for special dances, such as the first dance and the father-daughter dance. By coordinating the entertainment with these key moments, you can create a seamless and enjoyable experience for you and your guests.

Photography: allow time for the photographer to take shots of the reception décor before guests arrive

Planning a wedding reception can be a daunting task, but with careful preparation, you can ensure that everything runs smoothly and your guests have a memorable time. One important aspect to consider is photography. To capture stunning images of your reception décor, it is essential to allow ample time for your photographer to work their magic before the guests arrive. Here are some tips to make the most of this opportunity:

Inform your photographer about your vision for the reception décor, including any specific details or themes you wish to highlight. This will help them understand your expectations and plan their shots accordingly.

Ensure the reception space is closed off to early arrivals. This not only creates a sense of anticipation and drama but also provides an uninterrupted environment for the photographer to capture the décor in all its glory.

Consider the lighting conditions and, if necessary, discuss with your photographer whether additional lighting is required to enhance the photos. Soft, natural light or strategically placed lighting fixtures can make a significant difference in the final images.

Allow sufficient time for the photographer to experiment with different angles and compositions. They may want to capture wide shots showcasing the entire room, as well as close-ups of intricate details, such as table settings, floral arrangements, or decorative accents.

If possible, coordinate with your bridal party or key guests to be present during this photo session. Having people in the photos can add a sense of scale and context, making the décor shots more engaging and visually appealing.

By following these suggestions, you can ensure that your wedding reception décor is beautifully captured, providing you with lasting memories of the thoughtful details that made your celebration unique and special.

Timing: prepare a timetable for the bridal party that includes the Grand Entrance, speeches, toasts, and dances

It's important to prepare a timetable for the bridal party to ensure that everything runs smoothly on the day. Important moments at your reception can't be rehearsed, so make sure that everyone knows where they need to be and when. This includes the Grand Entrance, speeches, toasts, and dances.

You might want to consider when to open the dance floor. Will it be after dessert is served or between courses? Don't forget to allow time for any special dances, like the first dance and the father-daughter dance.

It's also a good idea to carefully plan your seating arrangement, placing guests at tables with others they know. You should also move tables and chairs away from speakers and seat older guests further from the sound equipment so that no one is overwhelmed by the music.

Finally, finish everything on your checklist at least two days before your wedding. This will give you and your partner a task-free day or two before the wedding to relax and rejuvenate.

Frequently asked questions