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

Planning a wedding reception can be a daunting task, but with careful preparation, you can ensure your special day runs smoothly. From seating arrangements to food and music, there's a lot to consider. You'll want to make sure your guests are comfortable and entertained, and that the day reflects your personal style. Whether you're opting for a DJ or live music, a five-star meal or a simple buffet, there are plenty of ways to make your wedding reception unique and memorable.

Seating arrangements

Planning a wedding reception can be a daunting task, but with careful consideration and attention to detail, you can create a memorable celebration for you and your guests. One important aspect of the reception is the seating arrangement, which can impact the overall atmosphere and enjoyment of your guests. Here are some tips to help you plan the seating arrangements for your wedding reception:

Firstly, it is essential to take the time to carefully plan the seating arrangement. Place guests at tables with others they know or have some connection with. They don't have to be close friends, but it is ideal for creating a comfortable and enjoyable atmosphere. Consider the relationships and dynamics between your guests to ensure that everyone has a pleasant experience.

Secondly, when planning the seating arrangement, consider the overall flow and layout of the reception space. Ensure that there is enough space between tables for guests to move around comfortably and that the tables are easily accessible. Create a balanced arrangement that allows for smooth traffic flow and avoids overcrowding in certain areas.

Additionally, you may want to consider assigning specific seats to your guests or simply assigning tables. While assigning specific seats can be more organised, it may also be more time-consuming and restrictive. Assigning tables gives guests more flexibility to choose their seats and interact with others. Decide which option aligns better with your guest list and the overall vibe you wish to create.

When creating the seating arrangement, you can also incorporate decorative elements that complement your wedding theme. Consider using stylish place cards, table numbers, or centrepieces that enhance the aesthetics of the reception space. These details can add a personal touch and make your guests feel valued.

Finally, don't leave the seating arrangement to the last minute. Finish your seating plan at least a day or two before the wedding to avoid any last-minute stress. This will give you time to make any necessary adjustments and ensure that everything is organised for your big day.

Food and drink

Planning the food and drink for your wedding reception is an important part of the overall experience. It's a chance to reflect you and your partner's tastes, as well as meet your budgetary requirements.

Firstly, consider the time of year. If you're having a summer wedding, stock up on lighter drinks like white wine, rose, and other chilled beverages. For a winter wedding, opt for richer options like red wines, cognacs, and whiskeys, and perhaps include some specialty warm drinks like hot toddies or Irish coffees.

Next, think about the food. It's common to serve savoury canapes to line your guests' stomachs, especially if they'll be drinking alcohol. However, some couples choose to serve sweet canapes, such as strawberries and chocolate. If you're hiring a caterer, they can advise on quantities and help with any dietary requirements.

When it comes to wine, it's a good idea to do some tastings beforehand to ensure you and your guests will enjoy the choices. Heavier reds like cabernet sauvignon go well with richer foods like roast beef, while lighter reds like pinot noir pair better with chicken or pasta. The same goes for white wines. While you may want to experiment a little, don't go too far outside the box—you want your guests to enjoy the wine, too.

Music and dancing

If you opt for a DJ, make sure they have a good sound system and can play a variety of music to suit all tastes. You could give them a list of songs that you definitely want to be played, as well as songs that you don't want to be played. If you choose live entertainment, you could have a band or musician perform during the cocktail hour or throughout the reception.

Dancing is a fun part of the reception, and you should plan when to open the dance floor. Will it be after dessert is served or between courses? You should also plan time for any special dances, like the first dance and the father-daughter dance. If you have a bridal party, you could also include their dances in the schedule.

It's important to carefully plan your seating arrangement, placing guests at tables with others they know. They don't have to be fast friends, just acquaintances or people with some connection. This will ensure that your guests feel comfortable and are more likely to get up and dance.

Timetable

Planning a wedding reception can be a stressful task, but creating a detailed timetable can help you stay organised. Here is a suggested schedule to help you plan your special day:

Before the reception

• Designate a separate cocktail area and keep the reception space closed to early arrivals to create a sense of drama and allow your photographer to take uninterrupted shots of the décor.
• Plan your seating arrangement carefully, placing guests at tables with people they know.
• If you are serving food, decide on the menu in advance. You may want the meal to be the focus of the evening, or you could opt for a simpler menu of appetisers, entrees, and dessert.
• If you are serving wedding cake, consider whether to serve it before or after the dance floor opens.

During the reception

• Decide when 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 have planned any toasts or speeches, these can take place during the reception.
• If you are having an after-party, provide refreshments such as a light buffet or breakfast treats.

On the day

• Finish all tasks on your checklist at least two days before the wedding to give yourself time to relax.
• On the day, ensure everyone in the bridal party knows where they need to be and when.

Photography

Before the wedding, make sure your bridal party knows where they are supposed to be and when, so they can be ready for any planned photo opportunities. Important moments at your reception can't be rehearsed, so it's a good idea to prepare a timetable that includes the Grand Entrance, speeches and toasts, bridal dances, and any other moments you want to be captured on camera.

On the day, experiment with different angles and points of view. Try out new camera angles and get creative to capture the action from different perspectives. Remember to include the guests' reactions and the decorations in your shots, especially during key moments like the Grand Entrance and the first dance.

Raw, emotional moments can make for great photographs and can be very meaningful to the couple. So, keep an eye out for these moments and be ready to capture them. If possible, close the reception space to early arrivals so the photographer can take unhurried shots of the reception décor before the crowd arrives.

Frequently asked questions