Lyla Dejesus
Planning a wedding reception can be stressful, but it's also a lot of fun. The first step is to set a date and decide on a location, bearing in mind that many sites are booked a year or two in advance. Next, you should set a budget, which will help guide your decision-making throughout the planning process. You'll also need to consider the number of guests, food options, and entertainment, such as a live band or DJ. It's a good idea to create a timeline for the reception, including the entrance of the wedding party and newlyweds, dinner, speeches, and any traditions you want to include, like the bouquet toss. If you're short on time or want to reduce stress, consider hiring a day-of coordinator or asking family and friends to help with setup and decorations.
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What You'll Learn
Budgeting and location
The first step in planning your wedding reception is to set a budget. This is the most important part of the process, as it is easy to get carried away and spend more than you can afford. Pick a number you are comfortable with and can truly afford, and stick with it. Research everything you'll need at the reception and make some calls to get an idea of costs.
Next, decide on the type of reception you want. Do you want a sit-down meal, a buffet, or something else like a picnic or cake-cutting? The type of reception you want will influence the type of venue you choose. For example, if you want a rustic theme, a park, barn, or ranch might be perfect, whereas a luxury hotel might not. If you want to serve impressive food, consider booking a wedding restaurant.
Now it's time to start looking at venues. The location you choose will depend on your personal preferences and your budget. You might want to celebrate in a traditional space, or something more quirky, like an art museum or a warehouse. If you are expecting out-of-town guests, consider whether the location offers accommodation.
To get an idea of a venue's potential, look at pictures of previous receptions held there and ask the venue manager if you can visit before committing. It's also important to find out exactly what the venue provides. Some venues include tables and chairs in their pricing, while others charge extra. Ask about parking, linens, and bathrooms, and don't forget to discuss setup and tear-down times, curfews, and noise restraints.
Finally, remember that the season and day of the week can also impact the cost of your venue. Planning your wedding reception in winter, or on a Sunday, for example, may save you money.
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Decorations and setup
Planning and Preparation:
Firstly, decide on the overall aesthetic and theme for your wedding reception. This will guide your decorative choices and create a cohesive look. It's important to start early and give yourself enough time to source the necessary decorations and setup materials.
Venue Considerations:
Consider the setup options available at your chosen venue. Will you need to set up tables and chairs, or will they already be in place? If you're responsible for setting up the tables, consider doing a sample table setup beforehand to gauge the time required and ensure a consistent look across all tables.
Decorative Elements:
Determine what decorative elements you want beyond the tables. This could include a photo booth backdrop, a chuppah, lighting installations, or a complicated dessert table structure. Fresh flowers are also a popular choice for centrepieces, but remember to account for their setup on the day.
Logistics and Timing:
Create a detailed plan for the setup process, including a timeline and tasks for yourself and any helpers. If you're doing the setup close to the wedding, ensure you have enough time without rushing, and consider having a backup plan in case of delays.
Enlist Help:
Don't hesitate to ask for help from friends, family, or your wedding party. They can assist with setting up decorations, arranging tables, and ensuring everything is in place according to your vision. If your budget allows, consider hiring a day-of coordinator or wedding planner to oversee the setup and handle any last-minute issues.
Final Touches:
Once the major elements are in place, focus on the smaller details that will bring your reception to life. This could include place cards, table runners, centrepieces, candles, and other personalised touches. Ensure that any audio-visual equipment, such as a sound system or projector, is set up and tested beforehand.
Remember to enjoy the process and delegate tasks when needed. By planning ahead and executing your vision with attention to detail, your wedding reception setup will create a memorable atmosphere for you and your guests.
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Food and drink
Type of Service
You can choose between a buffet, a sit-down dinner, a cocktail reception, or a picnic. Each option has its advantages and disadvantages. Buffets offer a lot of food, but people may take too much, resulting in waste. Sit-down dinners are traditional and appreciated by guests, but they can be expensive and feel stuffy. Cocktail receptions are modern and cost-effective, but they may feel disorganized. Picnics are great for nature-loving couples but are weather-dependent and may be too informal for some.
Food Choices
When selecting food, consider your guests' dietary restrictions and preferences. Savoury options like canapes, finger foods, or small bites are popular as they line guests' stomachs, especially if they are drinking alcohol. You can also set up food stations with various options, such as sushi, spring rolls, or a bacon bar. For a more substantial meal, plated dinners or food trucks serving items like pizza or burgers can be a good option. Don't forget to provide meals for vendors who are present for the entire reception, such as photographers and musicians.
Drinks
An open bar is generally preferred over a cash bar to ensure a seamless reception and avoid putting guests out of pocket. You can offer a variety of beverages, including cocktails, bubbly, and non-alcoholic options. A "his and hers" cocktail with personalised signs is a fun way to add your personality to the drinks reception.
Entertainment
The drinks reception is a great time for guests to mingle and enjoy music or other entertainment. You can consider lawn games, a photo setup, or a bouncy castle. Music options can include a live band, a DJ, or a playlist.
Decorations
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Music and entertainment
Music
If you're hiring a band or DJ, book them well in advance—at least six to eight months before your wedding date. Popular acts will be snapped up quickly. If you're hiring a live band, they can provide the majority of your dance music and may be able to play recorded music before and after their sets. A DJ will be able to play a wide range of music and is a good option if you want to hear well-known bands and artists.
If you're on a budget, you could create your own playlists and use a speaker system to play the music. However, this option will require more preparation and you may need to rent professional-quality amplification equipment to ensure the music is loud enough.
If you're hiring a band, they will need time to set up and soundcheck, so allow for this in your schedule. If you're hiring musicians to play during a drinks reception, a solo acoustic guitarist or pianist, or a small jazz group, are good options.
Entertainment
Entertainment companies can help you plan your audio and lighting, and they may also be able to provide stage and dance floor lighting to create the right mood.
If you're looking for unique entertainment ideas, consider singing waiters, live circus performers, tribute bands, or even an animal farm. For children, you could set up a bubble station, organise games and contests, create goody bags, or set up a temporary tattoo or face-painting station.
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Photography
Wedding receptions are often considered the most boring part of the day to photograph, but they hold many meaningful details. From the grand entrance to the grand exit, wedding photographers have to work fast to capture all the important moments.
Before the reception
Before the wedding day, it is important to evaluate the venue to know what equipment to bring and where to set up. If the reception is outdoors, consider investing in tall light stands (at least 10 feet tall) to ensure that the light can spread out over the entire venue.
Setting up the lighting
If the event space has white ceilings under 30 feet tall, you can bounce your on-camera flash onto the ceiling to get a soft, diffused light. If the space has a black ceiling or a very high ceiling (over 30 feet), you can use a bounce card, a Gary Fong, or a Magsphere to obtain diffusion and a more pleasing light. If you are using a light stand with an umbrella, make sure to use sandbags and additional mechanisms to keep it standing.
During the reception
When the reception area is almost ready, shoot close-ups of the details: place settings, menus, cutlery, centrepieces, party favours, etc. If there are escort cards, photograph them first as guests will head for these immediately. Then, walk around the reception area to get a feel for the lighting from every direction, taking test shots to figure out the best angles for the room.
For the grand entrance, photograph the bride and groom alone in the middle of the set-up as part of their wedding portraits. Capture the entrance details: signs, engagement photos, a sign-in guest book, and meaningful mementoes. Then, take a wide photo of the space to give the final wedding photos a nice transition.
During the open dancing part of the reception, get close to the action. Use a 24-70mm zoom lens to capture images at a variety of focal lengths from a fairly close-up position, or a wide-angle prime lens. Use medium to wide angles to show the scene/environment, and tight or close-up angles to highlight the emotions on people's faces.
For the bouquet toss, garter toss, cake cutting, and speeches, work with the coordinator prior to direct where they will be for optimum lighting. Test your settings and be ready.
Before you leave, ask the couple if there is anything they would like you to capture before you go, such as a quick photo with their grandmother or their best friends.
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