Deborah Chan
Planning an outdoor wedding reception involves many considerations, from the dance floor and table placement to the overall guest experience. The layout of the tables is crucial, with factors such as shape, size, and seating arrangement playing a role in creating a comfortable and intimate atmosphere. Whether you're crafting your own tables or renting them, the setup should encourage mingling and conversation while showcasing the beauty of the outdoor venue. Let's explore the key aspects of setting up tables for an outdoor wedding reception, offering guidance and inspiration for your special day.
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What You'll Learn
Table shape and size
The shape and size of your tables will depend on the layout of your venue and the number of guests. For example, rectangular tables can be placed in a U-shape around a dance floor, centred along a long wall, or fill one end of the space if the dance floor is at the far end. Round tables are generally inappropriate for the head table, but you could mix rectangular and circular tables for the guests.
If you are hosting your reception in a rectangular room, you have a few options. You could centre the dance floor lengthwise, with the dance floor and stage for the band or DJ against one of the room's long walls. Alternatively, place the dance floor at one end, centred and backed up against one of the room's short walls.
The head table is one of the most important at the wedding reception. The newlyweds should always be positioned so that they are facing their guests. The head table is usually reserved for the couple's parents and the bridal party, or at least the maid of honour and best man, depending on space. To make the head table stand out, consider adding extra decorations, backdrops, special lighting, or elaborate centrepieces. Tiered or elevated designs are also popular, especially for large bridal parties.
If you are expecting 150 people, it is recommended to have two bars and at least three bartenders for the evening. Spread them out to avoid congestion, and keep them away from the entrance so that guests walk into the reception before looking for a drink.
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Table placement
The table placement at your outdoor wedding reception is important for the overall flow of the event and will depend on the shape of your venue space. For a rectangular room, the two most popular options are to either centre the dance floor lengthwise, with the dance floor and stage for the band or DJ against one of the room's long walls, or to place the dance floor at one end of the room, centred and backed up against one of the room's short walls.
The newlyweds should always be positioned so that they are facing their guests. The head table is one of the most important at the wedding reception and is usually where the couple's parents and the bridal party sit. This table should be decorated to stand out and be visible to all guests. It can be placed in the centre of the room, with the dance floor at the other end, or with the dance floor in front and centre. This allows guests to see both the happy couple and the dance floor at the same time.
If you have VIP guests, place their tables between the head table and the dance floor. The tables closest to the newlyweds should be reserved for immediate family, and tables further from the band should be set aside for older guests. If you have a bar, place it away from the entrance so that guests walk into the reception before looking for a drink. If you have two bars, place one near the dance floor and the other a little further away.
Try to arrange tables symmetrically, they can form a U-shape around the dance floor, be centred along a long wall, or fill one end of the space. If you have rectangular tables, keep room between them without people seated at the ends so there's plenty of space for movement.
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Table setup and decoration
When it comes to table setup and decoration for an outdoor wedding reception, there are several factors to consider. Firstly, decide on the shape and size of the tables. Rectangular and circular tables can be mixed to fill the reception area. If you're looking to save money, consider making your own tables from non-new materials or renting them from a local store. However, renting tables may come with time constraints, as they usually need to be returned the day after the event.
Next, create a floor plan that takes into account the placement of the dance floor, tables, stage, and bars. The layout should encourage mingling and conversation among guests. For a rectangular room, a popular option is to centre the dance floor lengthwise, with the band or DJ against one of the long walls. Alternatively, place the dance floor at one end of the room, centred and backed against a short wall. Ensure there is enough space between tables for guest comfort and service, creating an intimate atmosphere.
The head table, where the newlyweds, their parents, and the bridal party sit, is one of the most important tables at the reception. This table should be positioned to face the guests, preferably with a great view. To make it stand out, add extra decorations such as backdrops, special lighting, or elaborate centrepieces. If you have a large bridal party, consider a tiered or elevated design for the head table.
When setting up the tables, it's a good idea to reserve the tables closest to the newlyweds for their immediate families. Place VIP tables, such as those for grandparents and special guests, near the head table and dance floor. For older guests, choose tables that are farther from the band or music source. If you have a separate cocktail hour before the reception, leave room for cocktail tables around the bars.
Finally, consider the timing of your setup. If you're doing it yourself, start early in the morning, and enlist the help of family and friends to ensure you can relax and enjoy your wedding day. Practise setting up tables ahead of time, and create centrepieces and decorations in advance, except for fresh flowers. If you're hiring a florist, they can arrive a few hours before the ceremony to handle the floral arrangements.
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Head table
The head table is one of the most important features of the wedding reception, serving as the focal point of the room. It is traditionally placed in the centre of the room, facing the guests, with the dance floor in front so that everyone has a great view of the happy couple during the special wedding dances and songs.
The head table is where the couple, along with their wedding party, sit. The newlyweds are seated in the centre, with the bridal party on either side. The best man and maid of honour are seated next to the couple, with the remaining party members occupying the surrounding chairs. If the wedding party is small, the couple may choose to invite their immediate family to join them at the head table.
The head table can be made up of several 8' x 30" or 6' x 30" banquet tables in a single long row or a U-shape. The U-shape is ideal for wrapping the head table around the dance floor. If you want to create a more intimate setting, you can place a king's table, which is one large table, for the head table. This works well for family-style meals and allows for more elaborate centrepieces and decorations.
If you want to forgo the traditional head table, you can opt to sit with your guests at their tables, creating a more relaxed and intimate atmosphere.
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Catering and bar setup
When it comes to an outdoor wedding reception, catering and bar setup are crucial to the success of the event. Here are some detailed instructions and tips to help you plan and execute this important aspect of your special day:
Planning and Preparation:
- Consult with a catering or rental company: Discuss your guest count and ask them to assess your venue to ensure it can accommodate all the necessary tables, chairs, and other equipment. They can also advise on different catering options and the space required.
- Menu Planning: Work with your caterer to create a seasonal menu that suits the outdoor setting. Avoid heavy dishes or dishes that are challenging to keep at the right temperature outdoors, such as hot soups or cheese displays in the summer. Opt for items that are in season and fit the ambiance of your outdoor venue.
- Bar Setup: Decide on the type of bar you want, whether it's a full bar or just beer and wine. If you choose a full bar, consider hiring a professional bartending service or working with your venue. For a more simplified setup, you can DIY a modified full bar or a beer and wine-only bar.
- Equipment Rental: Rent tables, chairs, and any other necessary equipment from a rental company or through your catering team, who may offer rental services or provide recommendations for vendors. This can save you time and effort in setup and teardown.
- Electricity Access: Ensure you have access to electricity, especially if your caterers will be preparing food on-site. This is often overlooked for outdoor weddings but is crucial for food prep and keeping dishes warm.
Day-of Setup and Execution:
- Table Setup: Set up two tables for the bar, one for guests to line up and place their orders, and another for bartenders to use as a work surface and storage area.
- Beverage Preparation: Provide large buckets or coolers to keep beverages cold. Have separate buckets or coolers for different types of beer and wine to make it easier for bartenders to locate specific drinks. Don't forget to stock up on ice and have a backup supply stored in a cooler to replenish drinks throughout the event.
- Glassware and Garnishes: Source glassware from the same place as your rentals, or provide cute disposable cups if you prefer. If you're offering signature cocktails, ensure you have the necessary garnishes and tools, such as garnish containers, shakers, and plastic plates for salt or sugar rims.
- Bar Decor: Incorporate the bar into your overall design aesthetic. Decorate it with flowers, greenery, or a motif pulled from your wedding invitations. You can even create a statement shelf to display your glassware and drinks.
- Guest Experience: Encourage guests to hold onto their glasses by providing cute tags or labels. Have disposable cups available for those who need them, and ensure your bartender has these tucked away behind the bar.
By following these instructions and working closely with your caterers and rental companies, you can ensure a seamless and memorable catering and bar experience for you and your guests.
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Frequently asked questions
Setting up tables for an outdoor wedding reception can be a challenge. First, you need to decide on the shape and size of the tables. Then, consider the location of the dance floor, stage, and bar(s) to ensure a good flow of movement. Place the VIP tables closer to the dance floor and stage, and the less desirable seats further away. Finally, arrange the tables symmetrically, forming a U-shape or centred along a wall.
For a large outdoor wedding reception, it is recommended to use rectangular tables as they can seat more people in the space. Try to keep room between the tables to allow for plenty of movement.
The head table is one of the most important features of the wedding reception. To make it stand out, consider adding extra decorations, such as backdrops, special lighting, or elaborate centrepieces. Tiered or elevated designs can also make the table more visible, especially for large bridal parties.
Here are a few tips for setting up tables:
- If you are setting up the tables yourself, allow for enough time to do so. It can be a time-consuming and stressful process, so consider enlisting the help of friends, family, or a hired event coordinating company.
- If your wedding is in the evening, be aware of the sun setting and ensure there is plenty of light for guests to enjoy dinner.
- If you are using a florist, they will usually arrive a few hours before the ceremony to set up centrepieces and decorations.
- The caterer should set the tables, and the florist will do the centrepieces if you are using one.
The layout of the tables will depend on the shape of the space. For a rectangular space, a basic design is to have the food table (or bar) and the head table on opposite ends of the room. You can then modify this design by adding or removing tables in the centre. For a centred dance floor layout, place the VIP tables between the head table and the dance floor. This allows guests to easily view both the head table and the dance floor.
