Deborah Chan
Planning a wedding reception involves a lot of work, but it's worth it to celebrate your special day with your loved ones. There are many things to consider, from the venue to the food, drinks, and decorations. It's important to decide on a budget and guest list early on, as this will impact your choice of venue and other details. You'll also need to think about entertainment, such as music and games, and practical items like seating and lighting. To make the process easier, you can create a checklist and download printable PDFs to help you stay organized.
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What You'll Learn
- Food and drink: Hire a caterer or check if the venue provides food and drink
- Music: Hire a band or DJ, or create a playlist
- Venue: Choose a venue that suits your guest list and desired aesthetic
- Decorations: Candles, flowers, draping, and lighting can all help to create the right atmosphere
- Tables and chairs: Rent tables and chairs, and consider decorative chargers and tableware
Food and drink: Hire a caterer or check if the venue provides food and drink
Food and drink are essential to a wedding reception. It is important to decide whether you will hire a caterer or check if the venue provides food and drink.
If you are opting for a caterer, you will need to decide on a menu and a style of service. Will you have a sit-down meal or finger foods? If you are having a sit-down meal, you will need to decide on a starter, main, and dessert. You could also have canapes before the meal. Finger foods are a great option if you want your guests to mingle and move around. You could have a variety of options, from mini-BLTs and spring rolls to pizza and sushi. You could even have a food truck or mobile bar serving food and drinks.
If you are hiring a caterer, you will also need to hire a rentals company to provide the plates, bowls, and flatware. You will need to give them an accurate headcount once your RSVPs are in so that they can make sure they have the right amounts of each necessary item.
If your venue provides food and drink, you will need to decide whether to include this in the cost per head or pay for it separately. You should also check what is included in the package. For example, some venues will provide a dance floor and sound system, whereas others will not.
Don't forget to provide refreshments and drinks during the cocktail hour, which usually takes place between the ceremony and reception. You could provide light nibbles and hors d'oeuvres, such as cheese, pickle, and fruit trays, and drinks like cocktails, lemonade, or tea and coffee.
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Music: Hire a band or DJ, or create a playlist
Music is an essential part of your wedding reception and there are a few ways to go about it. You could hire a band or a DJ, or you could create a playlist.
If you're thinking of hiring a band or DJ, there are a few things to consider. Firstly, your budget. Bands can be more expensive than DJs, so you'll need to factor that into your decision-making process. Secondly, think about your wedding theme and personal preference. If you're having a rustic barn wedding, a DJ spinning electronic dance music might not be the best fit. Similarly, if you're having a modern city wedding, a folk band might not be the right choice.
If you decide to hire a band or DJ, make sure you book them in advance. Wedding season can be busy for musicians and you don't want to be left without entertainment. Discuss with your venue what they can provide in terms of sound systems and staging for the band. If your venue doesn't have a sound system, you'll need to hire one or ensure your band or DJ can provide their own.
Creating a playlist can be a more cost-effective option and gives you complete control over the music. You can curate a list of songs that are meaningful to you and your partner, or include crowd-pleasers to get everyone on the dance floor. If you go down the playlist route, ensure you have a backup. Download the playlist or have it available on another device in case of any technical issues.
Whether you hire a band or DJ, or create a playlist, don't forget to pick songs for those special moments. This includes the introductions, first dance, cake cutting, parent-child dances, and the last dance. These songs will be remembered for years to come, so take the time to choose something that's just right.
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Venue: Choose a venue that suits your guest list and desired aesthetic
When it comes to choosing a venue for your wedding reception, there are a few key considerations to keep in mind to ensure it suits your guest list and desired aesthetic.
First and foremost, the venue should be able to comfortably accommodate your guest list. Consider not just the number of guests but also their comfort and experience. Does the venue have enough space for guests to move around and socialise? Are there enough seating options and tables? Additionally, ask the venue about the amenities and services they can provide. Some venues may offer a sound system, dance floor, flatware, and even catering services. Understanding what the venue includes can help you plan and budget for any additional rentals or suppliers you may need.
The venue you choose should also align with your desired aesthetic and theme. If you envision a romantic setting, consider a venue with features like staircases or mantles that can be decorated with floral garlands and wreaths. To enhance the atmosphere, you might want to consider draping fabric over ceilings and walls, so check with the venue if this is possible and permitted. If you're planning an outdoor reception, you may need to install a dance floor and stage for any entertainment you have planned.
Lighting is another important aspect that can significantly impact the ambiance of your reception. Consider whether the venue has adequate lighting options or if you need to bring in an external lighting company to create the desired effect. Fairy lights, disco balls, and candles can all contribute to a romantic and enchanting atmosphere.
Finally, don't forget the practical considerations. Ensure the venue is easily accessible for your guests and has adequate parking or transportation options. Also, check if the venue requires event insurance, as this is a crucial step to protect yourself and your guests in case of any unforeseen incidents.
By keeping these factors in mind, you'll be able to choose a venue that not only accommodates your guest list but also sets the perfect stage for your desired wedding reception aesthetic.
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Decorations: Candles, flowers, draping, and lighting can all help to create the right atmosphere
Candles, flowers, draping, and lighting can all be used to create the right atmosphere at your wedding reception.
Candles
Candles are a popular choice for wedding lighting, as they can create a romantic atmosphere and are versatile. They come in various vessels, shapes, and arrangements, allowing you to create a unique and special ambiance. From lining the wedding aisle to centrepieces, candles can be used in many ways. For example, you could use floating candles in stem glass holders or under a towering floral stand arrangement. For a modern look, black taper candles running the length of the reception table can be a stylish choice. If you're looking for a more natural, outdoorsy feel, consider placing taper candles around a brick fireplace or creating your own candle holders from wine bottles.
Flowers
Flowers are a classic choice for wedding decorations and can be used in many ways. From centrepieces to floral backdrops, flowers can add a touch of elegance to your reception. If you're looking for a more modern approach, consider a printed floral backdrop or acrylic installations. For a simple yet effective look, hanging greenery or floral garlands draped over windows can bring the outdoors in.
Draping
Draping is a versatile way to decorate your wedding reception venue. It can be used to create an intimate and luxurious feel, cover up plain walls, hide things, or separate spaces. For example, drapes can be used at the entrance to a barn venue, creating a simple yet effective first impression.
Lighting
Lighting is an essential part of creating the right atmosphere at your wedding reception. From candles to chandeliers, there are many ways to illuminate your celebration. For a unique look, consider light-up letters or marquee letters to spell out a word. For a more natural vibe, string lights or paper lanterns can add a soft glow.
By combining these decorative elements, you can create a romantic, intimate, and luxurious atmosphere at your wedding reception.
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Tables and chairs: Rent tables and chairs, and consider decorative chargers and tableware
When it comes to tables and chairs for your wedding reception, there are a few options to consider. Firstly, renting or borrowing is a great option as it can save you money and storage space. There are many rental companies that offer wholesale prices on folding chairs and tables, as well as more specialized seating like Chiavari chairs. If you're looking to purchase rather than rent, there are companies that offer customized event furniture to fit your specific needs and budget.
The number of tables and chairs you'll need will depend on the size of your guest list, so it's important to finalize that first. Consider how much space you'll have at your venue and whether you'll need a tent or outdoor setup, which may require different types of furniture. Work with reputable companies to ensure you have the right amount of furniture and that it is safe and durable.
In terms of style, there are endless options to choose from. From ghost chairs to cross-back and cane back, you can select a style that fits your wedding aesthetic and budget. If you're looking to add a romantic glow, consider adding tall candelabras, mini votives, or floating candles to your tables. Unique accessories like lanterns, geodes, vintage pieces, and geometric accents can also bring your style to life.
Don't forget about tableware! You'll need plates, bowls, and flatware for your guests, and perhaps chargers, which are decorative base plates that come in various colors and styles. Your rental company can help you select the right combination of tableware to match your style and theme.
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Frequently asked questions
Here are some essentials you will need for your wedding reception:
- A venue
- Food and beverages
- Chairs and tables
- Lighting
- Music
- Decorations
Here are some fun extras you can include at your wedding reception:
- A photo booth
- Games for cocktail hour
- A guest book
- Wedding cake topper
- Centrepiece details
Here are some things you may forget to consider:
- Power sources for lights
- Restroom signs
- A backup of your playlist
- Generators or a tent
