Junior Rasmussen
Planning a wedding reception can be stressful, but it's important to keep in mind what needs to be done to ensure your big day goes smoothly. There are many vendors, venues, menu selections, and décor ideas to choose from, and it's crucial to be organised and pay attention to detail. It's also essential to understand the difference between the wedding ceremony and the reception. The ceremony is typically more serious, while the reception is a celebration with food, drinks, and dancing. When planning your reception, consider the style you prefer, such as a formal seated meal, buffet, or cocktail party. Create a timeline for the reception and share it with your vendors, especially your caterer and DJ or bandleader, and your VIP guests. Let your vendors know about any must-have photo moments and confirm delivery details for any items they are providing, such as cakes or flowers. It's also a good idea to keep track of payments to each vendor and be transparent about your budget if you decide not to use a particular vendor.
| Characteristics | Values |
|---|---|
| Budget | Let vendors know your budget and be open to negotiation. |
| Timeline | Share the timeline with all vendors and keep them updated on any changes. |
| Must-have moments | Inform photographers and videographers about specific moments or people you want to be captured. |
| Guest count | Inform vendors about the approximate guest count. |
| Reception style | Inform vendors about the style of the reception, such as formal seated, buffet, cocktail party, or food stations. |
| Delivery details | Inform vendors about delivery details, such as the timing and location for cake and flower deliveries. |
| Tipping | Inform vendors about tipping expectations. |
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What You'll Learn
Signed contracts, budget, and payment
Signed Contracts
Before signing a contract, read it thoroughly and make sure you agree with all the terms. If there is anything you are unsure about, discuss it with the vendor and make changes if necessary. Both parties should initial any changes made. It is also important to ensure that the contract includes the full names and addresses of both parties, as well as the date, time, and location of the wedding event.
Once you are happy with the contract, sign it and return it to the vendor. Request a countersigned copy for your records. If you are working with a friend, it is still important to get the agreement in writing to ensure both parties are protected.
Budget and Payment
Wedding contracts should include a clear and structured financial plan. This includes a full payment schedule with amounts, due dates, and payment methods. It should also outline any additional fees, such as late payment fees, and the terms for cancelling the contract, including any financial implications.
When discussing payment, be clear about who is paying. The person responsible for paying should be the one to sign the contract. If someone else is paying, such as a parent or in-law, they should sign the contract instead. It is also important to discuss any additional costs that may arise, such as travel expenses if the wedding is outside the vendor's standard radius of service.
Finally, do not make any payments without a contract. Once the contract is signed, you can proceed with payments according to the agreed-upon schedule.
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Reception timeline and order of events
A wedding reception is a celebration that follows the wedding ceremony, where guests can enjoy food, drinks, dancing, and other unforgettable moments. A wedding reception typically lasts between four and seven hours, including cocktail hour. The length of the reception may depend on your venue contract, as different venues offer different wedding packages that include a certain number of hours, and there may be noise restrictions.
Before the reception
If you are planning on having a receiving line, it would take place before the reception, either at the ceremony venue or as guests are entering the reception site.
Guests arrive at the reception
Guests enter the reception and are seated. This is a good time to have guests fuel up for dancing and other activities. Whether you're serving a plated dinner, family-style, or buffet style, it's best to let guests eat shortly after entering.
First dance
At some weddings, couples perform their first dance immediately after entering the reception, while others wait until after dinner.
Blessings and prayers
If there are any blessings or prayers to be said before the reception meal, they will be offered at this time.
Speeches and toasts
Speeches and toasts are typically given as guests are enjoying the reception meal.
The hora
At Jewish weddings, the hora, a lively circle dance, usually takes place after the first dance and before dinner.
Thank you
The newlyweds and/or their parents can briefly thank all their guests for attending.
Bouquet and garter toss
If you are planning on doing a bouquet and garter toss, bring both of these items to the venue a day before the wedding.
After-party
If you are hosting an after-party, it will take place immediately after the reception. Make sure your guests know the details by listing them on your wedding website and via signage at the reception.
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Photography and videography requirements
Photography and videography are often the next vendors to select after the planner and venue are secured. It is important to remember that each ceremony is unique, and so photography and videography requirements will vary.
Firstly, it is important to ask the right questions. Be honest and vulnerable about yourself, your budget, and what you are looking for. Ask prospective photographers and videographers about their style, workflow, and logistics for shooting special parts of the day. Discuss how you can coordinate with other vendors to ensure you are not in each other's way. Ask about their equipment, backup plans, and processes for after the wedding.
Secondly, it is important to consider the style and approach of your photographer and videographer. Discuss with them how they will make you feel comfortable in front of the camera, and whether they will be able to capture candid moments and genuine expressions. Consider whether you want drone photography and videography, and whether you want a teaser video to share on social media.
Thirdly, it is important to think about the practicalities. Discuss how much time you want your photographer and videographer to spend at your wedding, and whether you want them to capture the preparation, reception, and after-party. Consider whether you want them to work together with your other vendors, and whether you want them to be in contact with each other. Finally, ask for referrals from other vendors, and be prepared to pay more for a more experienced and skilled photographer or videographer.
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Catering and cake specifics
Dietary Requirements
It is essential to ask your guests about any dietary restrictions or requirements they may have. You can include a section on your wedding invitations or website for guests to provide this information. This will help you create a comprehensive list to pass on to your caterers. It is also worth asking your caterers about their experience accommodating dietary needs and whether there will be an extra charge for this.
Style of Catering
There are various styles of catering to choose from, including plated, buffet, staffed stations, and family-style. Consider the number of guests you'll have and the length of your reception. A plated meal, for example, is more formal and efficient for serving multiple courses, while a buffet offers guests more freedom of choice and can be more budget-friendly for larger groups.
Tastings and Menu Customization
Most caterers offer menu tastings, which is an opportunity to finalize your menu choices and make any necessary adjustments. Communicate your preferences and the vibe of your wedding to help create a customized menu. If you have specific food ideas or a unique twist you'd like to add to a dish, discuss this with your caterer to see if they can accommodate your requests.
Timing and Logistics
Discuss with your caterer how long the service will take and ensure it aligns with your reception timeline. Ask about their setup requirements, including access to the venue for preparation, and whether they provide serving materials. Also, clarify any additional services they may offer, such as trash removal, table clearing, and washing dishes.
Cake Cutting and Serving
If you are providing your own cake, confirm with your caterer if they offer cake cutting and serving services. Some caterers have their own cake and pastry chefs, so it's worth inquiring about any dessert options they can include in your package.
Final Guest Count
Provide your final guest count to the caterer by the due date, which is typically 1-2 weeks before the wedding. Communicate any changes after this date, as caterers use this information to order the proper amount of food and avoid waste.
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Venue and decor details
When it comes to venue and decor details, there are a few key things to keep in mind. Firstly, it's important to ask the right questions to ensure that your vision can come to life. Some venues have restrictions on decorations, so it's crucial to communicate your plans and ask about any limitations. Find out if there are any rules regarding open flames, specific types of décor, or setup changes that cannot be made. For example, some venues may not allow candles, sparklers, or certain types of lighting due to safety concerns.
In addition to restrictions, it's helpful to understand what decor items the venue can provide. Some venues offer an inventory of décor, such as lighting, candle holders, vases, and signage. By knowing what is available, you can avoid unnecessary costs and ensure that your decorations don't clash with the venue's offerings. It's also important to clarify who will be responsible for setting up and breaking down the décor. Confirm if the venue's staff will be involved and to what extent, so you can make alternative arrangements if needed.
Another crucial aspect is timing. Your vendors, such as florists, planners, caterers, and DJs, will need access to the venue for setup and preparation. Your contract with the venue should specify the earliest time they can arrive, along with any restrictions or special requests regarding access, staging areas, and parking. This information will help you coordinate with your vendors efficiently.
Don't forget to consider the practical needs of your guests. Ensure that there are enough restrooms to accommodate your guest list comfortably, and confirm if additional portable restrooms are necessary. Also, think about the proximity of the venue to lodging for your guests. It's generally recommended that guests shouldn't have to travel more than 30 minutes, especially if you're not providing transportation. Check if the venue has partnerships with nearby hotels that offer discounts for booking multiple rooms.
Finally, keep in mind any unique touches you want to incorporate. Whether it's a fun idea like a food truck or lawn games, or something more traditional like a string light display, communicate these plans with the venue to ensure they are allowed and can accommodate your requests. Remember to get all the necessary details in writing, including setup and cleanup times, to ensure a smooth and stress-free planning process.
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Frequently asked questions
Some important details to go over are whether the venue offers add-on services like catering, the proximity of the venue to lodging for guests, any preferred vendor lists you need to be aware of, and the payment schedule.
Ask about the total cost and what it includes. Find out if you have to use their approved vendors and if they provide a day-of coordinator. Ask about any rules and restrictions, such as setup changes that can't be made, and the time you can arrive to start setting up.
Ask if you have to choose from a list of approved caterers or if you can hire your own. Inquire about any food and beverage minimums and if there are consequences for not meeting them. Ask if you need to purchase liquor through them or if you can source it elsewhere, and if there is a corkage or service fee for bringing your own.
Ask how many staff members are included in the venue cost and if they are full-time or brought in for each event. Also, ask about the duties of the staff so you can inform your other vendors.
