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Reception Details

TIMELINE FOR CEREMONY AND RECEPTION:

  • How long will the ceremony last and where will the receiving line take place?
  • What photos will be taken at the church and how long will they take?
  • How long will it take your guests to travel to the reception hall? 
  • Do your guests know the travel route(s) and will there be any construction or detours in the route?
  • Introductions after the bridal party has arrived in totality should take no more than 5-10 minutes
  • How long will the toast, blessing, meal serving, consumption, and cleanup last?
  • A buffet will typically be quicker but at least 75-90 minutes should be allowed for the meal and cleanup
  • The cutting of the wedding cake and its serving should take approximately 10-15 minutes.
  • Each traditional dance and event (garter/bouquet) should require approximately 5 minutes.
  • The dollar dance may take from 15-45 minutes, depending upon the crowd.
  • At least 1-2 hours should be budgeted for guest requests and dancing, depending upon the crowd.

SETUP OF RECEPTION FACILITY:

  • Where will the head table, DJ, band/live performer(s), cake, gift table, guest book, and buffet line (if applicable) be placed?
  • Who will do the decorating and arrangement of tables for room setup?
  • When will decoration of the facility and setup of the hall take place?   Same morning?  Previous evening?
  • Do the caterer, florist, bakery, and DJ have access to the reception facility at the necessary times?
  • Are booster seats and high chairs available?  Where can a telephone be found?
  • Are additional extension cords and/or circuits available?
  • Do you have access to additional tables and chairs if needed?
  • Where is the circuit breaker box in the event of a power failure?
  • Do you have a contact name and telephone number for the reception facility?
  • Who will place centerpieces, bubbles, favors, rice, and/or cameras on guest tables?
  • What needs to be cleaned in the reception hall, when, and by whom?
  • When will you be able to access the facility?   When do you need to vacate?
  • Is there a booking prior to or after yours?  How does this affect your reception?

CATERER:

  • Is there a surcharge at the bar if the guests do not purchase a preset amount?
  • When will the champagne be served? 
  • Will beverages be ready for the toast for all guests and the wedding party?
  • Is soda or grape juice available for the children?
  • Are seats and tables assigned and outlined for caterer?
  • Is the caterer aware of your planned time to end the reception – when will the tables be cleared?
  • Will the wedding cake be served or will guests be invited to serve themselves?

THE DAY OF:

  • Are the bridal party’s transportation arrangements from the ceremony to the reception confirmed?
  • If the minister cannot attend the reception, has a backup been selected for the invocation and blessing?
  • Is the best man prepared to present the toast?
  • Should the groomsmen or ushers escort your guests to the buffet line?
  • Does the wedding party have a change of clothing?
  • Does the wedding party have designated drivers for the ride home?
  • Have you outlined special announcements to be made by your disc jockey or emcee?
    • Guest book or card registration
    • Recognition of grandparents, godparents, children, and special guests
    • Will the parents of the bride & groom enter with the bridal party or rise at their seats?
    • Smoking & Alcohol restrictions
    • Parking & Drop-off restrictions
    • Use of bubbles and wedding cameras
    • Centerpiece and favor distribution
    • Family & guest birthdays, engagements, anniversaries, upcoming weddings, newborns, and other recognitions
    • Time of remembrance or song dedications for late family members, friends, and those who cannot attend