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Things to Consider When Planning Your Reception

Among common location sites for receptions, in addition to church reception halls, are hotels, restaurants, private clubs or halls. At most of these, a complete catered food service may be available onsite. In many areas, lawns and gardens are popular choices for receptions, especially during warm to moderate months of the year. Historical sites and antebellum mansions are other choices in many parts of the country. Some unusual backgrounds might be aboard a yacht, ship or boat, or even on the grounds of a winery or some other meaningful spot.

If you are not familiar with the possible location choices, then telephone and ask for a description of what they have to offer in catering options, waiters, waitresses, bartenders, parking valets, etc. If a particular site interests you, then ask for a tour of the facility to determine whether it will accommodate your guests and your needs. Check for electrical outlets for the servers and entertainers and also if there are restrictions on the type and amount of decorations.

Questions you will want to ask before settling on a site are:

• What length of time may you use the site?

• Will yours be the only party to use the site that day, or will

you have to plan around some other party?

• Is there an extra fee if you go beyond your contract time?

• Who is the contact person and do you deal exclusively with

them?

• When will you be able to get in and begin setting up?

• Will the site accommodate parking, restroom facilities and

kitchen needs?

• Does the fee include their cleanup service or do you have to

provide this?

• Are table and chairs provided?

• Is there a dance floor available?

• What is the maximum capacity of the site?

You should also ask about fire escape facilities and if there is anything else you should be aware of before you sign a contract.

Types of Receptions

The key to the type of reception you decide on will depend largely on the time of day you hold it. For example, an evening reception might necessitate holding a simple buffet meal or even a formal sit-down dinner. In this case, it would usually be held between 6 and 9 p.m. A dinner reception is usually the most expensive type of reception due to the cost of the meal and amount of service required.

Depending on the time of day, other choices include a brunch, a buffet luncheon, a tea or cocktail affair, or even simply light refreshments, if held in the afternoon. Morning receptions are often a much smaller affair than a dinner reception and may center around a brunch-type menu. The afternoon or early evening buffet is a popular choice among brides since it offers some of the advantages of the formal reception but at a much lower cost because minimal table service is required. The variety of foods served and number of guests accommodated can be determined by the reception budget. Food station buffets are growing in popularity as they offer a different serving area for each type of food provided. Each food station offers a different type of food and can provide guests with different ethnic food alternatives.

Toasts

Among other activities to include at the reception may be toasting the bridal couple, throwing the bouquet and garter, and if used, the order of dances. Traditionally, just before the wedding party is served, the best man may propose a toast to the bride. All present, except the bride, should rise and drink the toast. After the toast, the groom responds with thanks. Other members of the wedding party may propose toasts. Then the best man may read any telegrams or congratulatory messages sent to the couple.

Bouquet & Garter

Tossing the bride’s bouquet and garter are traditions often used at the close of wedding receptions. This could also be done earlier in the reception when more of the guests are present. If these events are to be photographed, make sure to include them in your list for the photographer. Also, if your garter is something that you would prefer to keep, consider having a “throwaway” garter especially for this purpose.

A popular tradition at most weddings is the receiving line, which normally is set up near the entrance to the reception site. This provides the wedding couple an opportunity to greet each guest and for the guests to meet both sets of parents. Formation of the line includes first the bride’s mother, then the groom’s mother, next the groom’s father, then the newlyweds and the bridal attendants. The bride’s father, by tradition, is considered to be the roving host and directs guests to the receiving line. The father of the groom may join him. Ushers also circulate among the guests to see that they are happy and comfortable.

Dances

Many wedding receptions include dancing among the guests. In these cases, an order of dances is normally observed. This dictates that the first song should be the newlywed couple’s favorite, and they should be the only ones on the dance floor at that time. Lights may be dimmed to give a more romantic effect. The next dance should be the bride with her father, and the groom with the mother of his bride. This is followed by the bride with the groom’s father, and the groom with the mother of the groom. After the parents dance, the wedding party, followed by other guests, join the dancing.