Wedding Reception Planning

Wedding reception planning includes selecting the reception venue, the decor, the written sequence of events, selecting the master of ceremonies, designing the seating plan, selecting the caterer, determining music and entertainment, determining toasts and tributes, and deciding how the evening will conclude.

Many wedding reception planning elements will require signing a contract. Be sure to read contracts thoroughly. Think of any questions about the contracts and write them down. Have your partner read the contracts as well, and share your questions and observations. The details are important.

The wedding reception venue location should be reserved when you book your ceremony venue. It is now time to determine the details of your wedding reception.

Reception Table

Wedding Reception Planning

The to-do List

1. The Caterer

Wedding reception planning includes booking the caterer and establishing the menu. A sample tasting session as a preview to the menu options is always fun if the caterer can provide such a service.

2. Entertainment

Book the band, disc jockey, special music, and/or select recorded music. There are often traditions that include the wedding couple's first dance. Sometimes the bride's father and the bride dance. It is also customary that the groom will dance with his mother. Entertainment can include a special dance routine performed by the groom's attendants, the bride's attendants, or both. If this is the case, these routines should be practiced and well rehearsed in advance of the evening.

Reception Band

3. Decor

Arrange for the decor that compliments your wedding theme. If items are ordered be sure of the delivery date. You may need space to store decorations if you are doing this yourself rather than having an outside resource provide the decorations.

4. Access

Confirm when you will be able to access the reception space to decorate. How will you gain access? 

5. Seating Plan

Develop the seating plan is an important part of wedding reception planning. Do you want a special table for grandparents, significant others for the wedding party attendants, or other tables of honor?

Reception Seating Plan

6. Recruit Help

Request assistance to set up the decorations and centers of interest. Appoint someone to be in charge as this will create clarity when decisions need to be made. You may want to visit the reception venue the day prior to ensure that everything is as planned. It will put your mind at ease. 

7. Order of the Evening

Write out the Agenda or Order of the Evening for the Reception. This could include the following:

  • Welcome
  • Announcements: i.e. Information about practical matters i.e, restrooms, parking, when the evening will conclude, etc.
  • Dinner is served
  • Cutting the wedding cake
  • Toasts
  • Presentation if applicable
  • Dance if applicable
  • The send-off
  • Closing the evening

8. Master of Ceremonies

Ask someone to be the Master of Ceremonies and share the agenda for the evening. The title, Master of Ceremonies is accurate for both female and male participants, but it is also accurate to entitle females who fill this role as, Mistress of Ceremonies.

Reception MC

9. Wedding Toasts

Arrange for those who will offer toasts. Typically, there is a toast to the bride, a toast to the bridesmaids, and/or bridal party and that toast may include the guys, and a toast to the parents. There can be more toasts. These are the basics. Keep in mind there may be those who offer a toast that was not planned as part of the program.

Five Absolutes to make your Wedding Toast and YOU a Hit!

Toasts and tributes are key moments in the schedule of festivities. They give context and express in words the sentiments of the guests.

When you have decided which toasts will be offered, you might share this webpage with those making the toasts. Whether it is the groom, the parents, or a member of the wedding party, the following are some key points that will make the moment a success.

To those making a toast:

1. Your Frame of Mind Matters - determine ahead of time to make giving toasts and tributes a great experience. Set the tone in your mind and spirit to make it so.

2. Being stressed about making a toast will show no matter how great an actor you are and this will diminish the power of your presence and your words. The tribute will be weak if inside you really don't want to do it.

3. Look forward to the opportunity, no matter how hard that might be. A positive frame of mind in the weeks and days before changes you, and enables you to engage your audience making the moment meaningful and memorable. And, if you do a great job, you could find yourself in the spotlight for such a task again. That is a wonderful compliment.

4. When you're smiling! At least half of your message is in the way you deliver it. Smiles are contagious and make people feel good. Your role in giving the toast is to make people, everyone, come together in a moment of feeling good!

5. The floor is yours; enjoy the moment. The opportunity to give formal Toasts and Tributes does not come often.

Bringing People Together

Your job in delivering a toast is to bring people together. The act of raising a glass is a collective one. To drink a toast is equivalent to the entire gathering expressing the collective hear-hear, Amen, or We Agree. To do this, while not specifically your job, ensure that everyone has something in their glass. It is considered rude to raise an empty glass. The drink does not need to contain alcohol, but sparkling beverages add to the celebration.

Delay your own indulgence until after your job is complete. It is distancing to your audience and puts you at a disadvantage if your words are slurred, your judgment off, and your composure compromised. Maybe a small well-paced drink will soften the nervous edge but be careful. The effects of alcohol creep up unexpectedly. Your job in creating this moment is your primary responsibility. It is important and brings its own joy. Save your personal fun until after the toasts and tributes. It’s worth it.

10. Concluding the Evening

Determine how you will exit the evening. This is an exciting moment as you begin your journey as a married couple. Will there be sparklers, a confetti or rice gantlet, or a set of trumpeters to see you off?

When the band or music concludes, this will be the que that the evening is coming to a close. You will leave prior to your guests as they will want to give you a warm send-off. You will have pre-determined whether you will change into your traveling clothes, or remain in your wedding attire. As the reception will conclude well into the evening, typically you would be traveling to your hotel or overnight accommodations for the evening.