Wedding Reception Logistics: Creating A Workable Schedule

Wedding Day scheduling is probably more important for the first half of the day which consists of the ceremony and wedding pictures, so it’s easy to overlook the importance of time management with respect to the Wedding Reception.

The two key factors in determining an effective and flowing Reception plan are: (a) If there is a Receiving Line at the Reception – and, if so, the number of guests; (b) The timing of the Speeches.

Without a Receiving Line, there should be plenty of time to work with.  Now, some couples have the Receiving Line immediately after the Ceremony (ie) inside the Church.  In this situation, the amount of time allocated for the photos, including, Family, Wedding Party and Couple Shots could become limited if the Receiving Line takes too long.  Then, depending on how much time there is, the Newlywed’s pictures may be rushed in order for them to make it to the Reception on time – and you really don’t want to be stressed out for these important pix.

Back to the Reception.  5:30 is a typical starting time.  Guests begin to arrive.  Cocktails and hors d’oeuvres are consumed.  Dinner is frequently served at 7pm.

Let’s assume you start the Receiving Line at 5:30.  When will it end?  Depends on the quantity of guests.  Most weddings will have arond 150 guests.  If you and/or your guests are chatty you might be looking at 7:00.  On average, if you reckon 30 seconds per guest, then it will take 75 minutes.  If there are 250 guests or more, there may be issues (ie) Supper is delayed, which will compromise the quality of the meal.

For the wedding photographer, it’s a non-issue if there is a Receiving Line or not, or how long it takes.  Anything and everthing will be photographed.  What With question, though, is that the Receiving Line can be fatiguing for the Newlyweds – who have been going hard for half a day already, have been through the ceremony, and have spent a couple of hours on their photos.  After all that, they are expected to stand and greet people for an extended period of time, with permanent smiles throughout.  By the end of it, most Couples are toast.  At least dinner is right around the corner.

In some cases, not having the Receiving Line is not an option. Certainly, for those in this situation, because it is simply a normal part of the day, having a Receiving Line may not be quite as unfavorable as it is portrayed.  However, if you can, you may be partial to giving it a pass.

What do you gain by passing on the Receiving Line?  (1) The Bride & Groom can relax for a short time, maybe 15 minutes, once they arrive at the Reception Hall.  After freshening up they can hang out with their guests who are arriving and enjoying drinks and hors d’oeuvres – as opposed to spending the entire time rooted to one spot; (2) Participating in the Cocktail hour with their friends and family will allow them to mingle in a more special way than in the Receiving Line (ie) more creative wedding photos; (3) In lieu of the Receiving Line, the Newlyweds can also visit people at their tables between dinner courses.

Next order of business is Speeches.  How many and how long?  Invariably, most say there will be few and they will be to the point.  While that can be true, once the Wedding Day happens there are frequently more Speeches than originally factored, and you can usually expect one Speech that is surprisingly long.  Remember too that once Speeches commence, there has already been a decent amount of liquor consumption.

So, when should you do the Speeches?  Well, if you are having a sit-down dinner that normall takes about 2 hours.  Speeches usually take anywhere from 30-60 minutes.  So, if you schedule the Speeches after dessert everyone will be stationary for up to 3 hours – possibly longer if dinner and/or speeches take.  That can suck the life out of the action before it has even begun.  Having the Speeches interspersed throughout dinner works beautifully, concluding with the Bride and Groom speaking while dessert is served.  That way, once dessert is finished, you segue right into the dancing.

If Speeches start after dinner the crowd might get impatient and leave the room – which can be disruptive and even disappointing.  Furthermore, most Couples have their First Dance at the close of the Speeches.  If the Speeches take place throughout dinner then as the guests are eating dessert the Newlyweds can say a few, or a lot of, words and then immediately have their First Dance.  In this case, almost everyone will still be seated or in the room.  On the other hand, if the Speeches are done after dinner then by the time they finish and it’s time for the First Dance, you may have low attendance on your hands.

By the way, some Couples decide to have their First Dance when they are introduced at the beginning of dinner.  Here, they have a captive audience and all eyes are on them.  One possible drawback is if there are windows in the room it is usually still bright at about 7:00 and that may not be as dramatic as evening lighting.

Now, by Reception time the Bride and Groom have been up since early morning.  A lot of energy has been spent.  Accordingly, creating a Reception Schedule that flows nicely and isn’t burdensome can contribute greatly to realizing an unforgettable wedding day.