August 24, 2010
Wedding Reception Logistics: Creating A Workable Schedule
Wedding Day scheduling considerations are arguably more crucial for the earlier part of the day which comprises the ceremony and wedding pictures, so it’s easy to underestimate the importance of time management with respect to the Wedding Reception.
The two most important issues in determining a workable and flowing Reception plan are: (a) Is there a Receiving Line? (b) The timing of the Speeches.
Without a Receiving Line, its all good. Now, some couples have their Receiving Line immediately after the Ceremony (ie) inside the Church. Here, the amount of time allocated for the pictures, including, Family, Wedding Party and Couple Shots could be adversely affected if the Receiving Line takes too much time. 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 schedule - and these are the last pictures you want to hurry through.
Back to the Reception. It of starts at about 5:30. Guests begin filtering in. Cocktails and hors d’oeuvres are consumed. Dinner is usually served at 7pm.
Let’s assume you begin the Receiving Line at 5:30. When will it go until? Depends on the number of people. Most weddings will have about 150 guests. If you and/or your guests are talkative you might be looking at 7:00. On average, if you estimate 30 seconds per guest, then it will take 75 minutes. If there are 250 guests or more, there may be issues (ie) Dinner starts later, which could threaten the quality of the food.
For the wedding photography, it’s basically irrelevant whether there is a Receiving Line or not, or how how much time it takes. Anything and everthing will be photographed. What is undeniable, though, is that the Receiving Line can be tiring for the Newlyweds - who have recently had their ceremony, and who, in most cases, have just arrived at the Hall from doing their pictures. After all that, they are expected to stand and receive people for a long time, with permanent smiles throughout. At the end, most Couples are toast. At least dinner is usually not far off at this point.
For many cultures, the Receiving Line is a must. No doubt, for these folks, because it is simply a normal part of the day, having a Receiving Line may even be enjoyable. However, if you can, you may be partial to giving it a pass.
What do you reap by avoiding the Receiving Line? (1) The Couple can take a load off for a short time, maybe 15 minutes, once they arrive at the Reception Hall. After freshening up they can actually be a part of the Cocktail hour - instead of having to spend the entire time standing in one spot; (2) Participating in the Cocktail hour with their guests will allow them to connect in a more meaningful way than in the Receiving Line (ie) more creative wedding photos; (3) In absence of the Receiving Line, the Newlyweds can also connect with their guests at their tables between dinner courses.
The other part of the Reception which can impact the timetable concerns the Speeches. How many and how long? Invariably, most say there won’t be many and they will be short. While that is sometimes the case, once the Wedding Day happens there are frequently more Speeches than originally anticipated, and you can usually expect one Speech that is surprisingly long. Remember too that once Speeches happen, there has already been a good amount of liquor consumption.
So, when is the best time to have the Speeches? Well, a sit-down dinner that usually takes about 2 hours. Speeches usually take anywhere from 30-60 minutes. Therefore, if you are planning on having the Speeches after dessert everyone will be sitting on their butts for up to 3 hours - at least. That serves to deaden the party before it has even begun. Having the Speeches spaced out throughout dinner works very nicely, concluding with the happy couple speaking as dessert is served. That way, at the end of their speech, the party is on.
If Speeches begin after dinner the guests may become impatient and head to the bathroom or outside for fresh air or cigarettes - which can be disruptive and even disheartening. Also, most Couples have their First Dance at the conclusion of the Speeches. If the Speeches take place during dinner then as the guests are finishing dessert the Newlyweds can say a few, or a lot of, words and then head straight to the dance floor and have their First Dance. In this case, most of the guests are still at their tables. 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’re probably looking at a half-full room on your hands.
By the way, some Couples decide to have their First Dance when they enter the room at the beginning of dinner. In this case, they have a captive audience and all eyes are on them. One possible disadvantage is if the space is naturally well-lit it is usually still light at about 7pm 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 boatload of energy has been spent. So, creating a Reception Schedule that flows nicely and isn’t burdensome can contribute enormously to realizing a memorable wedding day.