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  Reception Set-Up Page 2 

 

Reception Set-Up 

General Information about

Receptions, Rehearsal Dinners, Buffets, etc.

  Receptions offer a special uniqueness to hospitality.   This kind of hospitality covers personal events and weddings to business settings, open house events, and new business openings.   Wherever people gather, it is proper to offer refreshments.  It dictates certain reflections.  All receptions generally follow the same guidelines---food, drink, accommodations, and a decorated table.   A guest registry book and room decorations might also be added.  At a company or organizational event, one might utilize company colors and display memorabilia, the organization's logo, scrapbook, and other relevant items.  For the formal, seated dinner, there are always place cards for special guests.

 

The location is of vast importance.  Is it close to hotel accommodations?  For weddings, is it close in proximity to the ceremony site.  Find out key information about the site location such as time restrictions, overtime fees, basic rental fees, clean-up fees, policies on alcohol and occupancy regulations.  If the location offers a kitchen, inquire about utilization fees.  Parking is always a consideration

 

 

Consider factors such as rental fees and discounts for choosing a day of the week versus the weekend.   Is there an adequate ratio of staff to guests?  Do you need valet parking?  Is there a means of handicapped accessibility?

 

For guest accommodations, be sure that the bathroom facilities are stocked adequately.  You may request to have or to provide pretty guest towels, potpourri, fancy soaps, and hand soap dispensers.  If the reception is to be held outdoors, consider spraying the yard or garden area for insects the day before and the morning of the reception.  Search through the table planning at “Reception Sit” and menu planning sections on the Site Guide for additional information

    FineStationery.com FineStationery.com

 

STAFF REQUIREMENTS

For a sit-down meal, one waiter per 15 guests

For a buffet, one server per 15 to 20 guests

For an hors d’oeuvres party, one server per 50 guests

For a cocktail bar, one bartender per 50 guests, plus a server

 

Food Station

A growing trend is to have several themed tables located in the hall where food is sectioned off by type, i.e. dessert bar, Mexican, seafood, Pasta, Italian, Chinese, etc.

 

The Bride’s table at a wedding include (from left to right): Usher, bridesmaid, best man, bride, groom, matron/maid of honor, usher, bridesmaid.  If there is room at the table, the bridesmaid’s spouse can be included.  Place cards are required for this table.

The Bride’s table is always served or waited upon first.

 

The parents’ table is usually larger than the guest tables and includes place cards.  Those at this table include the father of the groom, bride’s mother, bride’s father, groom’s mother, and grandparents.  Others might include the clergyman and spouse.   This table is basically for the parents and their close friends and close relatives.  If the parents are divorced (and unfriendly) another parents’ table can also be set up to solve this issue

 

Seating Chart needed?

A seating chart assists the guests in quickly finding their place at the guests’ tables.  The chart needs to be prepared large enough for quick viewing.  Consider having an artist draft one or a print shop.   Post the chart in a convenient location at the entry and place on an easel.  Use a graph to determine table set-up, head table, an area for the musicians, bar service, cake and food area, and other specifics to your celebration.

 

 

 

 

 

 

 

Guest(s) of Honor

 

 

 

Date                      

 

 

 

 

 

Day of Week       

 

 

 

Time                      

 

 

 

Location Site      

 

 

 

Site Address       

 

 

 

Contact Person   

 

 

 

Phone                   

 

 

 

Cell

 

 

 

Email

 

 

 

Estimated # of Invitations

 

 

 

Estimated # of People

 

 

 

Set up Time & Date

 

 

 

Theme

 

 

 

Hostesses

 

 

 

Menu Plans

(see Menu & Hospitality)

 

 

Program Ideas for the Wedding Reception

Nostalgic Paper Memories Program Covers

Like the wedding, your reception also has a program or agenda to follow.  Provide a program list of the sequential order of events that you want.  Include traditional activities and other events to make it as festive as you desire.   Provide this list (with detailed instructions) to your entertainer, photographer, videographer, and wedding consultant.  You may even want to prepare a printed out program to place on each of the guests' tables as a keepsake.   Example below:

Cocktails

The Wedding March

The First Dance

Buffet Served

Toasts

Cutting of the Cake     

The Single's Dance

Tossing the Garter & Bouquet

Community March                   Where the Bride and Groom lead a march in and around the

reception location, adding guests' at the end of the line

with The Bunny Hop tune playing. 

 

Your program can also list the names of the parents, attendants, special guests, and words written by the couple.  You may also want to list the name of the band, special services personnel and a special thanks.

 

Wedding Toasts

The first toast is given by the best man to the bride.  She should not join in drinking from her glass since she’s the one being toasted.  It is appropriate for the bride to smile and perhaps bow in the direction of each person who toasts her.  The bride should consider raising a toast to her parents and maybe even to the groom’s parents and her maid/matron of honor. 

 

First Dance

If you are planning a dance at the reception, the first dance can be conducted after the “march” or once the receiving line has broken up.  Like the first kiss, only the groom may dance with the bride first.  After this special dance, the DJ can continue the reception program that you have lined out or encourage others to dance.  

 

Cutting The Cake--When cutting the cake at the wedding, have a picture of the bride's parents and the husband's parents cutting the cake on their wedding day. Have the pictures framed and sitting on the cake table for decoration!

 

 

KIDS KORNER at the RECEPTION

If a special room or area is set aside for children, have the following items gathered, in advance.  It might be a good idea to pay an attendant to watch over the children.

•         Crayons

•         Coloring Books

•         Puzzles

•         Small Board Games

•         Other child activities

 

 

Wedding Reception Styles

 Wedding receptions come in many styles and is usually determined by taste and budget.  Considerations include a simple cake and punch style; a full, set down dinner or buffet; and whether alcohol will be served or not.   Some prefer that the reception be set in a garden setting, a historic building or at a local Hotel.    Entertainment is also a question of including a band, DJ, quartet instrumentalists, a harpist or simply a pianist.  You may even want to start with a pianist for a quieter mood and then have a band play for the dance.  If you are unfamiliar with the musicians, it is a good idea to request an audience or attend one of their bookings.  If not, request an audio or video tape if one is available.  This will give you a good feel for their musical ability and style.   You may want to hire a vocalist who may sing with taped music and who may also use a keyboard.  The DJ can provide a variety of music for your guests.  Different mixtures of music that appeal to both the younger and older attendees at your event will provide enjoyment for all.  Reserve your booking date as soon as possible.  Live bands will also need special provisions for set-up at the reception site.

 Inquire about additional services that the entertainer might be able to provide.  If you don’t hire a master of ceremonies, the DJ can usually assist in making announcements, announcing the names in the entry March, and generating audience participation.  Other services that the leader might offer includes making announcements about the serving of the food buffet, asking guests to utilize the cameras on the tables and signing the autograph book, or asking the guests to travel safely home at the end of the event.  To make your reception a pleasant event, choose the personality style that is best appropriate for the atmosphere you desire to create.  The entertainer should be flexible to meet your needs and the program of your reception.  If you don’t want the dramatic flair, ask your MC designee to spare the jokes and circus-like presentations.

 When selecting your entertainment, interview the leader.  Ask specific questions about their fees, services provided, experience level, types of instruments used, how long they play before a break, and what the members of the group wear for such events.

     

  Reception Set-Up Page 2 

 

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