PLANNING THE PERFECT RECEPTION!

 

Planning the Perfect Reception

 

There are a few things you should keep in mind

while planning your reception!

 

 It will alleviate stress and worry if you take budgeting seriously.  Whether you are spending $10,000 or $100,000, budgeting is important.  Be sure to use our Calendar Countdown (Worksheets) or you will be overwhelmed. 

 

Ceremony – If you have a specific church location in mind, you may want to secure that date ASAP.  There are only 52 Saturdays in the year and believe me, they fill up very fast ALL OVER the country.  Your Wedding Reception location should be booked immediately after the church.  Try to have the reception follow closely in time to the ceremony or provide entertainment to keep the guests from being bored.

 

Cost – When considering the cost of different locations, consider the room rental fee, food, beverages, parking, gratuity, setup charges, and cost of the rental equipment needed.  Be sure you know what is included for the cost and that it is in writing.  If you are planning an outdoor reception, be sure to have a backup in case of wind or rain.  Some hotels are known for double booking.  A bride may see and reserve an elegant and beautiful room, only to find out later that the hotel took the liberty to book a more profitable event in the room she had reserved and moved her reception over to a small or less elegant room.  Be sure to get your room name and reception hours in writing.  

If there’s an expensive item that you really want to include, such as sushi or caviar, have it passed during the cocktail hour instead of serving it as a menu course or at a station.  Passing trays of sushi or caviar, topped toast points give your wedding a luxe feel, but the controlled quantity will cost you less. Consider a Thursday night wedding, especially in the summer.  It’s a great time for a party and vendors tend to offer reduced prices then.  Because they fall in between meals, midafternoon receptions typically have lighter fare and are less expensive.  If you choose, you can have a cocktail hour with Hors D’ Oeuvres followed by the Wedding Cake.  You might want to indicate this on the invitations. 

 

Bridesmaids – Very soon after you announce your wedding, you will be thinking about who you desire in the Wedding Party.  Choose with care those that you believe will be helpful and cooperative.  Be sure they can be there for you and make your job easier.  Be upfront with them before the final selection. It’s an honor for them to be chosen but also a commitment.

Alcohol – Depending on the brand of alcohol served, the price for liquor varies greatly.  There are several options for serving alcoholic beverages to your guests: It’s popular to have an open bar for the first hour, followed by a cash bar for the remainder of the evening where guests pay for their own drinks. An option is to host beer, wine, and soft drinks and have only mixed drinks available on a cash basis.  You should plan on 1 drink per person per hour at the reception.  Be sure that food also accompanies liquor.  Some Reception locations charge an extra fee for bartending and setting up the bar.  In order to purchase and serve alcohol for your reception, a Caterer is required to have A Liquor License.  In some instances, you can provide your own alcohol.  Alcohol is sometimes replaced by sparkling beverages or nonalcoholic punches, so this may not be a problem for you at your location. For evening receptions Hors D’ Oeuvres are often served during the first hour. Consider serving them “Buffet Style “.  It will be less costly for you and your guests will eat less than if constantly being offered food by waiters.

There’s a wide price range between caterers for the same food.  Most facilities have predetermined menus for you to choose from.  Food selection, as well as price, maybe a consideration in deciding upon the reception location.  Take time to look at 2 or 3 locations.  Many banquet halls in Vegas provide a place for the ceremony as well as do hotels.  The cost for a sit-down meal is higher because of the number of servers who must be employed.  If offering a buffet meal, have the catering staff serve the food on the guest’s plates.  Chicken and Beef are the most popular choices. Be sure to ask the caterer what their specialty is.  The new trend is to make a website that your guests can log on to. 

You can provide up-to-the-moment info regarding accommodations, and where you are registered.  Be careful that your wedding doesn’t take on the appearance of an upcoming production. Miss Manners said, “It is useful to

have a map with directions to the reception & rehearsal dinner.”  It does not take the place of personally sent invitations. Concentrate on being helpful and you won’t go wrong.

Receiving Line – You and your new husband will arrive later than the guests because you will take photos at the ceremony location.  When you first enter the filled reception hall, go immediately and form the line so that you can greet your guests.  It is important that you talk to everyone who comes to the reception to thank them for coming to be part of your celebration.  For guests of more than fifty, a receiving line is an easy way to do that. 

DJ – Music at your Reception – Music is very important. A harpist, pianist, or string quartet, while Hors D’ oeuvres are served, is a beautiful touch.  By this time, you will know what kind of entertainment you want to have.  If you’re DJ or Band does not perform as Master of Ceremonies, you will need to hire someone to do that.  They help the reception to flow easily without lulls.  Because musicians are required to take breaks by their union, it’s a good idea to hire a Disc Jockey to fill in for your band.

Ice Sculptures – Ice Sculptures for your buffet table or standing alone, add an Artistic and Elegant touch.  The cost is very affordable and well worth consideration.  A work of art with a beverage flowing through it is unique or a bar made of carved ice. Guests will love it!

Wedding Cake – The pricing for a wedding cake can be a lump sum for the whole thing or sold by the slice.  When it is per slice, it is more expensive but worth it.  They are works of art made from sugar.  Some reception locations in Las Vegas will not allow you to bring in a cake from someplace else.  Be sure to ask about that and other services before the booking, so that you won’t be surprised later.

Grooms Cake – It is a charming older idea that has begun to resurface in many parts of the country.  It is traditionally smaller than the “Brides Cake” and often chocolate.  The flavor is of course up to your fiancé. It can reflect is a hobby or favorite sport.  They are sometimes served at the Rehearsal Dinner.

RSVP’S – On the back of the RSVP cards write the # of guests that you are inviting to attend. Example: # of guests 4.  This way you will have some control.  Be sure to number your RSVP cards on the back just in case someone sends it back without their names.  (It wouldn’t be the first time that happened.)  You will know who it came from.  Carefully note the returned RSVPs with the number of persons coming for each entry.  One invitation maybe 3 to 5 people.  You will need the total number of guests to your Caterer 21 Days before the event and so don’t delay ordering and sending your Invitations.  Take the time to put stamps on the RSVP cards. You will get them back more promptly.  Have your friends call 14 days before your reception for those who haven’t responded.  If you have carefully compiled the guest list with phone numbers, then calling will be a snap.  The Final List of guests needs to go to the Caterer 7 days before your reception.

Remember the members of the band, other entertainers and the DJ’!

 

Photographers, etc. also get fed at the reception.  Include them in the Final List to the caterer 7 days before your event.  Some locations will give you a reduced price for hired professionals who are present at your reception.

Photography – Don’t forget to tell your photographer what pictures you want to be captured at the event.  Please check out our (Worksheet) Photos Not to Be Missed Article can be very helpful in your planning.  What people do you want to be photographed?  You would hate to have important loved family members left out and there may not be another chance to photograph them.  Perhaps you could give the Best Man a list of VIPs for the photographer to include.  He will know everyone better than the Photographer and make the photographer’s job a little easier.  Having a photographer capture a picture of everyone for each table is a good idea.  The guests will love it if you and your fiancée are behind the table as the picture is taken.  They will want to purchase the picture.  You can hire LV Photo Party and have your guests go to their booth for fun photos.  You go home with a special book of pictures captured of your friends and relatives.

The Money Dance – Don’t forget to read the Article the Money Dance and also don’t forget to read my new article about, The Money Box!  The money box will be a fun craft for you and your fiancé to do.  These are still very popular at weddings and fun for the guests.  Tell them to line up behind the Best Man and Maid of Honor for their turn to dance with money in hand.  The money can be gathered there as they go dancing or pinned on the groom and stuffed into the bride’s purse.  You can also have a money box where money and checks are given throughout the reception.

The Gift Attendant – Is responsible to watch over the gifts during the reception so that no one walks away with them.  This is especially important at a public location such as a hotel or outside garden where other people will be walking past. Hiring someone is a good idea.  Your friends and family want to enjoy the reception not babysit your presents.  Be sure cards are firmly attached to unopened gifts.  Have scotch tape available where the gifts are laid.  You should specify the exact gifts given when you send out, you’re thank you notes.  Designate individuals to pack and take home the gifts from the reception.  A van or 2 is usually best. Remember you will be leaving on a Honeymoon.  Designate someone to return all rental items including tuxedos.  They will need your contract with the items listed.  Deposits may need to be picked up.

Your Maid of Honor – The list of Maid of Honor duties and responsibilities is QUITE extensive – On the internet, you will find a lot of helpful information.  A list of duties that are required of your maid of honor, be sure you choose someone who is physically capable of the tasks at hand.  She will need the help of your Brides Attendants.  

Your Best Man – Will be a very busy guy at the reception.  He also takes care of the Get Away Vehicle, whether it is a hot-air balloon, a decorated limo, or a car loaded with honeymoon luggage.  Flowers are always a great surprise on the vehicle. Caution him regarding any paints used.  Be sure they are easily washable!!! 

 

Do have lots of fun at your reception and enjoy this special time.

 

When you are getting ready and looking in the mirror, take time to smile and reflect on your love for that special guy. 

It will be a Fun and a Joyous occasion!