10 steps to a magnificent reception

from Spectacular Bride of Las Vegas Vol 29 | No 2

by Spectacular Weddings of Las Vegas

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10 steps to a magnificent reception

SET THE STAGE FOR A SUCCESSFUL CELEBRATION WITH A SMARTPLAN-OF-ACTION AND A TOUCH OF ORGANIZATION. ARE YOU READY?

1 THE BUDGET

The greatest factor to affect your budget will be the number of guests you invite. So, even though you’re ready to burst with excitement over your engagement, keep the wedding chatter to a minimum until you’ve set the budget and know exactly how many guests you can realistically invite.

WHO PAYS FOR WHAT Will the two of you be paying for the entire event yourselves, or will your parents be contributing? As awkward as it may feel to ask, it’s important for the harmony of the family to get a firm answer of how much each set of parents is planning to contribute. The days of the bride’s parents paying for the majority of the wedding are long past. Any support offered should be appreciated.

PARENT CONTRIBUTIONS Before discussing their contribution, do some research on overall costs for the wedding you’re envisioning. If they’re lending financial support, it’s likely they’ll expect to have some input and the right to invite friends, extended family, and business associates that you would otherwise not invite.

Have an idea of how many guests you’re willing to let them invite (which, realistically, will be affected by how much they’re able to contribute). Also have an idea of a few meetings or decisions you’d like them to be involved in, such as the catering and cake tastings, viewing invitation options, etc. It doesn’t mean you have to take their opinions over your own, it’s simply a way of including them in the wedding planning process.

2 AN EVENT PLANNER

A common hurdle for couples considering an event planner is the idea of relinquishing control. In reality, you’re not giving up control at all. You’re simply enlisting the services of someone with the organizational skills and resources to bring your vision to life. They do the footwork and research that allows you to make informed, intelligent decisions. Here’s a list of standard services:

• An initial face-to-face appointment to review your ideas, expectations and preliminary budget.

• Assist in creating a budget.

• Make suggestions and research options.

• Create an overview that accommodates your tastes, preferences and budget.

• Provide a list of recommended service providers (vendors).

• Assist with the selection of vendors, should you so desire.

• Schedule appointments with the vendors being considered.

• Review all contracts.

• Develop a detailed timeline for the ceremony, cocktail hour and reception.

• Develop a detailed floor plan.

• Stay in communication with the selected vendors.

• Confirm timeline several days before the wedding and provide final version to you and all vendors.

• Be on-site the day of your wedding to see that all service providers are on time and set-ups are proceeding smoothly and on schedule, and any emergencies are dealt with promptly.

3 THE GUEST LIST

Controlling your guest list enables you to focus more of your budget on the details that make a wedding so unique: the location, invitations, décor, menu, music and other elements that are often limited by large guest lists.

Begin by separating your list into two groups: one comprised of friends and family you simply must have at your wedding, and the other comprised of those with whom you’d like to have, but whose absence you can accept. On average, about 20 percent of your invitees will be unable to attend. As you begin to receive regrets from the primary list, immediately send invitations to the like to have list.

To reduce the level of discomfort when the topic of your wedding comes up in front of fringe-friends and coworkers not invited to the wedding, exercise a little discretion. Avoid talking about it compulsively and limit the Twitter and Facebook updates. Nobody likes knowing that everyone else is invited to a super cool party except for them. So, be discrete.

SINGLE FRIENDS If a single friend is engaged or in a serious relationship and you know the partner, by all means include them. However, you are not obligated to include an additional guest for a single friend.

CHILDREN If you prefer not to have children at the reception, use the invitation to relay this. Refrain from using the phrase “no children.” Instead, opt for the more subtle verbiage of, “adult only reception.” An acceptable compromise is including the children at the ceremony, and providing childcare and a separate children’s menu for the reception.

4 INVITATIONS + FAVORS

Paper elements are the most effective way to translate your theme throughout the entire event. Here’s a list of paper items to consider:

• Save-the-Date Cards

• Ceremony / Reception Cards

• Response Cards

• Directions / Accommodations Cards

• Ceremony Programs

• Menu Cards

• Table Numbers

• Place Cards / Escort Cards

• Tags for Favors

• Thank You Notes

Send your save-the-dates as soon as the venue is booked, especially if your date falls on or near a holiday or school break. Avoid committing yourself until you’re sure of how many guests your budget can accommodate. Once your save-the-dates have been sent, you’re committed.

Today’s favor selections are vast and varied. From themed and scented, to edible and decorative, favors have evolved into much more than a token gift. Enhance a favor’s value by having it serve a dual role as an element of décor and a departing gift. Let glass votives provide a home for tealights, become miniature vases for flowers, or, display place cards in a stylish, themed holder that guests take home with them.

Another option is to select a gift wrap or type of packaging that adds some panache to your table décor. Enclose the favor of your choice in a beautiful organza or beaded bag that brings out the color of your décor, or use a decorative box to lend a bit of architecture and texture to your table setting.

5 THE VENUE

Once you have a solid estimate of your guest count, begin the venue search. Choosing a venue is like going house hunting. Having a list of your top wants will save you time. Start by asking yourself a few questions:

• Do you want the ceremony and reception at the same location?

• Will it be a formal sit-down dinner or buffet?

• Will you need space to accommodate a band, or will you have a DJ?

• What type of venue are you envisioninghistorical, ultra modern, by the water, etc.

• Do you want a venue that has overnight accommodations?

• Do you want an indoor or outdoor location?

• Do you want to bring your own caterer?

• Do you need an area for child care?

SITE INSPECTION While websites are great for initial research, plan to do an on-site tour. If you’ve hired an event planner, take the tour together. Take note of the following:

• Inspect equipment—gazebos, dance floor, tables, chairs, stemware, glassware—What is included in the rental fee? Are there additional costs to consider?

• Ask about staffing. Is security staff required?

• How many servers will there be per table? Who is the facility coordinator on the day of your wedding?

• Ask about same-day bookings. Confirm privacy and separation from other events; adequate parking; and enough time for your service providers to set-up, breakdown and load-out.

• Ask when they begin calculating rental time. Is it from the moment your caterer or designers arrive, or the running time of the reception?

• Inspect florals, greenery and land-scaping. Love the trailing wisteria? Book your reception when it’s in full bloom.

• Inspect entrances, exits and restrooms. Are they attractive and easy to find?

BOOKING THE SITE Secure your location before hiring all of your service providers. If you have your heart set on a particular venue, then by all means book it 12 to 18 months out. If you’re flexible about your venue selection and are open to different options, you can actually plan a wedding in 4 to 6 months.

6 CATERING

If you are in a position to select your own caterer, try to narrow your list to no more than three. When calling each caterer, have as much information ready as possible – your wedding date and time, reception location, approximate number of guests, and degree of formality and theme, if applicable.

FOODIES UNITE Do you harbor a secret obsession for the Food Network? If so, you’re in good company. Couples across the country are releasing their inner-foodie, using both the cocktail party and reception to share their passion for the culinary arts. What better way to personalize your day than by sharing your secret love affair with food? The size and generational span of your guest list will influence selections, so before placing your final order, make sure there’s a little something for everyone.

CALCULATING THE COST Caterers charge on a per-person basis. To determine your food cost, multiply the number of guests by the cost per person. For example, if you have 150 guests and the cost of dinner is $85 per person, multiply 150 x $85 for a total cost of $12,750. Anticipate an additional 10% for overage, and 15%-20% for gratuity (service charge). Ask for prices inclusive of tax and gratuity.

SEASONAL INGREDIENTS Menu selections that utilize fresh, seasonal ingredients will be more cost effective than choosing exotic or out of season ingredients. Be open to cost saving suggestions by your caterer and be realistic about what your budget can deliver.

TO PRESET OR NOT TO PRESET Many venues encourage a preset first course. While it saves time, it can also make your reception look like a charity event. Instead of presetting the salad, consider doing the first dance at the beginning of the reception. Servers can bring out the first course while guests are admiring the results of the fancy dance lessons you convinced your fiancé to take.

FINAL GUEST COUNT Typically the final guest count is required one week before the event. This is the minimum number of people/meals for which you will be charged. Most caterers plan on the addition of a few last minute guests and will add these to the final bill.

7 RENTALS

Party rentals cover a variety of items: linens, tableware, chairs, chair covers, tables, dance floors, furniture, tents, candles, theme décor, etc. When contacting a rental company, be ready with the following information:

• What items will be provided by the caterer: glass, flatware, china, buffet linens, etc.

• What will be provided by the facility: tables, chairs, bar, linens, arbor, etc.

• Total number of guests attending.

• A tentative floor plan.

• Table/chair requirements of your bar and DJ

• Food serving style. Buffet stations will need linens for each table and possibly décor.

CEREMONY RENTALS A great deal of focus is placed on the reception décor. Not to be

overlooked are the elements that literally set the stage for the ceremony. Arbors, columns, topiaries, candelabras and chuppahs are available through most rental companies.

LINENS Before you decide on colors and theme, visit a rental or linen company. The styles, textures, fabrics, and colors available are staggering. A linen can launch a flurry of ideas and imagination. When tallying the number of linens needed, don’t forget the bar, buffet tables and other surfaces that may need a little coverage.

TABLES & CHAIRS In determining the number of tables and chairs, confirm possible extras for the bar, serving stations, DJ, cake, and gifts. If your venue offers an outdoor area, rent a few cocktail tables for guests who’ll be slipping outside to smoke or get a breath of fresh air. If there’s the chance of extreme heat or rain, reserve umbrellas for the tables. These extras will also affect your linen and floral orders.

CHAIRS & COVERS Old and worn chairs can be an unsightly distraction from an otherwise elegant affair. Easy options for the “bad chair” dilemma are chair covers and chair rentals. There are a myriad of options. Most rental companies have images of inventory online, so be sure to check-out their websites.

COORDINATING VENDORS A key element to creating a total look for your reception is good communication between your floral designer and rental company. The linens, florals, and props should complement each other, as well as the room in which your event will take place.

DELIVERY Find out in advance what the delivery, set-up, pick-up and payment policies are. Coordinate with the facility to ensure the location will be open when the rental company delivers your order and that someone will be there to direct them. Arrange for someone to monitor your rental items at the end of the event, paying attention to gathering, counting and bagging linens for return.

LIGHTING Nothing can transform a room as dramatically as lighting. It is the most effective tool for creating ambiance, and can be the difference between ordinary and extraordinary. Professional lighting is a necessity for formal and evening weddings. It has become quite affordable and flexible in accommodating venues and restrictions. Many lighting companies offer draping and props. Achieve impact by hiring a professional. Their ability to subtly draw attention to elements of décor, and create warmth and romance is worth the investment.

In addition to transforming a venue, lighting can be a cost way to divert attention from less attractive features of a room.

8 FLOWERS

When interviewing a floral designer, look for their use of color, texture, and overall flair. Ask about the rentals they provide, as many have large prop closets filled with arches, chuppahs, and vases of every size, shape, and style.

Once you’ve selected your designer, the creative process begins. Provide pertinent details at the get-go: your wedding date, time of day, style of wedding, ceremony and reception locations and a general idea of your budget. A good floral designer will suggest the right blooms to fit your wedding day.

BE PREPARED How do you express what you want when you don’t know the names of the flowers you like? Pictures, pictures, pictures. The more examples you show your designer the easier it is for them to meet your expectations.

SEASONAL CONSIDERATIONS For everything there is a season and flowers are no exception. Flowers in bloom during and around the months of your wedding will be more available and less costly than out-of-season selections. Holidays are also a factor. Ever notice how red roses cost more around Valentine’s Day? Tulips and hyacinths are in high demand at Easter. Christmas creates a premium for poinsettias and holly. Should you choose these seasonal flowers, factor this into your budget.

TIME-OF-DAY Your florals need to last throughout the day. Some flowers hold up beautifully in the sun; others are better suited for indoors. Your designer can advise you on what flowers remain perky and perfect under the palm trees, and which wilt before the wedding reception.

CEREMONY FLOWERS Repurpose ceremony flowers for your reception. Using these items twice helps maximize your budget. Ceremony arrangements are ideal for buffet tables, and aisle flowers can be used to decorate powder rooms, staircases and small hallway tables.

RECEPTION FLOWERS The venue will greatly influence your floral design needs. High ceilings call for bolder, more dramatic arrangements, while an outdoor venue can be accented with rustic, potted and flowering blooms.

Not to be overlooked are greenery and plants. Ficus trees wrapped with twinkling lights and potted palms add dimension. If the budget allows, consider adding a few more finishing touches. Sprinkle petals on serving trays and weave garlands along buffet stations.

9 MUSIC

There are three major segments for which to plan your music: the ceremony, cocktail hour, and the reception.

VENUE RESTRICTION If your ceremony is at a house of worship, inquire about music restrictions before booking your musicians. Likewise with your reception venue. Whether you intend to have a DJ, band, or both, be sure to ask about restrictions regarding the volume, or music duration-especially at outdoor venues within a residential community, which may have specific hours for amplified music.

BANDS The band size will depend on yournumber of guests. A suggested calculation for the size you’ll need is: 3-4 piece band for up to 100 guests; 5-7 piece band for 100-200 guests; 7-9 piece band for 200-300 guests.

DISC JOCKEYS Couples traditionally engage disc jockeys for their ability to provide a wide variety of music. They can play all of your favorite songs, and because DJ’s work with prerecorded music, your entertainment is continuous, even during breaks.

SONG SELECTIONS Once you’ve decided on a DJ, band, or both, provide them with a list of songs you would, and would not like played, as well as songs for your first dance, cake cutting, and other specific moments. Keep in mind that while you may love jazz or alternative music, they don’t always make great dance songs. Give your professionals the freedom to entertain your guests by mixing your personal requests with a balance of tried and true crowd pleasers. An experienced entertainer can read the crowd and keep the party jumping.

THE EMCEE Provide the emcee with an events schedule. If introductions are to be made, review the pronunciation of names and relay each person’s relationship to the bride and groom. To avoid awkward moments, inform your emcee about family sensitivities so they can phrase introductions to make all feel comfortable and acknowledged.

10 THE RECEPTION

Your reception will account for the majority of your budget and planning. Make the most of both by taking time to orchestrate it. Timing of key moments should be communicated to vendors, guests, and your wedding party.

TRANSITION FROM CEREMONY TO RECEPTION Avoid a large time gap between the ceremony and reception. Guests will likely arrive at the reception feeling less than fresh after wearing the same celebratory clothes all day; those with children will have to arrange for all-day childcare.

DIRECTING YOUR GUESTS If the wedding ceremony and reception are at different places, designate someone to greet and guide your guests to the cocktail or reception area, or make sure that there is adequate directional signage.

ASSIGNED SEATING If you opt for assigned seating, provide a copy of the seating chart to your caterer or event planner so they can arrange the seating cards in advance. In the case of open seating, reserve specific tables for yourselves and the bridal party, as well as family and honored guests.

TIMELINE Most receptions last about four hours, and should include the following:

• Formal introduction of bride and groom

• Seating of guests at their tables

• Your first dance

• Toasts, to begin as the first course is served

• Main course

• Dancing

• Cake cutting and dessert course

• Bouquet and garter toss

• Grand finale—the couple’s departure

MAKE IT YOU! While the idea of a ceremony and reception may seem traditional, you can make yours completely unique. Weave your interests, culture, and passions into your celebration. And, most importantly, don’t sweat the small stuff. Things happen and plans change. •

10 steps to a magnificent reception

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This article is from:

Spectacular Bride of Las Vegas Vol 29 | No 2