Ideas for a Superb Wedding Reception

The wedding reception is the most memorable event of a wedding day, after the exchange of vows— attending to key details guarantees success. Having a generous budget helps, but thoughtful choices and creativity are also important. For a superb celebration, follow these guidelines:

1. Choose an appropriate wedding reception venue,
2. Set the mood with informative invitations,
3. Arrange quality foods and beverages,
4. Plan special activities or entertainment,
5. Appoint a reliable master of ceremonies,
6. Decorate for beauty, elegance, or fun, and
7. Consider the special needs of your guests.

There are many kinds of licensed wedding reception venues, from private gardens to small hotels or grand castles. Some people prefer a fully furnished banquet hall, while others enjoy the romance of an outdoor marquee. Choose a place that feels comfortable and special; and that accommodates the number of guests on your list.

Following are some practical tips for booking wedding venues:

• Book well in advance. Venues often must be booked months or years in advance, especially for spring and summer weddings.
• When the ceremony is not held at the reception location, select a reception venue that is close—no more than 20 minutes away.
• For guests coming from out of town, consider the availability of affordable accommodation. If there are no rooms on site, ensure there are some nearby options.
• If your heart is set on celebrating in the beautiful outdoors, remember to make arrangements for a rainy day.
• When choosing a wedding reception venue, visit the site, and inspect the amenities before booking.
• Ask for references, reviews, and testimonials. Be clear about what services the venue provides, and whether there are any rules or restrictions. For example, if you want to party all night, ensure the venue doesn’t close early—or if you want to bring in a favourite caterer, make sure this will be allowed.

Set the Mood with Informative Invitations

Start the celebration with invitations that give guests an idea of what to expect. Don’t have them guessing. Let them know what type of food will be provided—whether it will be snacks or a full course meal. If there will be a cash bar, mention this in the reception invite. If there is any chance of people getting lost finding the venue, provide a map with directions.

There are three main formats for serving food at a wedding reception:

1. Stand-up— a cocktail party or finger buffet with foods such as canapés, sandwiches, pastries, and dips.
2. Fork Buffet—a hot and/or cold buffet.  This format requires tables, chairs, cutlery, and a seating plan.
3. Sit-down Meal—the most formal option is a sit-down dinner with several courses, champagne, cake, and coffee.

Other options include having a barbecue, serving afternoon tea, or offering brunch.
Quality food and drink is a must for any special celebration.   Whether the food is homemade or catered, offer fresh tasty items, on time, and at the correct temperature.  Screen caterers carefully—a caterer may come with the venue or you may have to hire your own.  Review the menu and ask for pictures and taste samples.  Ask about staff for serving, setup, and clearing.  If you are planning a small gathering at home, hire help for serving and cleanup.

The traditional beverage for wedding toasts is champagne, but sparkling wine is fine.  When planning beverages, consider offering:

• refreshments as guests arrive,
• wine and sparkling water with the meal,
• a non-alcoholic punch or virgin cocktails,
• soft drinks, and
• a complimentary or cash bar.

Serving tea, before or during dinner, is a nice touch that older guests may appreciate.

Entertain your guests, for an event that will be remembered by all.  Dancing with a live band or DJ is traditional and popular—however, there are other possible activities that may be added or substituted.  Consider the following ideas:

• Provide disposable cameras so that  guests may capture candid shots throughout the festivities;
• Hire musicians, dancers, a comedian,  juggler, magician or other performer to entertain before, during, or after the food;
• Plan games such as bingo, a draw, quiz, or treasure hunt;
• Hire a fortune teller or caricature artist.

To avoid disappointment, preview an entertainer’s act before signing a contract.

Appoint a Reliable Master of Ceremonies

A master of ceremonies or toastmaster is the person who oversees the reception and ensures that everything flows smoothly.  He or she may introduce the guests as they arrive and announce events, such as the meal, toasts, speeches, and cake cutting.  While traditionally this role has been assigned to the best man, any capable person may be appointed.   It is also possible to hire a professional toastmaster.

Fresh or silk flowers, candles, fairy lights, chandeliers, ribbons, and banners all brighten up a reception venue and create a special ambiance. Retain the advice of an experienced decorator, florist or venue staff. Attend to details such as the style of chairs, wedding motifs and colours, lighting, flowers, and tabletop decorations. An eye-catching cake is a traditional decoration, and a wonderful conversation piece.

Consider Special Guest Needs

Keep in mind any special needs of your guests; and try to make everyone feel as comfortable as possible. Provide options for vegetarians and those with food allergies. If children are invited, consider special seating, treats, and child favours. Always offer extra seating for those who are elderly, disabled, or exhausted. A steady supply of water and non-alcoholic beverages is a must. All of these details will add up to a happy and fun occasion for all.