Planning the Ultimate Wedding Reception Timeline

Nov 15

Pearle Hotel Wedding — *Image by Purple Tree Photography*

Planning the ultimate wedding reception timeline can be a bit of a rollercoaster ride, with excitement and stress playing tag team. You think you've got it all covered until your guests start bombarding you with timing and event questions, and suddenly it feels like your big day could turn into a snooze fest. Fear not! Let's make sure your wedding is the talk of the town for all the right reasons.

Timing really is everything. We've all been to weddings where the speeches drag on for eternity, and by the time the dance floor opens, we've almost passed out in our chairs. Not ideal! But don't sweat it, I've teamed up with my friends at 586 Event Group to give you an exclusive breakdown on how to ace your wedding dinner, speeches, and dance-offs. Get ready to wow your guests!

Our first piece of advice

Keep. It. Simple

Reception timing can be tricky, especially if you’re trying to cram in speeches, slide shows, or group activities such as kissing games. It often feels like one minute it’s 7 pm and the next it’s 10 pm. There is quite a bit to consider when deciding on the flow of the evening; dinner service, sunset photos, visiting with your guests and actually enjoying your dinner.

If you schedule too many events during dinner, it likely won’t feel relaxing or give you a chance to enjoy down time.

Hot Tip: Start by considering how many courses you will be eating as well as vendor service timing. For example, you’ll want to schedule your key events to happen before your photo and video team depart so everything is captured.

let’s break down some of the most common pieces of a wedding reception.

The Grand Entrance

Many couples feel uneasy about the grand entrance portion of their wedding day. In the past, it has felt awkward and cringe-worthy, with wedding parties and couples feeling obligated to put on a show as they enter the reception room. This can be uncomfortable, especially if you're not someone who enjoys the spotlight. On the other hand, if you and your wedding party love to entertain, this can be a really fun way to hype your guests up for the party!

It's worth considering having some kind of entrance, however, even if you've already been present during the cocktail hour. Doing so sets the tone for the evening and builds anticipation among your guests.

No need to force the cheese or do something out of your comfort zone. Just pick your favourite hype song and strut in with your wedding party. But, if grand entrances aren't your style, no sweat! Skipping the traditional entrance has been all the rage lately. Your wedding party can take their seats and the festivities can begin with dinner service.

If you’d rather your wedding party stay seated, we do highly suggest a grand entrance with your new spouse as an excellent way to kick off your reception. Enter the room stylishly, with a glass of champagne in hand– no need to overthink it!

If you’d like to skip the grand entrance altogether, have your MC introduce you before dinner kicks off while you’re seated. Your guests will still gladly celebrate you no matter how you do it!

The First Dance

If you’re thinking of incorporating some traditions such as a first dance with your new spouse, we suggest going one of two ways:

Immediately after your grand entrance
Following your speech or family dances, but before the dance floor opens.

Scheduling your first dance after the grand entrances, when everyone's attention is on you and your partner is one of my favourite options! Your makeup is still fresh and you haven't eaten a full meal yet, so you'll look and feel your best.

To transition smoothly, consider using your first dance song as your entrance song and walk directly to the dance floor to begin dancing. Alternatively, transition from your entrance song to your first dance song once you’ve arrived at the dance floor. Not to worry, If you’ve hired a great DJ, they will ensure that the transition feels seamless.

In some cases, this plan may not be feasible. For instance, if your dance floor is in a different area from the dining space. In this case, it's recommended to schedule all dances either before or after dinner to ensure guests can navigate between the areas with ease.

The second option is scheduling your first dance at the very end of the formal events and transitioning into kicking off the dance floor. People will be close by, excited and ready to dance! Chat with your DJ and planner to find the best spot for dances in the itinerary for your event!

Family Dances

Again, there are two suggestions for great family dance flow! The first is when family dances are held off until the end of dinner, it typically flows well after the couple’s first dance and then into dancing.

If these events are pushed later into the evening; it can A) interrupt the party because your guests will have assumed that the formal parts of the day are over and it’s time to relax and B) mean that your photo and video team aren’t there to capture them.

The second suggestion is to introduce parent dances with each parents’ speech. This typically breaks up the evening nicely and flows really well.

Now, let’s chat about one of the biggest pieces of the wedding reception. You all know them. Some of you love them. Some of you hate them.

Speeches

We’re going to break speeches down into a few sections because there is a lot to talk about.

Most couples ask us “What number of speeches is normal?”. In general, it's common to have a maximum of five speeches at a wedding, including one from each side of the wedding party, two from family members, and, of course, the couple themselves. Keep in mind that the more speeches you have, the longer the dinner will last.
Speeches can sometimes be unpredictable and throw off the timing of your dinner reception, so tread carefully when deciding how many to include. That being said, speeches are an essential and heartwarming aspect of your special day. When else will you be surrounded by your loved ones, listening to beautiful words from those closest to you?
Set a time limit for your speakers and keep it tight. We recommend a maximum of 3 minutes because, let's face it, they always go on longer than planned. While 3 minutes may seem quick, it's the ideal length when you factor in dinner service, washroom breaks, and drink refills. Plus, when your guests have been sipping on bottomless wine for an hour, their concentration is bound to wane.
While it's ultimately your decision, here are some guidelines to help you organize the order of your speeches. A good starting point is to have your wedding party members go first, followed by your family, and end with yourselves. It's essential to save the couple's speech for last as it signals to guests that the party is about to begin! If speeches aren't your thing, no worries! At minimum, you should consider standing up and expressing your gratitude with a short toast towards the end of your dinner.

Speeches are one of the most common elements that couples come to us feeling anxious about. Remember that, although they may not be your favourite part of weddings you’ve attended, on your wedding day, you’ll likely be happy to hear them.

TIP: If you have a lot of loved ones who want to sing your praises, split the speeches up between the rehearsal dinner and the wedding day!

Choosing your MC

When thinking about the flow of your night, a great MC is crucial to keeping guests engaged! Choose someone naturally witty and great at public speaking. It’s also helpful if this person is well-known amongst your guests.

If you don’t have anyone like this in your crew of loved ones, or if you’d rather not put the pressure on someone, we highly suggest asking your DJ if they offer MC services.

Having your DJ provide MC services is usually a great idea because of their knowledge and experience with the job. They should be able to time events and announcements properly and will have their eyes on the room to ensure they can make adjustments as needed. They’ll also have the perfect voice for big announcements such as the grand entrance and getting the party started.

Transitioning between events

The best way to transition throughout the evening is to have the music change and adapt to the different parts of the night– don’t worry, if you’ve hired a great DJ, they will be able to read the room and make adjustments as needed.

We find the flow of events should be fun and seamless like a giant house party, the more freedom your guests have to enjoy the party and ask for music they want...the easier it is to get everyone in a dancing mood!

A few final tips

The newly married couple is always served dinner first, followed by the family. Make sure you sit and enjoy your dinner when it’s served to you. This will allow you to finish your course and either visit your guest tables as the rest of service is taking place or enjoy the speeches without food in your mouth when photos are being taken.
If it’s possible, ask your venue/ caterer to serve your vendors when you and your family are being served or soon after. This will ensure your vendors are on the same schedule as you throughout the evening! It often takes approximately 30 minutes to serve each course so, if your vendors are eating with you, that means they’ll be up and working again quickly.
Get personal. Adding personal touches throughout your reception are amazing ways to help your guests immerse themselves in your celebration. Things like thank you cards at each guest’s seat, custom name cards, signature cocktails and photos of the two of you throughout are just some of the ways you can personalize your day.

Thank you to the 586 team for joining me to compile this list of tips and suggestions for hosting the ultimate wedding reception!

586 Event Group is one of my favourite entertainment companies to recommend to clients. Their knowledge, communication, support, and professionalism leading up to as well as on event day is unmatched. They offer DJ and MC services along with live music services for your special event and definitely know how to throw a great party.

Follow them on Instagram, listen on SoundCloud, and check them out at 586eventgroup.com.

Lindsay Quaglia