This is the final edition of our six-part series on wedding receptions. Previously, we have discussed how to find vendors, deal with vendors, and finalize the details. In this installment, we are going to focus on how to turn all of your planning into reality. We will discuss what to do at the reception to make sure everything goes as planned.
PUTTING IT ALL TOGETHER
Know the Plan: You need to be very familiar with your plan. Make sure that everyone involved has seen the timeline and understands their role in that timeline. This includes ALL members of the bridal party, parents, vendors, and anyone else that is more than just a guest at the event. All these people need to be aware of what is going to happen and when it is going to happen. Most of the events involve several people and it is not uncommon for these people to be MIA (missing in action) when they are needed if they have not been properly informed. Consider distributing a note card to the bridal party members that has a list of events and the approximate time at which they will occur.
Assign a "Go-To" Person: You need to decide who is in charge at the event. This person should be the one that is most familiar with your desires and the plan. It should not be the bride or groom. It could be a parent, wedding planner, or one of the vendors. This person should be available by phone all day (a cell phone is a must (on silent, of course)). This is the emergency number for the reception vendors should they need anything. Having a go-to person will relieve a lot of stress for you and can help if problems do arise.
Maintaining Flow: This is the duty of all vendors as well as the bridal party. If everyone is familiar with the plan, then this should be easy. It is important to not get caught up in unplanned activities. Stick to your original timeline. This should be very high on your list of priorities. Your "go-to" person could be responsible for overseeing this. Whoever is coordinating your events should be ultimately responsible to watch over the flow of events (this is commonly your emcee's job). You should listen to this person if they ask you to do something for the sake of the flow of events.
Different Perspectives: It is easy for the bride and groom to get caught up in activities such as greeting guests. There is a time and place for this. It is not when you arrive at the reception site. You should attempt to spend time greeting your guests after the dinner and the formal elements of the evening are over. A formal welcome over the microphone is often a good idea to let guests know what is going on. While time can fly for the bride and groom, time often can drag for guests. This is why it is very important to stick to that timeline. It is also important that your emcee keeps in contact with the guests. The guests should know what is happening and where it is happening. This way they feel like part of the events and the time will seem to go faster. Your vendors will often be able to tell if the event is dragging when you cannot or do not notice. You should respect their observations.
These are just a few ways to make your plan come to life. There are many others as well that a professional can offer you. Just ask.
As always, if you have any questions on your particular event please feel free to email me here or call my toll free office number at 877-504-0186. I will do my best to answer any questions and help you in any way possible. All events deserve to be the best they can be.
