How to Arrange Your Wedding Reception Tables

Unless you’re planning a relaxed wedding where your guests can sit wherever they want, sooner or later you’re going to need to figure out how to arrange your tables. This can be a challenge, but when it is done right, it can help your guests enjoy your reception even more.

How many tables? The first step to creating your seating plan is to decide on the number and size of table you’ll use. You will likely work this out with your venue, but it is an essential piece of information along with knowing how many guests you’re inviting.

Which organizing principle? There are different ways of seating your guests. You can put people at a table together based on how you know them (i.e., all work colleagues at one table, all college friends at another, etc.). You can also put people together based on their personalities. This will take a bit of extra work, but can help introduce people to one another.

What to name them? When you print your escort cards and place cards, you’ll need to include information about which table a guest is seated at. While numbers were once the go-to solution, many people find that this can be seen as a way of ranking your friends. Those at Table 2 might not mind, but those at Table 15 might be a bit offish. Instead, choose a theme for table names. This can be tied into your wedding theme, matched to your playlist, or references to special moments or places in your life as a couple.

However you decide to work out your tables and seating plans, you’ll need to have wedding stationery that can direct guests to their seats. Having an expert designer work on the escort cards, place cards, and other stationery can be a great way to add a beautiful finishing touch to your wedding day. Feel free to email me if you need any help!

How to Plan a Reception Like a Pro

Step 1: Pick Your Venue

What type of venue offers what you want?

Banquet Hall/Hotel Ballroom

Pros: It comes with built-in decor; packages often include a day-of coordinator; it usually comes with the fewest hidden costs.

Cons: Yours may not be the only wedding on site that day; you may not love the space's linens, chairs or required vendors.

Best For: Traditional couples, those on a budget, glitz and glamor seekers (think gilded ceilings and chandeliers).

Outdoor Tent

Pros: You're free to choose your own vendors; you can celebrate outside without stressing about the weather.

Cons: Bathroom rentals, generators, and flooring can be expensive and can take a long time to set up; and you may need air conditioning or heat, as well as a second tent for your caterer.

Best For: Temperate climates, couples with generous budgets

Loft/Gallery Space

Pros: A definate cool factor waiting for your special touch - a blank canvas; indoor plumbing

Cons: There may be restrictions on noise, kitchen use, candles and hours

Best For: DIY enthusiasts; couple who want to make the most of their personal style; those with a generous budget.

 Step 2: Arrange the Room

To make sure that no one has a bad seat, arrange the table in a U shape around the dance floor with the head table and band or DJ at opposite sides.

Place family members closest for the head table so they feel special.

One bar per100 guests is typical and if you have extra room you could add cocktail tables or mini-lounges near the bar for mingling.

Step 3: Pink the Menu

Plated: 
This is the most elegant option. Stick with three course: soup or salad, a main course, and dessert. With more than that your guests will start to get bored.

Instead of a standard chicken or beef, personalize the menu by asking your caterer to try a twist on an heirloom family recipe.

Buffet:
One benefit to having a buffet is that guests are able to get up and mingle. They require less staff so they are usually cheaper. Budget for nice plates, florals, and your presentation and it will still feel classy.

Family Style:
Having guests pass platters of food around will feel more relaxed and informal. With guests serving themselves it can be more expensive. You can help defray this cost by having the kitchen plate the entree and then have the side dishes for the guests to pass.

Step 4: Order the Flowers

DO Keep an open mind. If the flower you love isn't in season, the cost will be higher and it may not have the availability of a similar bloom.

DO Keep the weather in mind. Many delicate blooms can not hold up in the heat.

DO Walk your florist through your venue. They may have wonderful ideas for decorating unusual places.

DON'T Try to cover up ugly spots in your venue - flowers will only draw everyone's eye.

DON'T Be predictable. Mix and match and let each table stand on its own.

DON'T Put flowers with strong fragrances on the tables, it can over power the food.

Step 5: The Right Lighting

Try these easy ambiance boosters for any budget.

$ Candlelight is an affordable way to create an intimate setting. Stock up on votive candles and use them liberally on table, windowsills, and walk-ways.

$$ For extra pop, try hanging globe lights or a string of cafe lights.

$$$ For maximum effect, hire a lighting designer to coordinate the colors to what is happening. Mimic candlelight during dinner and a deep orange shade for dancing, for instance.

Step 6: Choose the Music

Live band or DJ?

Book a DJ if you want a wide variety of music and to save a lot of money.

Book a band if your priority is a packed dance floor. If you are on a tight budget, hire some local talent and keep thereception to four hours.

Step 7: Stock the Bar

Open Bar: 
This  provides the most options for guests but can be quite pricey.

Beer and Wine:
These options will satisfy most guests. Buy enough Champagne to do your toasts and everyone should be happy.

Signature Cocktails:
Offer two favorite cocktails to represent you and your groom.

Step 8: Create a Timeline

Here is an example to work from:

6:00 pm     Cocktail hour
6:45 pm     Bride and Groom announced; welcome toast; guests are seated for dinner
7:00 pm     Dinner is served (20-30 minutes per course); Brief toasts during dinner
8:00 pm     First Dance, then family follows
8:15 pm     Dance Floor open to all
9:15 pm     Cake Cutting
9:45 pm     Bouquet Toss
10:15 pm   Last Call
10:30 pm   Last Dance; Send off

Step 9: Map the Dessert Table

Not everyone likes cakes so consider adding other treats - maybe even some family recipes.

The key to a gorgeous dessert table is - abundance. You don't want it to look flat or empty. Use stands and pedestals and trays to create a 'full' look.

Offer three to five bite-sized options from light and fruity to chocolatey. Estimate that guests will eat about five pieces each.

If you are creating a dessert buffet, keep in mind that you can save money by ordering a smaller cake for the cutting ceremony.

Five Tips and Trends To Stylize Your Wedding Reception Tablescape

I came across this great read on another blog:

Whether it’s a beachfront bash, a rustic barnyard party, or an opulent soiree, the venue sets the stage for the event. However, once the venue is selected, and the theme determined, it is the décor that really brings the celebration to life. When planning the décor, the designer or event planner typically pays specific attention to the reception tables. These tables are where the wedding party and guests spend a majority of their time chatting, dining and enjoying the festivities.
Based on trends that we’ve noticed this year, we’ve highlighted five ways to add a little gusto to your wedding reception table tops:

If you would like to read this, check it out  at True Photography!

Wedding Tip Tuesday #29

 

Wedding Tip #29: 

On your RSVPs, put a line for a requested song. This way you will know what your guests want to hear and they will get excited when their song comes on. 

I just love this idea - this is such a fun idea to help make your guests feel special. You could the idea as is - by asking for a requested song. You could also use this general idea if you are having signature drinks at your reception and ask everyone what their favorite drink is and use those to create your drink menu. Use your imagination!

Shake Up Your Celebration With Signature Cocktails for Your Wedding

Signature drinks have become a popular and trendy way for brides and grooms to show their personalities throughout the reception. Choose cocktail selections based on your color scheme, theme, liquor base, or even by preparation type (frozen, on the rocks, shaken, or stirred). Select one specialty drink to be passed around butler style on silver platters, or create a small menu that can be displayed on the bar with three to four assortments. Give your specialty drinks unique names to tie it all together. Instead of a Martini, for example, call it a Christini or Marktini based on the bride or groom names.
    There are endless opportunities to make sure your guests will be served with something extra sweet─or strong that will be a big hit on your wedding day. Try these delicious recipes below from Disaronno Italian Liqueur, the original Firefly Sweet Tea Vodka, Moët & Chandon Champagne and Dirty Blonde Champagne Cocktails. Here’s to raising the bar at your reception and toasting to your new marriage. Cheers! (Please drink responsibly, 21 and older, and always have a designated driver.

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