Cocktail Reception Timeline

KayOBrien

Hi Everyone! With 6 months left to the big day, I wanted to see if anyone has a tried & true run of show/timeline for a cocktail reception. We are getting married at the same venue, from 5-5:30 and then a pre-cocktail hour at a different space in the venue, then back down for the official cocktail reception where we had our ceremony. What has worked in terms of flow and music...getting introduced and then kicking off dancing right away and let people dance, eat at their leisure, and then have cake later on, etc.? We are going to have a ton of light bites, pizza oven, etc. Would love to hear any suggestions for a fun flow to keep the cocktail party flow all night, ending at about 10pm. Thank you!!

emmyg65

Lots of useful timeline stuff here (LINK). We had a dinner reception, so I can't speak to what you're planning. But what worked for us what to have defined times: ceremony, dinner, toast/cake cutting, dancing, done. The keys to "fun flow" are plentiful food and drink, and good dancing music if you want folks to dance.

BlueBirdMB

We had stations that were just turned over a few times throughout the night.  Our "cocktail hour" was in the same room as the reception, so it was all basically the same thing.  

We were married at 5:30.  Then "cocktail hour" started at 6.  Then at 7, we simply had the musicians announce us for our first dance song.  We didn't do an "entrance" at all.  The first dance definetely signaled to everyone that the dinner was going to be served soon.  

Then the stations were turned over for more significant food for dinner.  Once everyone was pretty much seated and eating, we cut the cake and gave a toast.  That way the cake was finished being cut by the time people were done eating.  

Then the stations were turned over again for desserts and cake.  Those stations stayed out the whole night.  Late night snacks were passed about an hour before the end of the wedding.

maggiegreig

I am also having a cocktail reception. It is going to be on a chartered yacht on the Hudson River (NYC). The boat has 3 decks and we want our guests to mingle the whole night, we are cruising for 4 hours and then the guests will have the option to hang around once we are in port, or get off if they are ready to leave. We decided to forgo a pre-cocktail hour because my fiance and i do not want to miss any of our party! The guests will board, be given one of our signature cocktails (they will have a couple options) and directed onto the  main deck/ballroom. As soon as all guests are on, our bridal party will be introduced, we will have our first dance, dances with parents, and toasts. Throughout this time, cheese/olive/veggie stations will be open and the passed beverages will continue. Once the toasts are over the passed h'ds will begin, and other stations will open up- the guests will then be free to go to the lounge deck and the outdoor observation deck with other tables and furniture. We will have the bar open the entire time as well, but we will be passing beverages to encourage the guests to stick around during our important moments. Our MC has agreed to be very vocal about other moments and notifying our guests of when we will be cutting the cake, etc. If they want to participate in those events. I hope this helps!!

--MY QUESTION IS....I have enough room to give all of my guests a seat, or "home base" to leave their belongings. Most people say not to provide enough seating for cocktail style receptions because you want the party to keep moving....thoughts?? I'm considering giving everyone a seat, but not having an arrangement.

doeydo

I am also having a cocktail reception. It is going to be on a chartered yacht on the Hudson River (NYC). The boat has 3 decks and we want our guests to mingle the whole night, we are cruising for 4 hours and then the guests will have the option to hang around once we are in port, or get off if they are ready to leave. We decided to forgo a pre-cocktail hour because my fiance and i do not want to miss any of our party! The guests will board, be given one of our signature cocktails (they will have a couple options) and directed onto the  main deck/ballroom. As soon as all guests are on, our bridal party will be introduced, we will have our first dance, dances with parents, and toasts. Throughout this time, cheese/olive/veggie stations will be open and the passed beverages will continue. Once the toasts are over the passed h'ds will begin, and other stations will open up- the guests will then be free to go to the lounge deck and the outdoor observation deck with other tables and furniture. We will have the bar open the entire time as well, but we will be passing beverages to encourage the guests to stick around during our important moments. Our MC has agreed to be very vocal about other moments and notifying our guests of when we will be cutting the cake, etc. If they want to participate in those events. I hope this helps!!

--MY QUESTION IS....I have enough room to give all of my guests a seat, or "home base" to leave their belongings. Most people say not to provide enough seating for cocktail style receptions because you want the party to keep moving....thoughts?? I'm considering giving everyone a seat, but not having an arrangement.


Actually, I would suggest having at least one seat per butt.

PrettyGirlLost

maggiegreig said:

I am also having a cocktail reception. It is going to be on a chartered yacht on the Hudson River (NYC). The boat has 3 decks and we want our guests to mingle the whole night, we are cruising for 4 hours and then the guests will have the option to hang around once we are in port, or get off if they are ready to leave. We decided to forgo a pre-cocktail hour because my fiance and i do not want to miss any of our party! The guests will board, be given one of our signature cocktails (they will have a couple options) and directed onto the  main deck/ballroom. As soon as all guests are on, our bridal party will be introduced, we will have our first dance, dances with parents, and toasts. Throughout this time, cheese/olive/veggie stations will be open and the passed beverages will continue. Once the toasts are over the passed h'ds will begin, and other stations will open up- the guests will then be free to go to the lounge deck and the outdoor observation deck with other tables and furniture. We will have the bar open the entire time as well, but we will be passing beverages to encourage the guests to stick around during our important moments. Our MC has agreed to be very vocal about other moments and notifying our guests of when we will be cutting the cake, etc. If they want to participate in those events. I hope this helps!!

--MY QUESTION IS....I have enough room to give all of my guests a seat, or "home base" to leave their belongings. Most people say not to provide enough seating for cocktail style receptions because you want the party to keep moving....thoughts?? I'm considering giving everyone a seat, but not having an arrangement.

You need a chair for every butt, otherwise people will hoard seats, others left standing all night will be annoyed, and there will be no "movement" to your reception, other than maybe people leaving early.

maggiegreig

thank you ladies, i think so too! they CANT leave early...we will be on a boat, so i want everyone to be comfortable the entire night. you confirmed my original instinct, thanks again!!

grumbledore

Everyone needs a seat. And you're serving a meal, right? Starting at 5/5:30 means you are running right over dinner time and need to feed your guests. Apps aren't going to cut it.

[Deleted User]

Cocktail receptions (serving hors d'oeuvres/appetizers) are gaining momentum - I'm having one myself.  After the tasting, where we each had 5-6 pieces each, we were completely stuffed.  Our caterer is budgeting 2.75/per person/hour for a 3 hour timeline when food will be served. That rounds out to almost 9/person for the evening, in addition to the platters of cheese, breads, fruit, veggies, and shrimp. There will definitely be enough food for our guests, so I'm not worried about them going hungry.

I'm sure the OP's caterer will take this into account.  As long as the invitation states 'Cocktail reception' or something similar, people will know what to expect and won't be upset about the traditional 'dinner hour/time'.

What a great venue!  A chartered yacht sounds exquisite!  Congratulations!

QueerFemme

You need a seat for every guest, especially since they will be trapped on a boat. 

I also think you should be providing a LOT of food.  People are going to be stuck on the boat, and won't be able to leave.  it's fine if you are doing heavy appetizers instead of a full meal, but there needs to be enough food to constitute a full meal.  If your ceremony is at 5-5:30, and it's on a boat, people will likely arrive 30-45 minutes early.  Which means, they started getting ready sometime around 3-3:30.   You need to feed them dinner. whether it's a plated meal or a ton of appetizers.