How to organise the perfect wedding reception?

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Answered by: Katherine, An Expert in the Wedding Receptions Category
Organising a wedding can be a stressful time. One way to avoid some of the stress is to have your wedding reception at a hotel or professional wedding venue. When planning your wedding, the first thing you should give a little thought to is about your relationship with the wedding planner and venue as it is a two way street and they will have lots of advice. Secondly, communicating frequently with your venue is really important to keep everyone on the same page. Finally, exchanging information with the wedding planner as you never know what might be useful to the venue on the big day.



Once you’ve picked your ideal venue the relationship you have with the wedding planner is the key to the perfect wedding reception. They will understand how people flow through the venue, an important piece of knowledge as all of your guests will be trying to do the same thing at the same time. Listen to the advice they give you when it comes to the running order of your reception, they’ve seen it all and will know better than most when guests get hungry and thirsty. Your wedding planner will have a list of suppliers that they work with and it is always a good idea to check this out as a good venue will recommend reliable suppliers.

It could be months or even years between booking your venue and the big day itself. Communicating regularly with your venue will ensure they know of any changes or new ideas as the wedding will be around the corner before you know it. By communicating regularly you are ensuring that your wedding planner will understand what you expect from them on the big day. It also means you will get to know the staff and the venue better. This all adds to your understanding of what you in turn can expect from the venue.



Information is vital to the perfect wedding reception. Make sure that the venue has all of the contact details of all of your suppliers and they all have the contact details of the person running your reception on the big day. This means they can all speak to each other and save you a lot of coordinating between them.

Final numbers, table plans and the little extra touches, such as the location of favours and guests books, should be given in plenty of time. You never know how far in advance they plan to set up your event and the early the better. It’s always a good idea to include the ages of any children attending, as a two year old and a eight year old have different needs. If any of your guests have mobility needs or a special diet let the venue know well ahead of time, as sometimes your table plan might need to be changed to allow easy access for a wheelchair or similar.

The bridal party should all have the venue’s contact details and the wedding planner should have the details of the all of the bridal party. You never know what might happen on the big day, so it’s a good idea to be contactable.

Finally, have a trusted person check with the venue on the big day to make sure everything is going to plan. Once you have had the call that everything is fine you are safe in the knowledge that a little thought into how you worked with your venue’s wedding planner has led to and enjoyable and relaxing wedding day.

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