A reception order that flows
| Time | Moment |
|---|---|
| 0:00 | Cocktail hour (couple finishes photos) |
| 1:00 | Guests seated; grand entrance |
| 1:10 | Welcome and first dance (or save it for later) |
| 1:20 | Dinner service begins |
| 2:00 | Toasts between courses |
| 2:30 | Parent dances, then open dancing |
| 3:15 | Cake cutting |
| 4:30 | Last dance and send-off |
Our reception timeline guide has versions for 4 and 5 hours, buffet service and receptions without dancing.
Food that works
Choose the service style for the experience: plated (formal, predictable), buffet (choice, more relaxed), family style (sharing platters, conversation), stations, or a food truck. Collect dietary needs with RSVPs and share them with the caterer; for allergies, ask the caterer to confirm how they prevent cross-contact. See planning the reception menu.
Drinks without waste
A common starting point is two drinks per guest in the first hour and one per hour after, split roughly half wine, a fifth beer and the rest spirits — adjusted for your crowd. Always offer good non-alcoholic options. The drinks calculator and how much alcohol to buy do the math.
Cake and dessert
A small cake to cut plus sheet cake from the kitchen saves money without anyone noticing. Dessert tables, pies, doughnuts and late-night snacks are all popular. The cake calculator shows tier sizes and servings.
Music and the dance floor
Give your DJ or band a must-play list, a do-not-play list and permission to read the room. Put the dance floor close to the tables and the bar. If your crowd doesn’t dance, plan lawn games, a photo booth, a live artist or a card table — see reception entertainment ideas.
Reception mistakes to avoid
- A long gap between the ceremony and food.
- Speeches that run past twenty minutes in total.
- A dance floor far from where people sit.
- Cutting the cake after older guests have left.
- Forgetting vendor meals, water and non-alcoholic drinks.
Guest comfort
Seating for everyone, shade or heaters, water stations, a basket in the restrooms (mints, plasters, hair ties), flip-flops or socks for dancers, and clear signage. Read the guest comfort checklist.
