Reception - Sperry Tents Seacoast

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tips for the
perfect
reception
may be at the heart of your nuptials,
but if you’re like many brides-to-be, you’ve already started to focus
much of your energy on the celebration afterward. It’s no wonder.
Not only does the postceremony party take up the most amount of
time on the wedding day (typically about five hours), it also tends
to eat up the biggest portion of your overall budget—about 40 to
50 percent. To make matters more stressful, a reception requires you
to consider a seemingly endless array of details and logistics. There’s
the menu to draw up, the space to dress up, and a slew of other
choices to make, from favors and flavors of icing to when to send
your save-the-dates. A few ideas on how to save some money here
and there wouldn’t hurt, either. Take a deep breath. The job may be
big, but it doesn’t have to be tough. The key is to think like a professional. On these pages, you’ll find dozens of tricks designed to
make your planning easier and ensure that you pull off an affair to
remember. So without further ado, let’s get this party started.
t h e e xc h a n g e o f vows
schedule of events
for a typical five-hour reception
0:00 Cocktail hour starts.
1:00
The bride and groom enter
the reception, are formally
announced, and usually have
their first dance.
1:30
If the reception is a sit-down meal,
the first course is served. The
host’s welcome and best man’s
toast kick things off.
2:30 The main course is served.
3:00 The bride and groom dance with
their parents, and guests join in.
3:50 The cake is cut.
4:00 Cake and dessert are served.
4:45 The bouquet is tossed.
photographs by
décor
Andrea Fazzari
text by
1
Take stock of your location
Do a walk-through of your venue as soon
as you’re able, noting features to high-
5:00 The bride and groom depart.
light——a grand staircase or a grove of trees,
perhaps——and areas that need to be
spruced up or downplayed. Photographed
at Oheka Castle Hotel & Estate, Huntington, New York. Floral arrangements by
Livia Cetti for The Green Vase. Tent from
Sperry Tents. Tables, chairs, table linens,
and place settings from Water Mill Party.
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Lauren Lipton
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2 Get glowing
Lighting can make or break an event, but
to create the right ambience, you don’t
necessarily need to hire professionals to
cast patterns on the dance floor. You can
set the mood simply by flanking an out-
3
An all-white theme won’t do in a hotel
ballroom papered in red and gold, nor
does it make sense to try to transform
Dress up your entryway
a rustic lodge into the Crystal Palace.
Beautiful front-door decorations, which
door walkway with dozens of luminaria or
can be as low-key as swags of greenery,
5 Choose a theme
setting dining tables with elegant can-
serve as a visual welcome whether adorn-
Whether it’s a monogram, a color pairing,
delabra or clusters of small candles; you
ing a building or a tent (above) and ensure
or a food or flower that evokes a favorite
might also replace harsh white bulbs in
that everyone’s first glimpse of the party
place, a repeated element helps to both
fixtures with more flattering amber ones.
is from its best vantage point. Garland,
personalize and unify your event.
topiary, and centerpieces by Livia Cetti
for The Green Vase. Tent from Sperry
Tents. Tables, chairs, table linens, and
place settings from Water Mill Party.
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4 Work with what you have
planning & logistics
9
Build in flexibility
Look for ways that allow you to change
things easily at the last minute. The seating
12 Send save-the-dates
A few well-placed touches, such as mono-
cards below keep names and table num-
Especially if you are planning a destina-
grammed cocktail napkins or an interesting
bers separate, so you can shift guests’
tion wedding or marrying on a holiday, ask
charger, can go a long way toward making
assignments without having to rewrite the
guests to mark their calendars. Ideally,
your party look extra-special.
cards. Calligraphy by Gail Brill.
mail out these announcements at least
7 Think outside the box
10 Tackle big tasks first
A silver bowl of sugared fruit makes a stun-
Your immediate “to do” list: Book the
13 Invite carefully
ning and unexpected alternative to a
venue, hire a caterer, decide on basic décor.
Be prepared: Up to 80 to 90 percent of
traditional floral centerpiece, and one long
With these major tasks done, you’ll be
those invited may attend. (The smaller the
banquet table may fit a sleekly modern
ready to focus on the smaller details.
list, the more yeses you should expect
6 Don’t overlook small details
space better than several round ones do.
8 Size up your centerpieces
11 Know your time line
You’ll need to choose your florist at least
four months before the wedding.
percentage-wise, because you will likely
be asking only those closest to you.)
Keep floral arrangements and other table
six months ahead of time and reserve your
14 Get it in writing
décor under fourteen or over twenty inches
party rentals two months after that. (For
Make sure that you have signed contracts
high, so guests can view and converse
more guidelines on what to do when, see
from all your vendors and that you’ve read
with each other across the table (below).
our Wedding Workbook on page 345.)
the fine print and resolved any questions.
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15 Map out your space
Be sure you have ample room for tables
(figure ten to fifteen square feet per person,
assuming that the tables are round and
seat six to ten guests); also check that the
dance floor is big enough (four to five
square feet per guest is about right).
16 Arrange for a backup
Planning an outdoor reception? You can’t
count on sunshine, so either reserve a
tent (for more on this, see page 174) or opt
for a location with an indoor alternative
in the event of inclement weather.
17 Enlist help
Even if you’ve decided against an overall
wedding planner, you’ll want a cool-headed
pro on hand to ask guests to be seated
for dinner, help organize toasts, and handle
any problems. Ask if your venue can provide this service; if not, some independent
planners will work for a single day.
18 Don’t let the seams show
If possible, designate a separate cocktail
area and close the reception space to
early arrivals. To create a sense of drama,
neither you nor your guests should see
the behind-the-scenes machinations and
last-minute setup gaffes. Keeping the
doors closed will also let your photographer
take unhurried shots of the reception
21 Narrow your tables
24 Consider a full-service deal
décor before the crowd arrives.
By seating diners family-style at long ta-
A site with a fee that includes necessities
bles no wider than thirty-six inches, you’ll
such as linens and furniture may at first
shrink the amount of empty space to dec-
appear more expensive than an à la carte
orate, cutting down on centerpiece costs.
venue, but once you factor in rental fees,
Guests will still have plenty of room and
you may ultimately keep costs down.
budget
19
Whip up affordable favors
Stylish tokens needn’t be expensive. The
biodegradable bowls here look sumptuous
when wrapped with gauzy fabric and
labeled with paper strips that are laser
printed in a pretty font. Fill with mini meringues, an economical treat; either make
them yourself (see the Recipes section)
or ask your caterer to provide them.
20 Go for daytime drama
Many venues charge more for after-dark
affairs. With an outdoor reception, if you
will find conversation easier as well.
22 Reuse your blooms
25 Stay in one place
Have your wedding and reception in the
There’s no reason why ceremony flowers
same location. You’ll spend less on décor
can’t come to the reception. Ask for altar
as well as on transportation costs for you
arrangements that will also complement
and your wedding attendants.
the party site. Alternatively, your florist
may be able to refashion them into small
26 Rethink humble decorations
gift bouquets for your bridal party.
Balloons have long been used to fill party
23 Play with time
spaces at low cost. For a sophisticated
feel, opt for a few large balloons instead of
You’ll save on liquor, food, and possibly
masses of birthday-party–style ones.
vendors’ fees if you shave thirty minutes or
Those with a diameter of thirty-six inches
an hour off the party. So it doesn’t feel
have an elegant globe shape.
rushed, cut a little from everything (make
the cocktail hour a “cocktail forty-five
minutes”) instead of eliminating events.
opt for a luncheon event, you'll also cut
back on or eliminate costs associated with
lighting, such as setup and generators.
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hospitality
27
Put big smiles on little faces
Young guests will enjoy goody bags that
are all theirs. Fill a toteable container like
ours with treats that aren’t messy, such
as age-appropriate toys, or animal crackers
and Smarties. Add paper and washable
crayons, and kids might even create one-ofa-kind cards for the bride and groom.
Photographed on location at Oheka Castle
Hotel & Estate, Huntington, New York.
Flower-girl dresses by Bella Bliss. Satin
slippers by Rachel Riley. Hyacinth hair
wreaths by Livia Cetti for The Green Vase.
28 Eschew the receiving line
If you will be hosting more than fifty people, the traditional meet-and-greet can
take an hour or more. For groups of this
size, it’s more gracious of the newlyweds
to thank guests by visiting every table.
29 Tame the toasts
An unplanned ramble can interrupt the
flow of a party and make everyone uncomfortable. Encourage spur-of-the-moment
speeches at the rehearsal dinner so the reception includes only words from the
host, the newlyweds, and the best man and
maid of honor. If you’re concerned that
your speakers may overindulge, schedule
toasts to take place early in the festivities.
30 Break the ice
At a less formal reception, a short written
quiz about you and your new husband,
with questions about where you met and
how he proposed, can get conversation
started between guests who’ve never met.
31 Set a time limit
Your guests have already spent hours, if
not days, at prewedding events and at the
ceremony itself; they’re likely to be tired.
Though you may wish the reception would
never end, it should last no more than five
hours. Also, make it clear that any after parties you schedule are entirely optional.
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32 Add thoughtful extras
37
A few small comfort items are always
appreciated. Consider stashing a basket of
inexpensive slippers near the dance floor
for women who are tired of their high heels.
Have hand lotion, tissues, or hair spray
Show off a beautiful cake
in the restrooms. At an outdoor fête, stock
You may be able to afford a premium
sunscreen, bug repellent, paper fans, and
baker even on a tight budget. Skip labor-
perhaps even a few cozy wraps for the wom-
35 Offer small amusements
en in case of a sudden evening chill.
Unexpected entertainment is wonderful
simpler style (below), then dress it up with
when your guests tire of dancing. A por-
ribbon and fresh flowers. Be sure the flow-
trait station of do-it-yourself Polaroids, a
ers you use are food safe and pesticide
Less is more when it comes to a wedding
cigar roller, or a strolling palm reader can
reception, so consider ditching the thirty-
offer a touch of surprise and whimsy.
free. Wedding cake by Cheryl Kleinman.
33 Restrain yourselves
minute video montage or the fireworks
display for something less elaborate. Even
a gesture as simple as distributing sparklers at night’s end can charm guests and
keep them from feeling overloaded.
34 Keep your helpers happy
Your hospitality should extend to photo-
food & drink
36
intensive iced decorations and ask for a
38 Be seated
If your budget allows, pamper guests with
a plated meal instead of a buffet——it’s an
especially nice gesture. If you’d prefer a
buffet, be sure to have enough serving
stations to prevent long lines, and ask your
caterer to prepare and serve plates of
food for any elderly guests in attendance.
graphers, videographers, waiters, and
Have fun with finger food
musicians, as well as any other vendors
Hors d’oeuvres are best when they are
39 Set up a “nonalcoholic” bar
working at your reception. Make sure they
easy to serve and eat (below). You’re
For an event that includes many children
have water, scheduled breaks, and, most im-
offering a choice, so go ahead and pick
or abstaining adults, consider having a sep-
portant, a meal. It need not be the same
something exotic; plan on about six
arate table with sparkling and flat water,
one that you’re serving to guests, but it
options and six pieces per person. Vege-
as well as a spirit-free version of your signa­
should be nourishing and delicious.
table spring rolls by Callahan Catering.
ture drink if you’re serving one.
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46 Offer guidelines
If there are specific songs you must hear,
make a list beforehand for your band or
DJ. Are there tunes you absolutely don’t
want? Draw up a do-not-play list as well.
47 Keep mealtime tunes soft
If your entertainers aren’t taking a break
during this time, they should be considerate of diners by turning down the mike and
avoiding any energetic selections.
48 Ask what they’ll wear
Most DJs or bands will don tuxedos or
suits, but it’s best to clarify attire with
them to avoid surprises. For a casual
event, such as a beach reception, you may
want them in something less formal.
wrapping it up
49
Depart in style
Ask your site manager beforehand wheth-
40
Streamline the bar
42 Limit your courses
er rice, rose petals, sparklers, and the like
Unless the meal will be the focus of the eve-
have someone round up guests and pass
ning, as with an intimate party at a five-
out props, then say a heartfelt goodbye.
star restaurant, your menu can consist of
Photographed on location at Oheka Castle
Hotel & Estate, Huntington, New York.
Gown by Redux Charles Chang-Lima for
Mark Ingram. Veil by Kleinfeld. Bride’s
shoes by Valentino. Groom’s suit by J.Crew.
an appetizer, an entrée, and a dessert (the
last could even be the wedding cake).
are allowed. When it comes time to leave,
There’s no need at many weddings to stock
43 Serve a mini meal
your bar with a full selection of liquor. A
If you choose to have an after party, you’ll
red and a white wine, a sparkling wine, and
need to provide refreshments, such as a
a signature cocktail (like the “mintinis”
light buffet of snacks or breakfast treats.
opposite) are plenty, and they’re economi-
Plan on enough for about one-quarter to
such as the best man, to distribute gratuity
cal to boot. Photographed on location
one-third of your total original invitees.
envelopes you’ve prepared at party’s end.
at Oheka Castle Hotel & Estate, Huntington, New York. Bar design and drinks
by Callahan Catering. Floral garlands by
Livia Cetti for The Green Vase.
41 Stick with one entrée
50 Show appreciation
Make sure you’ve designated someone,
You’ll need to tip all service providers, in-
music
44 Have it both ways
Can’t decide——or can’t agree——on whether
cluding the catering and reception staff
(unless gratuity is added to the total bill),
cleanup crew, and limousine drivers.
where to buy it? turn to the last pages
for our shopping guide
It’s perfectly acceptable (and more budget-
to have live entertainment or a DJ? Split
friendly) to offer a single entrée instead
the difference and hire musicians for cock-
c r e at e d by r a n d i b r o o k m a n - h a r r i s
of letting guests choose from among a few.
tails and a disc jockey for dancing.
a n d a l e x a m u lv i h i l l ; Ha i r a n d M a k e up
Arrange to have a “silent” vegetarian
option on hand in case people ask for it.
45 Build the best band
by Jacq u E l i n e B u s h fo r A rt i sts by
t i m ot h y p r i a n o.co m
If you’re hiring a cover band, a good one
requires at least seven pieces. A male and
a female vocalist, plus guitar, bass, keyboard, trumpet or sax, and drums generally
make the most versatile combination.
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