Hi everyone!! I posted about our wedding reception timeline a little while ago and got some really helpful feedback. We’ve since made a bunch of changes, hired more vendors, and figured out a lot of the logistics. I’d love for you guys to pick apart our updated plans because I learned so much last time!! 😂
Our venue/setup:
We’re renting a community hall with a huge outdoor grass area and indoor hall. It’s a very affordable venue, but it doesn’t come with staff or event coordination. We will already for married just the two of us on a trip, so we’re doing a reception-only wedding with our friends and family!
Outside: Two marquee tents (20×30 and 20×20) with dinner tables and chairs underneath and string lights. We’ll have some picture areas, lawn games, non alcoholic drinks/coffee bar set up, food area beside the covered outside area, and space to mingle.
Covered outside area: Open operated by a local restaurant (was going to ask for 2 bartenders)
Inside hall: Dance floor, guestbook/advice cards area, photobooth, cocktail tables (6) and round tables (3) with chairs for around the dance floor.
Bathrooms: Two individual single-occupancy bathrooms inside the hall. We also have a trailer washroom being delivered that provides 2 additional bathrooms. This will be parked somewhere outside.
Guests can move freely between all three spaces. We love the idea that people who want to dance after dinner can be inside, while those who prefer to socialize can hangout outside or under the tents.
Vendors we’ve arranged:
Catering and bar: A local restaurant will be providing the food, running the bar and supplying the staff for both.
Photographer: Four and a half hours of coverage, including bridal party/family photos, cocktail hour, dinner and some formalities. (I’m hoping for 4:30-9pm but not sure if we should do longer?)
MC/timeline coordinator: We’ve hired someone to manage announcements, transitions, playlists, vendor arrivals and the overall timeline. We don’t want to rely on our bridesmaids to run everything!
Photobooth: Professional company coming to set up inside during dinner, operating 8–10 PM.
Cleaners: We’ve hired someone (bringing an assistant) to help throughout the evening with cleaning up any cups or plates, changing garbages, cleaning up from dinner, cleaning bathrooms throughout the night.
Mocktail bartender: We've hired someone to run a separate, fully staffed non-alcoholic bar beside the main bar. They'll be serving two signature pre-batched mocktails and chilled energy drinks and water that will be served over ice in cups as well as coffee and tea available. We wanted guests who aren't drinking alcohol to have their own fun bar experience rather than just a table with water bottles.
Rentals: A rental company is providing the tents, tables, chairs, speakers and other equipment. We’ll be setting up most of the decorations and indoor spaces the day before with outside under tents set up day of.
Trailer washrooms: 2 additional washrooms outside.
Any vendors there will be provided a meal.
We’re still not hiring a DJ because we’ve decided to create our own playlists for each portion of the evening: Cocktail hour, dinner, first dances, dancing. The MC/Coordinator we’ve hired said she can handle all playlist transitions.
Here’s our updated timeline:
4:30 PM: Bridal and groom party photos and family photos.
We’ll be doing photos with our bridesmaids, groomsmen and immediate families before guests arrive. We’re hoping to have these mostly finished by 5 PM so we can spend cocktail hour with everyone.
5:00–6:15PM: Cocktail hour, mingling and guest photos.
Guests arrive and head to the outdoor area.
Open bar for when guests arrive
Mocktail bar for when guests arrive
Appetizers and charcuterie board available
Background music playing
Lawn games available
Inside: guest book&advice cards
We also want to try to get a photo and mingle with every couple/family/group during this time rather than having to do table-to-table photos later. (Could still do table visits as well)
Maybe a group photo before dinner??
6:15-6:30PM: Guests find their seats.
We’ll have a seating chart and our MC will help direct everyone toward the outdoor tents.
6:30–7:45 PM: Entrance, dinner and speeches
Once everyone is seated, we’ll have a little entrance together, followed by a short welcome and thank you.
Our caterer has a food truck that will be parked near the porch. Guests will choose their main (beef, chicken or fish) when they RSVP, so they can pick up that at the truck while sides will be served buffet-style beside.
We’re planning to coordinate the food service so people aren’t standing in one giant line.
We’ll also be doing short speeches during dinner rather than stopping everything for a separate speech section.
The open bar will be closed during dinner, reopening open bar when dinner is finished. Bartenders will be serving wine during dinner.
Mocktail bar will be open throughout dinner.
7:45-8:05PM: Elopement video and first dances
MC announces bar reopens and will direct guests to go inside for a short video and first dance.
This is one of the more sentimental parts we’re really excited about!
We’re filming** **parts of our elopement, including getting ready, first look, vows on the mountain. (Short video).
We’ll put together a short video to show our family and friends so they can experience a little piece of our actual wedding day. Everyone I’ve told said they absolutely love the idea and can’t wait to see it.
We’re now planning to show this inside the hall, where we can control the lighting better. There’s a stage so we are going to have the projector screen on the stage so everyone will be able to see it.
After the video, we’ll transition straight into our first dance and parent dances. We’re thinking of having the father/daughter and mother/son dances at the same time to keep things short.
Then we’ll immediately start a good party song to get everyone onto the dance floor!
8:05-11:00PM: Open bar, dancing and photobooth
This is where the formalities end and the party really begins!
- Open bar reopens when dinner finishes
- Mocktail bar open until the end
- Dance floor opens
- Photobooth operates from 8–10 PM
- Guests can move between the indoor dance floor, outdoor tents and bar area
We’ll have separate playlists for cocktail hour, dinner, formal dances and the party. The dance playlist will already be arranged in a specific order so the music progresses throughout the night.
8:30 PM: Dessert
Dessert will be put out without stopping the dance floor. Our wedding coordinator will bring out the desserts. She’ll make a quick announcement that dessert has been served and guests can help themselves.
10:00PM: Late-night snack
Either poutine or pizza as a late-night snack.
Again, no interruption to dancing. Just a quick announcement that food is available.
10:45 PM: Last call
The bar will start wrapping up and we’ll give everyone a heads-up that the reception is ending at 11 PM.
11:00 PM: Reception ends
Our venue is in a residential area and we’re trying to be respectful of noise restrictions. 11PM is the noise by-law.
Guests can head home or join us at our house, approximately five minutes away, for an informal after-party.
What are we still missing?!
Does the timeline seem realistic?
Are there any vendor coordination responsibilities we’re overlooking?
Just to clarify, this timeline is a general plan, not a strict schedule! We’ve already discussed with our coordinator that we’re flexible with timing and happy to adjust things as needed to keep the evening flowing smoothly without rushing anything!