Finalizing Your Reception Plans
The months have flown. And now you can easily chant the very number of weeks, days, hours, and minutes 'til the time you say, "I do!"
Six to eight weeks prior to the big day, your calendar should spell out every duty left to do. Look now for days that seem overloaded with tasks and distribute them more evenly. Don't try to do the impossible.
During one of your final appointments with your reception coordinator, he or she will be giving you some room diagrams and seating charts to work with. Your coordinator will need these listings in order to double-check your place cards and guest count. And your on-site host or hostess will need a copy just in case you have any last-minute deletions or changes on your wedding day.
If you have a choice in the numbering of your guest tables, I would suggest placing all even numbers on one side of the room with odd numbers on the other. The lower the number, the closer that table is to the head table. And yes, you can skip number 13 if you so desire.
During this appointment with your coordinator, you should also verify:
* Are all outside service aspects provided by the facility confirmed, such as the limo, band,- photographer, bakery, and florist? If you have not spoken directly with the limo company, band leader (or DJ) or photographer yet (package plan only), make note of this to your coordinator. The limo company may not need to speak with you until a week or so before the wedding as they will just be reconfirming your address and time, but you will still want to be sure that everything is fine and going as scheduled!
Verify all service aspects that you will be providing. Make sure that your reception site has contacts and phone numbers. The reason is simple. If on your wedding day your cake is not showing up on time, your on-site coordinator can call the bakery direct and hope- ' fully avoid upsetting you at home. Without a phone number, your wedding day host or hostess may be forced to wait until your arrival to do something about it. And by then, it will most likely be too late.
Reconfirm linen colors. Thoroughly go over, all the scheduled events of your wedding reception/Has adequate time been allotted to every detail? If your coordinator is making up a printed schedule, ask for a copy when it is ready. (A sample schedule appears later, should you want to do your own.)
Know when you have to finalize your dinner and hors d'oeuvres menus. When is the exact or "guaranteed" guest count due for meals? Arrange your appointment for final payment. This is typically done three business days before the wedding. List everything that you will have to bring with you, such as place cards, table listings, guest book, keepsakes, etc. And make your coordinator aware of any item you do not wish to bring early, such as a valuable cake top. Inform him or her of when and how such items will arrive.
Reconfirm all prices. Have your coordinator run another tape list of costs based on the guest count you expect to have. In your count include all the guests that have informed you they are coming to your Wedding, as well as those that have not yet replied. Make sure that all your deposits have been accounted for. Your correct balance due will be calculated when your guest counts and menus have been finalized.
* If you are dealing with a hotel, reconfirm all your overnight reservations before leaving.
Coping with Room Diagrams and Seating Charts
Don't wait until the last minute to contact guests who haven't yet replied to your invitation. A few days past the response date is fine for making phone calls. After all, you don't want to have to rearrange your seating charts every time a late reply comes in. The earlier you get your table arrangements done, the earlier you can enjoy all the parties and attention a bride receives in those last few weeks before the wedding.
Dealing with seating arrangements can be a very stressful time in a bride's life. And this can be especially true when both sets of parents are contributing financially to your wedding. Why? Because no one wants their guests "seated out in left field." (Yes, that's what they'll call it.) So what can you do?
To begin with, your parents — along with the friends or family of their choice — should be seated at table number one. The groom's parents and selected company occupy table number two. The only exception to this is when the groom's parents have paid for the wedding. Then they are seated at table number one.
Traditionally, the closer the family member or friend, the closer they are seated to the head table. Dividing the room in half may help your particular dilemma. If your parents are at table one, number all the rest of the tables on that side of the room with odd numbers and assign those to your parents. Thus, the groom's parents at table two get all the even numbered tables on their side of the room. Each party is then welcome to seat their tables as they wish. (Just give them a deadline or you'll never have it done on time!) You and your groom should be allotted one third of the tables by taking the "middle" section from each side of the room. Just remember to seat older guests far from the band to avoid the loud music. And count any wheelchair arrival as taking up two "chair" spaces for extra comfort.
If you are personally writing out your own place cards, try not to do too many in one sitting or your exhaustion will show in your penmanship.
Make sure that your guests' names are easy to read. Watch out for name duplication, which typically occurs when a father and son with. the same name are invited. In such a case, add Sr., Jr., I, II, III, or whatever is appropriate. When you're not sure of the title, add the spouse or date with each, (such as: "Robert and Betty Harrison" on one and "Robert and Sue Harrison" on the other). When a guest has informed you of an escort's name, it is a nice gesture-to write out that person's name. Just remember that the initial invitee's name goes first on the card, regardless of alphabetical order.
Putting It All in Writing
As soon as you can finalize menus and schedules with your reception site, do so. Then you can put the events of your day down on paper and see for yourself if there is anything else left to be done. And by giving your banquet facility a copy of your list, you just might notify them of a minor detail or two they unintentionally overlooked.
The following sample schedule assumes you are providing every service aspect of the wedding reception except food and beverages. Alter it to meets your own needs. (For example, next to Band, type in the name of the band and indicate "provided through facility")
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