Example Wedding Itinerary
Help your Wedding have excellent timing and flow...
By Stuart Cornick
Here is an itinerary with examples on timing, music and entertainment, toasts and special moments all included. Again, this example is for a Wedding Ceremony and Reception in the same location. You can change these times to fit your event site, location and special circumstances.
Note: If you're not so old fashion... It's nice to do photo's prior to the Ceremony so you can enjoy your cocktails with your family and friends and not be rushed or stressed. If you're old school and don't want to see each other prior to "I DO", that's OK...
TIP) In the case you are old school, have a longer cocktail reception time to allow for photo's and Bride/Groom attendance.
Example Wedding Itinerary:
4pm Guests arrive at the Ceremony / have your entertainment play Wedding type music as people come in. This could be classical style or it can be contemporary style...
TIP) Be original. It's your choice here and there are no rules anymore.
4:30pm Ceremony / pick 3 songs; Precession, Song for the Bride/Father and Recessional. All other music is generic and based on style.
TIP) get specific music selections to your entertainment leader at least a month before the event date so they have time to prepare.)
5pm Music will play as guests enter and are seated. Next is the Processional (bridal party). After that is the Bride's song walking down the aisle with her Father. Finally, after "I DO" the Recessional is played and people will depart for the cocktail reception...
TIP) Be realistic about the time it will take for this transition to happen based on your special circumstances and locations of ceremony, cocktails and reception. Think about people in party mode moving slowly, driving, parking, lodging, etc. Again, this example is based on the events all taking place in the same location which is ideal in our opinion.
5:30pm Cocktails: It's nice to have some finger foods with the cocktails so people can stay nourished and happy. Choose music of your choice live Band, DJ or piped in from the facility... (if the cocktails are in a separate area, figure out how to work the music/sound etc. in advance)
TIP) Sometimes there are extra costs involved with outdoor or split-room events. Go see the facility so you know what you're working with physically. Have your dreams and budget on the same page and then work it out in advance. Surprises at the event cause big stress and problems on the big day. On a positive note, good spontaneous decisions cause great energy and keep the flow happening. Special Events are a changing environment so prepare for the best in advance and remain flexible and open during the event.
7pm Guests invited to Dinner / Ballroom / Main Room: People come in to music and are introduced to the new area. They usually will need to acclimate and find their seats, however, a few will come out to the dance floor if the music is popping...
TIP) Popping means right style, feel and volume for the moment. A good music leader knows your style from the and translates it to the people through entertainment and emcee ability.
7:15 Bridal party introductions... / It's best to keep this smooth by having the emcee line everyone up in order and say their names once to practice right before actual intros... Bride and Groom are last to enter of course...
TIP) Many just do the Bride and Groom now, it's up to you course. Remember, it's all about your style and your wishes so get your wishes on the table up front and let the professionals figure out how make it happen with good flow... Sometimes, everyone will need to compromise and default to the decided leader or professional. Trust is a big factor here.
7:30pm 1st dance: "Your choice, B and G only"
(romantic song or upbeat with meaning)
2nd dance: "Family & Bridal party join B & G" (med tempo song with meaning)
3rd dance: "All guest invited to dance floor" (home run hit dance song with high energy)
TIP) Some may think this backs up the dinner to much. Remember, you had some finger food during cocktails and guests are into the event and flow so they aren't looking at their watch. Also, the catering has a chance to reset after cocktails and get ready for the dinner portion (sit down or buffet)
7:45pm Dinner time: guests are served 1st course or tables are invited to buffet. Entertainment, photo, video and vendors usually eat at the same time (vendor meals are usually provided by the client as a courtesy because after all, it's dinner time.)
TIP) Vendor meals are usually $20 - $35 each. Remember to have a table, chairs, silverware, hot food and cold drinks for the vendors in a designated room. Your vendors will love you!
8:00pm You have a very captive audience at this point and they are ready for a touching moment. Both sets of parents make toasts to Bride and Groom...
TIP) You don't want to have to many toasts or speech's here, save the Best Man and Maid of Honor for the cake cutting. A cordless mic is key here.
8:45pm Father/Daughter Dance "Your choice" (special song)
Open dancing for all guests...
TIP) It's good to start with the oldies here for Grandparents and then start moving the music around to all generations. Your talented entertainment leader will nail this for you so all guests get to dance to their high school / college favorites... "A little something for everyone"
9:30 Cake cutting: Everyone invited over to the cake by emcee
Best man and Maid of honor make toasts...
Bride and Groom cut the cake and then make a toast/thank you
TIP) A cordless microphone is key here. If champagne is involved in the toast, have it served and on a table prior to the cake time so people can pick it up on the way to the cake and this portion doesn't lag. Rule #1, excellent flow...
9:45 Dancing and cocktails (keep the bar as close to the dance floor as possible and never allow a split-room situation during this portion) I.E. The dancing in one room and the drinks or entertainment in another is a real no no! You want to close off any other room and keep everything and everyone in one central room.
TIP) You can inform the grandparents, children and anyone you feel would like to get away secretly that these rooms are still open.
Midnight Last dance: "Your choice or spontaneous based on the mood of the crowd" Emcee makes an announcement about where everyone is going after...
TIP) If overtime is going to happen, you'll inform your leader just before the end time and you'll know how much it will cost from the contract you signed. Most will make an announcement to the crowd and roll right into overtime. OT should go by the 1/2 hour, most just want a few more dances to satisfy that ENCORE feeling that has been created by the killer flow, entertainment and guests energy. Inquire in advance with the facility manager if OT is an option or not.
Stu Cornick, GM
Savoir Faire Band / Disc Jockey Events
www.SavoirFaireBand.com
(408) 221-8272 / direct line
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