A good reception timeline gives the day a shape and leaves room to enjoy it. Start with the times you cannot move, then connect the people responsible for everything in between.
1. Put the fixed times on paper first
Write down venue access, guest arrival, the meal schedule, the reception finish and the time vendors must leave. Add your ceremony and travel time if they affect the reception. Ask the venue which times are firm and which can move.
Keep one clear version of the plan. A change to dinner can affect speeches, photography coverage and the start of dancing.
2. Decide which moments matter to you
You might want an entrance, a first dance, welcome remarks, family dances, speeches or a last song. Include the moments you want, then tell your DJ and MC what each one should feel like. Share names, pronunciations, music and who will give the cue.
You do not need to include a tradition simply because it appears on someone else’s checklist.
3. Connect the venue, DJ and photography team
Before locking the order, ask your venue and caterer how service will run. Ask your photographer which moments need time set aside and when coverage ends. Talk through microphone handoffs, entrances and announcements with your DJ or MC.
If you plan to add a photo booth or other entertainment, confirm when guests can use it and where it fits in the room.
4. Leave room for real people
Guests need time to arrive, find seats, eat and move between spaces. Avoid filling every minute with a new announcement. Identify the person who can make a timing decision on the day, and make sure the vendors know how to reach them.
5. Build a first version, then review it together
Use the event planner to draft a running order. Add your non-negotiable times and bring the result to your planning conversation. Treat it as a draft until your venue and event team agree on the details.
Choosing your entertainment too? Read our questions to ask a wedding DJ and explore wedding DJ and MC services in Westchester.