This event planning tip is sparked by a conversation we had with a recent client about how to handle an hour or more in between the ceremony and reception.
This comes up for people a lot!
When your ceremony and reception are in two different places and guests have to travel a bit from one venue to the next, the reception cannot be “immediately following”. So when your ceremony is at 3pm, but your reception is not until 6pm, depending on your guest list (how many locals vs. out-of-towners), this can cause a conundrum for your guests. Here are my tips of things to think about and how to handle this situation…
1. If at all possible I recommend trying to keep the ceremony and reception as close as possible in time. Check with your ceremony and reception sites about the proper timing, ie: how long the ceremony will take and how long is the travel time from one venue to the next.
2. If you are choosing this break intentionally so that you can take pictures, talk to your photographer about how much time is really needed.
3. If everyone is out of town, perhaps provide an activity for your guests such as a bus tour of NY, carriage rides or a walking tour (shoes-appropriate of course), boat rides or a photo scavenger hunt … pass out disposable cameras at the ceremony and every one can return them when they arrive at the reception.
4. Provide transportation between the ceremony, reception and local hotels so that your guests can go back to their hotel, recharge and change clothes, without having to worry about directions and parking.
5. If you’re local, host a small gathering at a friend or family member’s home for out-of-towners. Sometimes your venue will provide light refreshments and a sitting room for guests to mingle before the reception.
6. Gather suggestions for your guests and list options of local attractions, restaurants, museums, galleries and bars either on your website or in a handout to give at the ceremony.
Most importantly, I think you have to remember that while your guests are there to celebrate for you, you also need to provide them with an enjoyable experience too.
