Looking for some example run sheets to help you create your reception timings? Creating a run sheet for the flow of the wedding reception is usually something most couples are eager to lock in but never know where to start. It can be a little overwhelming trying to fit in all the formalities plus making sure you have enough time on the dance floor. And don’t even get me started on trying to fit everything in to a shortened lunch reception!
Some of our wedding coordination packages offer assistance with confirming all of your arrangements with vendors along with preparing your runsheet and timelines. Keeping in mind that every event is different, our wedding coordinators have come up with a few example run sheets to help get you started when planning your reception timings. Remember, it’s always a great idea to ask your venue for their suggested timings as well which can be better suited to their staffing ratio and the style of food and beverage service. If you prefer to ask us our wedding coordinators for help to prepare your wedding runsheet, please do. Our wedding coordinators offer hourly consultations and are happy to book some time with you. This is especially great if you’d prefer to do most of the work yourself – but are just looking for some guidance.
The catering is deliciously good at Dunbar House Watsons Bay for Janet and Kevin. Image courtesy Heartstory Photography.
A note on formalities – less is more when it comes to speeches otherwise you tend to lose the interest of your audience (who are eager to party and dance). Have just the key people make speeches, and keep them timely and relevant. Anything over 3 speeches will substantially eat in to your timings (especially if you are having a lunch reception). But having said all of that we have included timings for multiple speakers below. Also included is a note on clearing times below, nothing worse than the clinking of china through speeches and/or waitstaff clearing tables at key moments.
Example Run Sheets: Lunchtime Reception – 4 Hour Shorter Event
Lunchtime receptions are always tricky. They are usually over a 4 hour duration which is often at the compromise of shorter speeches and dancing/celebration. Our wedding coordinators have also shortened arrival drinks and canapes to fit everything in.
12.00 PM Guest arrival, welcome drinks and canapés
12.30 PM Guests are seated
12.40 PM MC Runs through any housekeeping, welcomes guests and the wedding party
12.50 PM Entree is served
1.10 PM Entree is cleared
1.20 PM MC invites speakers – (we will allow for 3 speakers here, 5 minutes each)
1.35 PM Main is served
2.05 PM Main is cleared
2.15 PM MC invites the newlyweds to make a speech, cut the cake and take their first dance together
2.30 PM Dancing and celebration
2.40 PM Dessert is served
3.00 PM Tea, coffee, wedding cake and petit fours are served
3.30 PM Farewells to the couple (bouquet toss, etc)
3.50 PM Newlyweds depart
4.00 PM Event conclusion
The lovely vista from the wedding reception space at Ecco Ristorante at Drummoyne. Image courtesy Gemma Clarke Photography.
Example Run Sheets: Dinner Reception – 5 Hour Event
Five hour wedding receptions are usually what most reception venues offer as a standard evening package, with the option of extending one additional hour on to the package at an extra charge. These events are always much easier to plan as things aren’t so rushed. Our wedding coordinators have allowed a little more time for speeches and formalities as many wedding receptions now have around 5 speakers.
6.00 PM Guest arrival, welcome drinks and canapés
6.45 PM Guests are seated
6.55 PM MC Runs through any housekeeping, welcomes guests and the wedding party
7.05 PM Entree is served
7.25 PM Entree is cleared
7.35 PM MC invites speakers – (we will allow for 2 speakers here, 5 minutes each)
7.45 PM Main is served
8.05 PM Main is cleared
8.15 PM MC invites additional speakers (allowing for 2 more speakers, 5 minutes each)
8.25 PM Dessert is served
8.45 PM Dessert is cleared
8.55 PM MC invites the couple to cut the cake and take their first dance together
9.00 PM Dancing and celebration
9.15 PM Tea, coffee, wedding cake and petit fours are served
10.30 PM Farewells to the couple (bouquet toss, etc)
11.00 PM Event conclusion
Camilla and Nicholas cut the cake at Centennial Parklands Dining. Image courtesy Sugarlove Photography.
Example Run Sheets: Dinner Reception – 6 Hour Event
Six hour wedding dinner receptions are the best. Particularly if you’re considering any form of live entertainment. They offer a lot more flexibility especially when it comes to slotting in up beat band sets in at the end of the night if you are having live music. For this example below you can see that our wedding coordinators easily fit in 3 x 45 minute live music or entertainment sets.
6.00 PM Guest arrival, welcome drinks and canapés
6.45 PM Guests are seated
6.55 PM MC Runs through any housekeeping, welcomes guests and the wedding party
7.05 PM Entree is served
7.25 PM Entree is cleared
7.35 PM MC invites speakers – (we will allow for 2 speakers here, 5 minutes each)
7.45 PM Main is served
8.05 PM Main is cleared
8.15 PM MC invites additional speakers (allowing for 2 more speakers, 5 minutes each)
8.25 PM Dessert is served
8.45 PM Dessert is cleared
8.55 PM MC invites the couple to cut the cake and take their first dance together
9.00 PM Dancing and celebration – Band Set 1
9.15 PM Tea, coffee, wedding cake and petit fours are served
9.45 PM Band Set 1 concludes
10.00 PM Band Set 2 commences
10.45 PM Band Set 2 concludes
11.15 PM Band Set 3 commences
11.45 PM Farewells to the couple (Bouquet toss, etc)
12.00 PM Band concludes, event conclusion
Katrina and Andrew take their first dance at ZEST, Mosman. Image courtesy Kellee Walsh Photography.
Want more planning goodness? You might find some of our other articles helpful:
- The Art of the Wedding Day Runsheet
- The Rainy Day Back Up Plan
- How do I know if I need a Wedding Coordinator
- How do I know if I need a Wedding Planner
These sample timings are a great framework to help plan the formalities at your event. But every wedding is different. If you have hired our wedding coordinators to help with wedding planning or wedding coordination then some of our packages include runsheet prep. But if you’re not sure, you can always come in to chat with our wedding coordinators a little more about planning formalities of your wedding by arranging a consultation.
It can always be a little tricky navigating your way around the nuances of all the formalities, sometimes a little bit of professional advice can help steer you in the right direction.
