How do you pick the right reception venue for you? Put them to the test with our guide.

Costs

Decide on your theme and guest list before you even contemplate viewing any venues in person. This will also help determine your bottom line. There’s no point wasting your Saturday morning visiting a cavernous function centre which can seat 300 if you’re planning on an intimate day with just 60 of your best-loved family and friends.

Questions to ask:

• How much does the venue charge per person?
• Does it fit within your budget?
• Are any months or days of the year cheaper?
• Are special rates offered for daytime receptions?
• Is a tailored wedding package offered? If so, what does it include?
• Are substitutes within the package permissible?
• What deposit is required to secure the venue?
• How often do payments need to be made, and in what form?
• What is the venue’s cancellation policy?
• What are the penalties involved if the reception runs overtime unexpectedly?
• Is it possible to extend the standard reception hours? If so, what are the charges?
• What is the total cost estimate?

Atmosphere

When chosen correctly, the right wedding venue can complement the style of your wedding beautifully. For a romantic theme, consider a ceremony in the rotunda, followed by a buffet garden lunch. Or for a distinctly formal edge, perhaps try a three-course dinner followed by dancing in a fancy hotel ballroom.

Questions to ask:

• Does the venue lend itself to your theme?
• Does it fit your desired format (eg, sit-down dinner, cocktail party)?
• Will the space comfortably accommodate your number of guests?
• If you’re planning an outdoor ceremony and it ends up raining, is there an attractive, alternative indoor space available?
• What is the lighting and atmosphere like at the time you’re planning to hold your wedding? (It’s best to go and see the venue then.)
• Is a dressing room provided for the bridal party?
• Sum up the venue’s atmosphere in one word.

Guests

Make sure your guests will be comfortable and consider any special needs they may have. For example, cocktail parties can be great fun for guests of all ages, but oldies probably won’t be able to stay on their feet all night. Ensure their comfort isn’t overlooked by having chairs set up for them away from the boom of the music.

Questions to ask:

• How many tables can be set up in the room without it feeling too crowded (or too empty)?
• How many guests can comfortably be seated at each table?
• Will the dance floor be big enough to accommodate all your guests?
• Are there adequate toilet facilities for the number of guests?
• Is wheelchair access provided for guests who may require it?
• Is there an outdoor smoking area?
• What sort of parking is available?

Alcohol

The type of alcohol package you choose can make a huge difference to your final bill. Consider the drinking habits of your guests before you make this decision. If your fiancés mates are likely to down one handle after another from 6pm to midnight, you may be best to choose a cost-per-head package for a certain number of hours. If your crowd is more likely to savour a few glasses of quality wine each, a cost-per-bottle-consumed may make more sense.

Questions to ask:

• Does alcohol form part of the reception package? If so, what is included?
• Does the venue offer an open bar (including spirits) and at what cost?
• Can you bring your own alcohol in to the venue? (It’s cheaper) If so, what is allowed?
• Which brands/labels of beer and wine are offered, and is any brand substitution allowed?
• Is it possible to serve each guest a special welcome drink on arrival (like a fruity cocktail)?

Food

The meal served at a wedding will add to the experience, so whether you’re thinking buffet or banquet, take a good look at the menus on offer before picking your venue. If the meal is especially important to you, ask if a tasting is possible. And if you’re choosing a cocktail menu, ask how many pieces of each canapé will be provided for each guest – you don’t want people going hungry!

Questions to ask:

• What sort of cuisine and menu choices are offered by the venue?
• Can guests choose from the menu, or will it be an alternate service?
• Are any deviations from the menu permitted?
• Are vegetarian/dietary options available?
• Do they offer a tasting of the menu, and is it complimentary or an additional cost?
• Do you have to use one of their preferred caterers, or can you bring in your own?
• Is there a special rate for children’s and suppliers meals (eg, the band)?
• Can you substitute their dessert offering with your wedding cake?
• If the cake is provided as the part of the package, is there a cost if you bring in your own?
• Will the venue provide printed menus, or will you need to organise these yourself?

Music

The wedding music you choose should help to enhance the atmosphere. You may choose a variety of musicians to suit the different stages of the event – harpist as guests arrive for canapés, followed by a DJ playing subtle ballads during dinner, before upping the vibe for dancing. Ask the venue manager about technical details, like whether there’s adequate power.

Questions to ask:

• Is there room for a band or DJ, plus all their instruments and equipment?
• What equipment is provided for musicians (eg, power for a DJ’s speakers, space for your band to do dance routine as they sing)?
• Can you play your own music or bring your own entertainment?
• Are there any restrictions, such as a time when music must be turned off, or the use of smoke machines?
• Does the venue provide a dance floor, and if so, is this an additional cost?

Staff

This aspect is often overlooked, but supportive, professional staff can make all the difference when it comes to making your reception run smoothly. Not only do you want a reliable, organised, experienced wedding coordinator to run the show, but also competent wait staff who are knowledgeable about the food and wine they are serving, and are happy to help your guests with their individual needs.

Questions to ask:

• Does the venue have an in-house wedding coordinator? (Be sure to meet with them early on.)
• Will the coordinator be there in person to help run the event?
• Does the coordinator make you feel completely at ease and confident?
• Is the coordinator organised and prompt to respond to your emails or phone calls?
• Is the coordinator open to accommodating your individual needs and requests?
• What will the ratio be of serving staff to guests on the night?

Noise

Another event taking place at the same time as yours (such as in an adjacent room) can impact heavily on your reception. If you’re considering a venue with multiple rooms for hire, ask if they are likely to be in use on your wedding night, and whether they are sound-proof. You don’t want your wedding to be impacted if the next-door function asks for your music to be turned down during their speeches.

Questions to ask:

• Will you have exclusive use of the venue or will you be sharing it?
• Is it possible to hear noise from other events within the venue?
• By what time do you and your guests have to leave the premises?
• Are there any noise restrictions in and around the venue?

Distance

Remember, the shorter the distance between your ceremony and reception, the cheaper the car hire and the longer time you’ll have for photography. You’ll also need to consider logistics, such as how easy it will be for your guests to get from location A to B. This can impact on the starting time for your drinks – you don’t want half your guests to miss your grand entrance because they’re still in transit!

Questions to ask:

• How far away from the ceremony is the venue?
• Is the venue difficult for guests to get to?
• If the venue provides a getaway car as part of the package, how far will it take you?
• What parking is available at the venue itself, and do guests need to pay for it?
• If you charter a bus for your guests, is there somewhere for it to park while everyone alights?
• Will the venue order taxis for departing guests who haven’t driven?

There are so many father daughter wedding songs to choose from, it can be difficult to select the one that will be magical. This dance typically comes right after the first dance which tells you how important it is. This is why brides are scouring the internet looking for the best father daughter wedding songs. Before trying to find a specific song, you may want to start with the following steps.

If you search for popular father daughter wedding songs, you’ll find a lot of ideas. Some will be great while some will be the overused songs you want to avoid. Songs like Butterfly Kisses by Bob Carlisle and Because You Loved Me by Celine Dion have been used over and over again. But of course if you like these songs, feel free to use them. They are excellent choices and nobody will hold it against you. If you want ideas for unique father daughter wedding songs there are places to look. A lot of brides are currently writing and blogging about their weddings. You can find many ideas this way. Another way to go is to find your favorite music genres and choose your song from those categories.

Genres like oldies, rock, Motown, and movie themes are good places to start. One of the most popular genres for wedding songs is swing with vocals. Sinatra’s Way You Look Tonight is a good example. Looking at father daughter wedding songs classic rock genre will yield some excellent choices. Little Miss Magic by Jimmy Buffet is different and fits the category. Van Morrison’s Have I Told You Lately is beautiful and the words are very touching. He penned this song as a dedication to God, but it still works well for your dance. It can also be placed in the genre of christian father daughter wedding songs. Although worship songs sing about God, they can also work for a father daughter dance. Just be sure to check out all the lyrics.

The country genre is chock full of awesome wedding songs father daughter country style! There are a lot of songs written as if they are being sung from a dad to his daughter. Heartland’s I Loved Her First and My Little Girl by Tim McGraw are songs where the father is singing about his daughter. For the opposite, a dedication from the daughter to the dad, you could try Dad’s Yard by Catie Curtis or Through The Years by Kenny Rogers. These are just the tip of the iceberg when it comes to country father daughter wedding songs.

If you’re still struggling to find that perfect song, take a look at your family heritage or ethnic background. The number of Spanish father daughter wedding songs have been growing. De Niña A Mujer by Julio Iglesias and Mi Niña Bonita by Lucho Barrios are two of the most popular. Mi Viejo by Piero is another classic. Some excellent father daughter wedding songs in Spanish are available thanks to the growth in popularity of the Latin culture. Nobody loves a wedding more than Italians! Italian father daughter wedding songs don’t have to be in the Italian language but there are plenty to choose from either way. Mario Lanza and Jerry Vale are two of the biggest Italian wedding songs artists.

Some brides may be dealing with finding that special song for a step father. Although the market isn’t flooded with step father daughter wedding songs, besides Stepfather of the Bride by Mike McLaughlin, there are plenty of support-affirming songs brides can dance with their stepfathers to. You Don’t Have To Let Go by Jessica Simpson and You Raise Me Up by Josh Grobin say some very powerful things.

Finding the best father daughter dance songs takes time and effort. If you’re having difficulty, try looking at music genres first. If that doesn’t work, maybe there are some special wedding songs from your family’s heritage or ethnicity. If you have the unique and special circumstance of having a stepfather, look for uplifting songs that touch both of your hearts. Don’t worry if the song you’ve chosen fits with a different category than your heritage or background situation. As long as you’re happy with the father daughter wedding songs you’ve selected, everyone will be happy for you.

You may have been asked to be the Master of Ceremonies (MC) at a friend or family member’s wedding, or maybe you’re considering hiring a professional MC at your own wedding. So, what does an MC do?

The main role of the Master (or Mistress) of Ceremonies is to co-ordinate the ceremonial part of the wedding celebrations – namely the speeches and cutting of the cake – and to do whatever else is necessary to make the reception run smoothly. This usually entails liaising with the venue’s staff about catering and serving requirements (ie which tables eat when), calling the guests together for speeches, introducing the key players and calmly handling any little drama that may come up (eg lost and wailing children; Grandad’s teeth in the fountain – you know how it is!)

For those who’ve been asked to be an MC, and to reassure the bridal couple, let me set the scene and take you through a typical scenario.

The wedding has been held earlier and guests are now arriving at the reception. They will mix and mingle, catch up with old friends, and meet new family, before enjoying the wedding feast, speeches and ensuing fun.

You, as the MC, will be already at the reception to meet and greet the guests, making sure they have refreshments, and explaining which table they’ll be sitting at for the meal and where to put presents and cards etc. Eventually, the bride and groom arrive to rapturous applause and more personal congratulations.

The venue’s catering manager catches your eye and give you a pre-arranged signal that you they are all set, and the food is ready to serve.

You stand somewhere very obvious (say, beside the top table where the bridal party will sit), give a fairly sturdy wine glass several sharp taps wit a fork to get everyone’s attention, and announce in a booming voice (being an MC is not for the timidly spoken):

“Hello, everybody. I’m your MC for today, as I think most of you know. Right now we’re about to start the meal, so if you could please take your seats. And, for those who haven’t already found them, the toilets are out the door and to the right…’

Once everyone is seated, you can tap the glass again, get up and announce the order of events.

‘We’ll be having entrees, followed by the main course. And after that, we can all sit back and enjoy the wedding speeches.

These will be followed by a leisurely dessert, some relaxation, music and dancing… and a bit later on we’ll adjourn to the foyer to read out some messages and formally cut the cake.’

You get the ideas. The meal then gets into full swing…

Fast forward to the end of the main course

By now, everyone is feeling replete and relaxed, having caught up on each other’s news, views, illnesses and children. There’s the general contented burble of conversation and laughter, and now it’s time for the speeches.

As MC, you main role now is to warm up the audience and briefly introduce each speaker. Above all else, you call for and lead the applause as each nervous speaker gets up to start their speech.

Another important tip – rather than just announce the beginning of the speeches, it’s a good idea to say:

‘Ladies and gentlemen, the wedding speeches are about to begin… so please make sure you’re sitting where you can see, your glasses are full for all the toasts…and we’ll begin in a couple of minutes.’

Now, allow a good 10 minutes for toilet visits, preparation of cameras, and moving of furniture etc. Once everyone is fairly settled – you’re on!

In a nutshell!

• Get to know each speaker so you can introduce them with a few sincere, well-chosen words
• Give the audience plenty of warning when the speeches are about to begin
• Be brief, positive and enthusiastic – how you feel about the speaker is how the audience will feel
• Remember to call for the applause, having done each introduction
• Lead the applause yourself. This is important – the audience will happily follow.
• Thank each speaker, and segue smoothly to the next speaker
• Be ready and willing to help organise other aspects of the wedding and reception
• Be prepared for anything that might happen – it will!
• And finally, enjoy yourself. You’ll be great!

In many cases, a bride or wedding planner is attempting to accomplish the impossible when it comes to creating a unique and never before seen wedding cake.  Of course, the market is full of options but most have already been used or seen in a magazine or photo.  If you are looking for a creative way to showcase your wedding cake then you definitely begin by looking at yourself first.  Think of items, settings, and ways in which you can better describe or reflect who you and your future husband truly.  Make a list of words that come to mind and brainstorm as to how you can incorporate some of those characteristics into your design.  It is of course absolutely important to retain the traditional elegance and beauty of a wedding cake but there is nothing wrong with adding personal and memorable touches in addition.

The best and most memorable arrangements incorporate flowers, fall leaves, ivy, and other natural elements.  Most brides choose natural elements because it reminds them of a favorite flower, event, or place.  Wedding cake stands come in all kinds of shapes, sizes, and materials.  Finding a unique wedding cake stand has never been easier with the help of the internet.  Most online cake supply retailers do not have a storefront so their products can only be found online.  Stands can be made from materials such as silver, crystal, and plastic.  A cake stand display is only as unique as the stand allows the arrangement to be.  Finding an unusual shape or arrangement is highly effective especially if you can find wedding stands that are not mass produced or as widely distributed.

Standard 3 tier wedding cake stand displays can be made more unique by decorating each tier differently.  For example, you can choose to change the shape of each cake tier or the actual decorations.  The great thing about cakes is that they can be made in all kinds of fun shapes to fit in with any theme you may be going for.  Heart shaped cakes are currently the most popular.  I have also seen cake tiers that were shaped to look like daisies.  The recent trend of cupcake wedding arrangements have expanded the possibilities for a unique arrangement but when dealing with cupcakes you will also have to consider how you will distribute the excess cupcakes.  Only so many cupcakes can fit on a stand so it is best to prepackage them for distribution to guests.  You can do this by purchasing cupcake favor boxes which hold one individual cupcake safely and conveniently.  You can buy cupcake boxes online or at bakery wholesale stores.  Online prices vary depending on the material and style of box you choose.

Regardless of which type of cake you choose, there really is no limit as to how you can decorate a wedding cake stand display to make it more original for your special day.  The only limit is your imagination.  For extra inspiration, surf the web for unique wedding cake arrangement and display ideas.  The ideas you run into may seem crazy but they could help get your creativity and imagination going.

Wedding cake design and decoration is a skilled job. The chances of an inexperienced cake maker being able to pull together this sort of work of art is unlikely at best. Wedding cakes are typically made from various layers all delicately balanced on top of one another. They are then iced to perfection with intricate decorations helping to enhance their beauty. These decorations can of course be made or bought in advance and items such as pre made wedding cake decorations are the item of choice for many do it yourself brides.

Such wedding cake decorations come in two types – those you can eat and those you can’t. Edible creations include sugar flowers as well as lace effects and swag bows made from fondant. Non-edible decorations include silk or real flowers and displays more commonly known as wedding cake toppers. These can be made of glass, porcelain, crystal or many other materials and are traditionally figurines of the bride and groom although these days can depict anything.

Edible decorations such as sugar flowers can be made from various things. Royal icing is soft to work with and can produce intricate decorations, but produces a very hard result. Decorations of this type can be made up to two weeks ahead of the big day. Another option is fondant icing which can be transformed into decorations up to one month before they are needed and can be used to adorn the cake at the last minute. It is also easy to work with and is clay-like to handle. Gum paste is similar to fondant icing but is not edible.  It does, however, last for years.

Being able to prepare or buy the cake decorations in advance is a huge time saver closer to the wedding when there are many other things to be doing. So make or buy your sugar decorations and other wedding cake supplies a few weeks in advance. You can even make the cake itself and freeze it for a couple of weeks, so all you need to do the day before the wedding is ice it and decorate it.

If you want to save a few dollars by trying to make some simple wedding centerpieces yourself but would prefer to have something a little more unique than floral arrangements, here are a few ideas for you.

• Take some square based vases and fill them with small stones up to a third of the height of the vase. Fill two thirds with water and use the stones at the bottom to hold up three brightly colored Gerber daisies.
• Imagine a field of wild flowers and different grasses. Go hunting and pick a large assortment. Then make a cone shape from thick, dark colored paper or card that is about half the height of the flowers that you collected. Arrange the stems around the cone to conceal it. Then wrap a 1-2 inch band of string around the top of the cone and mid way up the stems. Finish off with a colored ribbon tied around the string. This would be great for a fall wedding with the yellows, oranges and browns of the straw like grasses.
• Find small terracotta plant pots and plant with flowering shrubs or small rose bushes. Tie a ribbon around the pots for added elegance.
• Take some goldfish bowls, fill to a third full with sand and place a candle in the center.
• Find some tall square bottomed vases and fill three quarters full with water. Place limes in the water up to half way up the vase and top with three or four floating candles. Stand next to small, clear bottles holding table number signs. The bottom of these bottles should be filled to about two inches deep with coffee beans.
• Create collections of 9 or 10 glass jars and vases of differing shapes for each table – at least three should be tall and the others should be of varying heights. Fill all with sand up to a third of the depth and then place different shaped and sized candles and shells on the sand.

These arrangements should help your wedding centerpieces be that little bit more unique and personal and are budget friendly too.

When deciding on your various wedding catering options you need to think about what style of wedding you are having. There are many different routes you could take when it comes to supplying food for your guests. Are you having a daytime or evening reception? Is your wedding a beach or casual affair?

Having chosen what style of wedding catering you will have, the next decision to make is the type of food you want and how you’d like to serve it. Here are a few wedding catering menu ideas for you to think about.

Brunch

A wedding brunch allows you to select a delicious variety of both breakfast and lunch dishes. Add an interesting selection of breads, muffins and friends, platters of fresh fruit and endless hot, fresh coffee and your guests are sure to enjoy.

• Freshly-baked crust fruit bread, Danish pastries and brioche served with cultured butter
• Toasted fruit and roasted nut muesli with a fresh berry yoghurt
• Fluffy buttermilk pancakes with maple syrup
• Honey-glazed leg of ham carved by our chef
• Mini croissants filled with Tasmanian smoked salmon, crème fraiche/leg ham and King Island brie/plain with raspberry jam
• Platters of fresh seasonal fruits
• Freshly percolated Olympic blend coffee
• A selection of Twinings teas
• Just Juice orange juice

Lunch

For lunch, think in terms of light yet satisfying dishes with a variety of flavours, accompanied by a well-chilled, fruity Chardonnay or Champagne.

• Blue eye cod or Barramundi with roasted baby beets, rocket, radish and horseradish
• Slow cooked Thirlmere duck breast on char-grilled polenta with glace fruits and juniper berry jus
• Chicken prosciutto – chicken breast fillet rolled with roasted capsicum, fresh basil, semi-dried tomatoes, wrapped with crispy prosciutto meat presented with fresh tomato coulis
• Roasted free-range breast of chicken with fresh hers, artichokes and oven-dried tomato served on a creamy sun-dried tomato sauce
• Roast pumpkin and fetta cannelloni baked in a three-cheese sauce
• Tasmanian salmon with green asparagus, leek and peppercorn infusion

Set menu

A set menu will be served to your guests at their tables. It can have as many courses as you desire, and can offer a range of options for each. Orders are usually taken when guests are seated, however, you may choose to send the menu with the invitations. Confirming your guests’ preference before the wedding can be a useful way of reducing the price per head.

A set menu is the most traditional option, usually has three courses and suits a lunch or dinner reception. The larger the range of choices provided, the higher the cost per head, so you may decide to have one set entrée and/or dessert with a red meat or white meat main. Alternatively, you could have your entrée and main served, followed by a dessert buffet.

Don’t forget guests with specific dietary requirements or vegetarians, and be aware that although you may want to be very creative, you will need to cater to the tastes of the majority of your guests.

Pros

• Guests can just relax and sit comfortably without getting up.
• Guests are able to be quite specific with their meal, eg. The eye fillet, but with no garlic.
• The food is served instantly, and is fresh

Cons

• Generally the most expensive catering option.
• Menu options may be limited, as all the meals need to be plated at the same time.
• Guests are seated in specific places and can’t move around.

Buffet

Buffets have changed drastically since the days of long queues with people holding plates. Most caterers now offer a wide selection of dishes, both hot and cold, and they can set up more than one station for food so guests don’t have to wait. You may also choose to set up different stations with different themes to accommodate a variety of tastes. For example, consider an Asian stand with a range of sushi, noodles, fried wontons and dumplings; an Indian stand with curries, rice, naan bread and chutneys; or a seafood stand with oysters, fish and salad. Generally, there are two options for buffets: finger buffets or fork buffets.

1. Finger buffets offer a range of bite-sized food that is easy to eat without having to be seated at a table or requiring cutlery. They are suitable for relaxed, low-key weddings or as a way to provide food for guests joining the reception after the main meal is completed. Finger buffets can be served either as a light meal or for a mid-afternoon or late-evening reception.
2. Fork buffets offer a wide choice of food, such as meats, salads, breads and hot and cold dishes. Guests will require cutlery and need somewhere to sit while they eat. You can usually expect the head table to be served at a fork buffet. Fork buffets suit breakfast, lunch or dinner receptions.

Pros

• A buffet is a more cost-effective option than a set menu.
• Food can be served over a period of time and left for guests to pick at late into the night.
• Guests can change seats without missing out on their meal.

Cons

• Guests may have to queue while waiting for their meal.
• It must be efficiently managed so that items don’t run out and guests aren’t disappointed.
• The food isn’t as fresh because it has to sit out and be kept hot.

Canapés

Canapés are a great option if you are on a low budget, but don’t want cheap food. You may choose to serve canapés at an afternoon tea or late-evening reception. By not providing a full meal to guests, you can keep the cost per head to a minimum while still enjoying the formality of a range of waited canapé. A general guide for quantities of canapés is to serve at least six different varieties over two hours or, for a four-hour affair, at least nine different kinds.

Pros

• Less expensive than either a buffet or set menu.
• Canapés suit either a laid back or sophisticated event.
• Can make for a short and sweet wedding celebration.

Cons

• As a full meal is typical, canapés need to be explained.
• Guests tend to drink more if a full meal is not served.
• Dietary requirements are difficult to cater for.

Like good gossip, wedding canapés are eagerly anticipated. These artful bites should be sufficient in number to stave off any lurking hunger pangs while still leaving your guests looking forward to more. How many you need will depend on the time frame involved. Once you have decided on this, try to choose a variety of flavours. For example, if you are serving six different pieces, choose 2 seafood, 1 vegetarian, 1 or 2 poultry and 1 or 2 meat. It’s also a good idea to serve both hot and cold canapés. Here is an  example canapé menu.

• Mediterranean ocean tout in herb crepes
• Camembert and strawberry on toasted batard
• Sydney rock oysters with shallot, ginger & soy dipping sauce
• Chilled vichyssoise in a shot glass with salmon roe chive baton
• Peking duck pancakes served with coriander and plum chutney
• Chicken satay with spicy peanut sauce
• Chilli and saffron petit roll with Moroccan spiced beef, mustard cress and harissa aioli
• Prawn Pad Thai stir-fried with Thai herbs, bean shoots and rice noodles, topped with chopped roasted peanuts (served in Chinese carton with chopsticks)
• Steamed spinach and mushroom dumplings with dipping sauce served on white spoons

Entrée

The entrée is your guests’ first impression of the meal to come so it must be divine! If you budget allows, offer a choice of entrée, possibly a hot and a cold option.

• Roasted and de-boned quail on ragout of exotic mushrooms and baby leeks
• Twice-cooked rosemary and goat’s cheese soufflé with a hazelnut salad
• Lamp and vegetable mille feuille with three-bean vinaigrette and rocket lettuce
• Seafood plate of Tasmanian smoked salmon, ocean king prawn, oyster, bug tail with a lime mayonnaise
• Vietnamese chicken summer roll with coconut and chilli salad
• Cajun beef tenderloin on a salad of snow peas, bean shoots and coriander with a hot and sour Asian dressing
• Spinach and ricotta cheese cannelloni with fresh Napolitana sauce
• Zucchini pancakes with double brie and semi-dried tomatoes

Once the wedding ceremony is over, it’s time to eat, drink and be merry! To make your wedding reception dinner an occasion you and your guests will remember forever, follow our step-by-step guide to choosing the ideal wedding catering and menu options to suit the style and budget of your wedding.

The time has come to book your wedding reception venue, but before you make a final decision, have you thought through your specific needs and preferences? All it takes is a little research to make the best choice of reception venue and wedding catering services, plus avoid any unpleasant surprises along the way. To help you out, here’s the low-down on catering and menu options.

Catering to your style

First things first, your choice of venue will determine whether or not you need to hire an off-site catering firm. Most hotels, function and reception venues provide in-house wedding caterers. But, if you’re keen to use a marquee, hall, garden or private home, you will usually have to arrange a wedding caterer yourself.

Staying in-house

The main advantage of choosing a wedding venue with in-house caterers is that it is often the easiest and least time consuming option. Most venues provide standard wedding packages that include the wedding catering menus and beverages, although some may offer a more comprehensive package that also covers venue hire, a wedding cake, table flowers, decorations and accommodation for the bride and groom.

Often, the package will include an wedding coordinator who can help you with your wedding planning decisions and coordinate the reception, but be aware that they will only work on your reception and not get involved in any of the other aspects of your wedding, such as the wedding outfits.

Consider in-house wedding catering if you:

• Have limited time available to research and plan.
• Are unsure about what you want and would prefer not to make too many decisions, leaving most in the hands of the venue’s wedding coordinator
• Have asked a friend or family member to plan and coordinate your wedding for you.
• Are organizing your wedding long distance.

Think twice if you:

• Are very particular about food and wine preferences, plus settings, linen, glassware, cutlery and other specific details you want.
• Wish to have a very strong theme for your wedding, eg. A medieval banquet.
• Have family or friends wanting to provide specific foods for your wedding, eg. Meat from a family farm or seafood caught by a friend.
• Have a number of guests with particular religious or dietary requirements.

Going off-site

Bringing in the wedding caterers can seem a little daunting, but a reputable company will provide the same service as on-site caterers. Plus, as you can choose the individual elements, this option will also give you the opportunity to have a completely unique wedding.

Most caterers have wedding menu packages to work from, however these tend to be flexible. In addition to food and beverages, many caterers provide a full range of services, including floral arranging, linen hire, furniture hire, crockery, cutlery and glassware.

Some venues may even supply you with a list of preferred wedding caterers. Choosing one of these could simplify the process further, as they will have experience of the venue, know the facilities and will often work directly with the venue to make arrangements.

Consider off-site catering if you:

• Have up to a year before your wedding, or plenty of spare time for planning.
• Love the idea of being involved in every decision, right down to the style of cutlery.
• Want to supply any of the food yourself.
• Plan to have a particularly unique wedding.

Think twice if you:

• Are on a tight budget and need to keep costs down.
• Have limited time to plan and research.
• Are using a venue with no kitchen facilities or running water available.
• Don’t have lots of friends and family who are keen to help you set up and pack down.

Do-it-yourself

For some couples, family and friends may be able to do the catering for the wedding. Although this is by far the cheapest option, costs for hiring cutlery and crockery can add up very quickly. Great planning is, therefore, the key to self-catered functions. In this instance, it may be worth investing in a meeting with a wedding planner to discuss the quantity of food and beverages you will require and the easiest way to coordinate the food on the day.

Consider DIY if you:

• Have a small number of guests, ie less than 50
• Are on a tight budget.
• Have full confidence in the chef’s ability.
• Know what your guests eat and how much.

Think twice if you:

• Don’t have the time and energy for hands-on organization.
• Are without the facilities available to cater for a large group.
• Don’t have the support of family and friends to help out.
• Would rather have a more formal, less low-key wedding.

A reception can be as grand or as informal as you wish but, to a degree, it will depend on the style of your wedding ceremony. There are many different kinds of reception: large, small, formal, semi-formal, informal, stand-up or seated. How much you can or want to spend on your wedding reception is the biggest deciding factor. Take a long, hard look at the cost of the reception you are planning, then add 10% and see if you can afford it. Don’t overstretch your finances at this point.

The level of formality will be reflected in every detail of the wedding, starting with the wording and presentation of the invitations, through to dress standards and the order of events at the reception.

Formal

Formal receptions mostly follow a standard format of guests arriving ahead of the wedding party and bride and groom (who may be formally introduced, perhaps with a receiving line). A series of formal speeches follows, along with the cutting of the cake and the bride and groom’s first dance. Formal receptions usually include a sit-down catered meal and are often held at purpose-built function and catering venues at clubs, hotels, resorts, golf courses, wineries or restaurants.

While more formal receptions often include details such as seating plans and place-name cards, most large venues usually have a dedicated events coordinator who can be extremely helpful in checking off all the details.

Vanessa and Steven Wong had over 300 guests at their wedding and reception, which was held at a large hotel in Wellington. ‘The wedding coordinator at the hotel was so helpful,’ Vanessa says. ‘She really listened to what we wanted, which was good because I was organizing it from London. She was very flexible and allowed us to semi-personalise the look of the reception and alter the menu to include dishes such as roast port, which is a traditional dish at Chinese weddings,’

Less formal

At less formal receptions, such as in a private garden, you won’t necessarily have an event coordinator to provide backup and checklists, but you can have more flexibility in the arrangements. For example, even if you hire a caterer you can often supply the alcohol, giving you a wider choice of beverages along with cost savings.

Of course, casual receptions don’t require many of the trimmings of a formal affair. Murray and Janine Ansell were married at Whangamata in January. They organized their reception a few weeks in advance by booking the restaurant at the Whangamata Club. Guests came dressed in whatever was comfortable, including shorts and t-shirts, and the 40 adults and several children enjoyed (and highly praised) the regular Saturday night buffet from the club’s kitchen. Janine ordered a big chocolate cake two weeks in advance, and the flowers were ordered on the day. Surrounded by family and friends, in the atmosphere the couple wanted, it was a perfect and memorable reception.

The reception

After determining the style of reception, decide on an appropriate venue, such as a hotel, restaurant, hall or function centre, at home, in a marquee, or on board a boat. Take the following into account: budget, theme, number of guests, proximity to the ceremony venue, alcohol licence, time of day, type of food and entertainment requirements. You also need to decide if you will have the reception fully catered for or partially catered for. Remember two things when you are planning your reception. First, receptions are the single biggest expense for a wedding, so it is never too early to start wedding planning. Second, keep in mind it’s the gathering of your family and friends that makes your reception special.

As a general rule (traditional)

• Late morning weddings are followed by a formal seated meal or buffet.
• A church ceremony in the early afternoon is nearly always followed by a stand-up buffet.
• A ceremony late in the day – at 4.30 or 5 o’clock – can be followed by drinks, with a seated dinner and dance later in the evening.
• A hotel, restaurant or professional caterer can arrange everything for you.
• To seat guests with the least fuss, place cards are essential
• Seating plans should be given careful consideration, as guests cannot mingle easily once seated. You want people to talk to each other and feel comfortable, so seat those with similar interests and of similar ages together.
• Have a floor plan somewhere near the entrance to the reception or hand out cards with their table number to guests as they arrive.

At the reception

Most newlyweds hold their wedding reception at a function centre, hotel, restaurant, rented hall or private home. Outdoor receptions with marquees are another alternative if you have a big lawn. Sometimes a hotel, park or vineyard might permit you to erect a marquee on its grounds. Or for something different, consider a boat, historic home or even a barn.

While the wedding party are having their photographs taken, the Master of Ceremonies – this can be a friend or relative with good organizational and improvisational skills – asks the guests to proceed to the reception venue, preferably in convoy to assist guests from out of town. Parents of the bride and groom (or whoever is hosting the reception) greet guests as they arrive. If the bridal party is not away having photographs taken, the traditional receiving line to greet guests would be: the bride’s parents, groom’s parents, then the bride, the groom and attendants. While the guests mingle they are offered hors d’oeuvres and champagne, wine, ape’fitifs or non-alcoholic drinks. When the wedding party arrives, the Master of Ceremonies asks the guests to stand and the wedding party is escorted to their table. The guests may then be seated.

Top-table seating

Traditional seating for the top table is, from left to right: chief bridesmaid, groom’s father, bride’s mother, groom, bride, bride’s father, groom’s mother, best man. Other members of the party, including step-parents of the bride or groom, are added to each end, according to the same plan – men alternating with women, the two families nicely mixed. Another suggested seating is to have a top table for the wedding party with a table directly in front for the parents of both the bride and groom, close family and friends of the parents and any distinguished guests, such as the minister.

Master of ceremonies

The MC is an important supporting role in your wedding celebrations. Although various people give speeches at the reception, it is the MC who effectively acts as a ring master, warming up the crowd, controlling the order of events and keeping things running smoothly. The MC’s duties can include making any last minute announcements after the ceremony, assisting with the photographs, asking the guests to stand for the arrival of the wedding party, informing guests of the format for the evening, and introduce the speaker for the speeches.

When choosing your MC, you should look for someone who is comfortable and confident speaking in public. A sense of humour is a great advantage as this will put people at ease and establish a relaxed tone for the evening. If possible, choose someone many of the guests and wedding party already know.

Speeches

Speeches are traditional, but by no means obligatory. A good speechmaker can by very entertaining, but for those not experienced or confident in public speaking, speeches should be brief, sincere and to the point.

Generally, the speeches take place at the start of the reception, either before the meal begins or between the entr’ee and main course. This leaves those making a speech free to enjoy the rest of the reception.

• The first to speak is the bride’s father (or close friend or relative of the bride’s family). At the conclusion of this speech, a toast is proposed to the couple’s health.
• The groom replies, thanking the first speaker then the guests for their attendance. He expresses his appreciation to the bride’s parents for their input into the wedding and compliments their daughter. Then he pays tribute to his own parents and rounds off by proposing a toast to the attendants.
• If the bride chooses to speak it would be appropriate for her to do so at this point. As this will be just prior to the best man’s response, to keep procedure flowing smoothly, we suggest the bride starts with ‘Just before we hear from our best man. I’d like to say a few works…’ or something similar.
• The best man’s official duty is to reply on behalf of the attendants. If he is confident speaking, he may be less formal, keeping his topics appropriate to the range and age of the guests. He can finish the speeches by reading telegrams and faxes, and should mention how lovely the bridesmaids look.

There may also be toasts to the bride’s parents to which the father of the bride responds; and a toast to the health of the groom’s parents, to which the groom’s father will respond, these will precede any reading of the telegrams (or emails).

Telegrams

Telegrams, or more recently emails, are a time-honoured tradition for relatives and friends who can’t be at the wedding in person, or for those present who wish to add their touch of humour to the speeches. If time does not permit the reading of all the telegrams, read some of the more noteworthy ones and mention the names of the others who sent messages in recognition of their effort. An alternative or addition to reading all the telegrams is to display them somewhere prominent, perhaps a foyer. Wedding messages are often delivered early in the morning so it is preferable to have a domestic address for delivery, as reception centres are frequently closed. Telegrams in New Zealand are now handled by private companies (check the Yellow Pages for listing). They can deliver on Saturday morning to main centres; check with them for delivery in rural areas.

Food and drink

When everyone is seated, the bridal table is served first. At a buffet or smorgasbord the guests will serve themselves, but the top table will always have separate service so that members of the bridal party need not leave their seats. Champagne is the traditional wedding drink, but a welcoming glass of sherry or an ap’eritif followed by wine with the meal and then champagne or sparkling wine for the toasts is acceptable.

Cutting the cake

No reception is complete without a wedding cake. Traditionally it is a rich fruit cake with two, three or even four tiers, iced and decorated. Sometimes the top tier is kept for the christening of the first child – in which case it must be a fruit cake or it will not keep. Otherwise, there is no reason why you should not choose any flavour or type you prefer. The cake should be well displayed during the reception, either on a special table decorated with flowers or in pride of place on the top table, and should receive its first cut from the bride and groom after the meal. The rest of the cake is then cut up and served to the guests, usually by the bridesmaids. If you wish to send portions of the cake to friends and relations who were unable to attend the wedding, order cake envelopes or boxes and make sure the cake is cut to fit.

Music and dancing

At the reception your choices are virtually unlimited – you can have a jazz band, a DJ, a covers band, a classical guitarist, a string quartet. When booking a live band, it always helps if you hear a CD or tape of their music first, or better still see them in action at a public performance. If you are considering a DJ, ask to see a list of the music they play. If you have any special songs you would like to hear, tell them well before the day and most professional bands and DJs will try to accommodate your requests.

In choosing your music, give consideration to the age differences among your guests. More people will have a good time if you cater to majority tastes. Remember: loudest is not necessarily best, as many of your relatives and friends will be busy catching up with each other and will have to strain to be heard above loud music.

A good band or DJ will judge the mood and pace of the evening and will probably liven up as the evening wears on. It may be best to start off conservatively with a wide-appeal selection and then towards the end of the evening, put on some louder dance music. In situations where amplified music might not be so convenient, perhaps out of doors with no access to a power source, consider hiring an acoustic or jazz band, or a small orchestra for a classic formal wedding. The first dance is a tradition that’s still going strong. For some couples the traditional bridal waltz has lost its appeal. Many are instead opting for something more modern, romantic and personal. If you wish to take lessons, two to four months is enough time to learn a simple dance. Choose a song that’s easy to dance to, not too long and that preferably has a four beat, then find a teacher in your area.

Departures

Generally the guests will not leave the reception before the bride and groom, so the newlyweds should consider others when timing their departure. If they intend to party on they should make an announcement that guests are free to leave when they wish. The last ritual is for bride to throw her bouquet to the female guests, the lucky catcher being the next bride, according to folklore. With the departure of the bride and groom, the wedding reception is now officially over and guests may leave. But the party can go on as long as drinks hold out, or the arrangement with the reception venue allows.

Finale

The last official act, according to traditional etiquette, is a delivery of flowers from the groom to the bride’s mother, the day after the wedding. The florist will take care of this by previous arrangement. Seeing to this is the best man’s final duty.

Wedding favors are a fairly ancient custom in the wedding planning process, originally called a bonbonniere the custom was most commonly used amoung European aristocrats.

Wedding favours are small gifts given as a gesture of appreciation or gratitude to guests from the bride and groom during a wedding ceremony or a wedding reception.

These days it’s common to leave anything from small chocolate or sugar coated candy, to a CD, wine glasses or photo frame with a picture of the bride and groom.

Wedding favours don’t have to cost alot and definately shouldn’t be expected from your guests. Wedding favours are often the first thing to be sacrificed when the budget becomes too tight, and to be honest, they really aren’t necessary and most people won’t even notice that you don’t have any.

Sure they make a great talking point, especially if you give something original, like love tea leaves, but at the end of the day, your guests are at your wedding to share your special day, not to receive gifts from you.

If you still want to have wedding favours but don’t have the money to buy them, another budget wedding idea is to make them yourselves. DIY wedding favours are becoming an increasingly popular choice, and depending on what you want to give, they can be made well in advance so you don’t have to worry about them closer to the day.

Some great tips for cheap wedding favour ideas are:

• Homemade fudge wrapped in cellophane wedding favour bags tied with a ribbon.
• Homemad cookies wrapped in a tulle bag tied with a ribbon.
• Make a mixed CD with your favorite love songs and burn a copy for each guest or couple.
• Hersheys Kisses – scatter a few around the table or tie some up in a cellophane bag.
• Ferrero Rocher – one each per guest.
• Chocolate Foil Heart – one each per guest.
• Chocolates or candy in elegant wedding favour boxes.
• Personalised wedding favours, such as heart shape candy with your initials embossed on them.