10 things to consider when planning an Outdoor Cocktail Wedding Reception
Cocktail weddings are a popular alternative to the sit down more formal wedding. There are planning elements and essentials that need to be covered to pull off an amazing night from- keeping your guests comfortable to making sure your night flows smoothly.
I’m sharing my expertise from planning and coordinating several outdoor private property weddings to help you have an incredible, memorable night.
1.THE RIGHT AMOUNT OF FURNITURE
Have you planned for enough seating?
Plan and organise enough seating for your guests as at some point in the night they will want to sit down and give their feet a rest.
So how much seating is necessary?
It is recommended to have seating for 50% of your guest list. The amount of furniture will depend on the venue or space that you have. It’s important to space out your furniture to allow room for your guests to mingle and wait staff to move around.
An example of what I would recommend as a general set up for cocktail wedding reception would be -
-Lounges
-Cocktail tables with stools
-Ottomans
-Long table with dining seating
-Then you need to consider if any of your suppliers will require tables for their set up or preparation
Work with a furniture hire company to put together a customised package for you..
2. THE FLOW & LAYOUT OF THE SPACE
Room layout - have a dedicated area for the dance floor and formalities. I highly recommend solid flooring for your dance floor so high heels don’t get stuck. If you are having a lawn cocktail reception with seating outside, you may also need to put flooring under the seating area so the chairs are stable. Consider the room layout for the dance floor, where your food stations will be and ensuring there is enough distance in between them.
3. REPEAT AFTER ME, DO NOT RELY ON THE WEATHER
It's essential to have a backup plan for wet weather conditions (especially if you’re in Melbourne, Victoria, Australia = 3 seasons in a day). Marquee or sperry tents are booked months in advance so don’t leave this one to the last minute to book as you may not be able to secure one the week of your wedding day.
4.CREATE THE ULTIMATE MOOD WITH MUSIC
A fantastic DJ/Band/Singer/Duo knows how to read the crowd to see what music would be suitable during different timings of the night. They ultimately create the vibe of your event. So give them your ideal music list but let them work out the music flow on the night.
While we are on the subject of music, ensure that you have permits if required check with your local council/police station. It’s always great to let your neighbours know in advance if you’re having it at home. Let them know details of start time and approximate finish as you don’t want the neighbours to be a mood killer on the night!
5.FOOD GLORIOUS FOOD
A cocktail reception still needs to have substantial food served. You don’t want your guests going home hungry, so work with your caterer to ensure that the food is flowing from your cocktail hour through to your reception.
Food stations, grazing and dessert tables are becoming more popular at cocktail weddings were guests can help themselves in between wait staff serving canapés.
I recommend including on your invitation details that you’re having a cocktail reception. A menu on display at your reception is a great way to communicate with your guests and then they are aware of the food expectations on the night.
6.EXPERIENCED BAR STAFF
An experienced bar supplier will recommend the number of drinks needed and bar staff required based on your drinks list and your guest numbers. Follow your supplier's recommendations on your drink list as it will have an impact on your night ultimately affecting the flow of your service if there is not enough staff or drinks.
Making your bar a styling feature in your layout is becoming more popular. This can be done with customised neons, florals and signage.
There are also many amazing alternatives to your regular bar including - caravan bars, kombi keg brew or a prosecco van.
Here are some bar inspiration ideas if you are looking at including a signature cocktail click here for ideas.
7. GETTING THE LIGHTING RIGHT
The trick is to have the right balance of lighting so your guests can see clearly but ensuring it’s not too bright. Adding lighting to features throughout the garden like trees is a beautiful way to add lighting to your reception without it being too much.
8.TEMPERATURE CONTROL
Heaters for those colder nights and industrial fans for extremely hot nights will help keep your guests comfortable on the night! Plan in advance to have outdoor heaters and gas bottles if required ready to go.
For milder nights, a basket full of throw blankets is the perfect addition to your cocktail reception.
9.CUSTOMISED TIMELINE
Prepare a detailed timeline, even if you want to have a relaxed cocktail reception. Don't just wing it!
Creating a timeline that is a perfect mix of formalities with enough space in between is key to a successful flow. Work with your Wedding Coordinator to prepare the perfect On the Day timeline that reflects you.
10.HAVE A HOST
Most importantly, you want to enjoy the night with your family and loved ones so having you're On the Day Wedding Coordinator is a really important element to ensure you have a relaxed, fun night.
Hope this was helpful
Happy Planning,
Emma x