Planning Your Reception

July 28, 2023

It’s party time! The “I do’s” are over and the celebrations can begin. As most couples know, it takes a great deal of planning to ensure that the reception runs smoothly and that all the key moments, from the cocktail hour to the send-off, go off without a hitch.

The reception will be the longest part of your wedding day at around 5 hours on average and have the most moving parts. A full, traditional reception includes a cocktail hour, the wedding party and newlywed entrance, dinner, speeches, the first dance and parent dances, cake cutting, the bouquet and garter toss, partying, and a send-off. On top of figuring out a reception floor plan and decoration, you have a lot of planning ahead.


Luckily for you, we at Brandywine Farm Events love to help you figure out the details! We’re here to share an example timeline and tips to help you plan your big day so that your reception is fun and stress-free for both you and your guests. This template will give you a starting point to plan the order of events and timing at your reception. 


Our timeline is only a suggestion, and plenty of couples change the order of events like first dance, dinner, and toasts; others choose not to include events like cake-cutting, speeches, or bouquet and garter tosses. As long as you have a timeline and a plan, your reception can look however you envision it. What matters is that your reception includes the details that are important to you and your fiancé!

Cocktail Hour- 6:00 PM

Once your ceremony ends, your guests will go to the reception area while you and your wedding party head off with your photographer for more pictures. While your guests mingle, one of our bartenders will begin serving drinks and refreshments. During this time, you can also choose to serve appetizers to hold your guests over until your entrance and dinner. Set up charcuterie boards, serve small finger foods, or have a snack table for guests to graze on. Our reception barn layout is modular and able to accommodate whatever your reception set-up is so that your guests can mingle and have fun in comfort while they wait for your entrance.

Grand Entrance - 7:00 PM

When cocktail hour ends and you're done taking pictures, the emcee will call for guests to be seated for your grand entrance into the reception. Have your wedding party enter first, either individually or in pairs. The emcee will introduce everyone by name as they enter, leading up to the grand debut of the newlyweds. Play a fun song, strike a pose with your wedding party, and let your photographer capture plenty of photos and footage while your guests cheer and celebrate your debut as a married couple.

First Dance & Parent Dances -  7:15 PM

Many couples segue into their first dance immediately following their introduction, though some opt to wait until after dinner and toasts have concluded for dances. Others choose to separate these dances, having their first dance immediately and then having parent dances take place after the toasts. Regardless, you have plenty of staging options at Brandywine. Have your first dance in the middle of the reception barn if you'd like to focus your friends and family in the background; or choose a location with a scenic or woodsy background for a more intimate feel.

Dinner - 7:30 PM

Once the dances are complete, dinner can begin! The cocktail hour will tide guests over, but it's best to get dinner started fairly early in the reception. This will also allow the majority of guests to be seated once you begin toasts. Our venue can accommodate any type of set-up, including formal, multiple-course meals, a buffet-style dinner, and even food trucks. Once you finish your meal, this is also a great time to speak with your guests and thank them for attending. Alternatively, the couple can also give a welcome speech as guests are seated to thank everyone all at once.

Speeches & Toasts - 8:00 PM

Speeches and toasts typically happen while guests are seated for dinner. At formal weddings, these occur in between courses, but at casual weddings, they can take place at anytime during dinner. 


Traditionally, the father of the bride speaks first, 

then the maid of honor, and finally, the best man. Often times, the couple themselves will also give a speech at this time to thank guests for coming. However, the speakers and order can be changed however best suits you and your wedding.


Speeches should be 3 to 5 minutes at most. Keep this section of the reception short and sweet!

Bouquet and Garter Toss - 8:15 PM

The end of dinner and speeches is a great time to do the bouquet and garter toss. If you plan to take part in these traditions, they'll help get your guests up from their seats and into the party spirit. Pick some fun songs to play, and the bouquet and garter toss can transition right into opening the dance floor and partying. Alternatively, you can choose to pause around half an hour into the dance set for this activity since most guests will already be up and mingling.

Party Time! - 8:30 PM

The dance floor is open and it's time for everyone to have fun and cut loose! The reception barn is spacious with plenty of room for guests on the dance floor. Whether you’ve hired a DJ or a live band, our open barn can accommodate your music choice and party-goers through the night. Have fun with your friends and family and take some time to relax.

Get in touch with your DJ or band before the wedding to give them a list of must-have songs as well songs you don't want played; you should also decide whether you'd like guests to be able to make requests. Guests will follow the example of the couple, so if you'd like your friends and family get out on the dance floor, make sure you lead the way!


Since your schedule will be the most open once the dance floor is open, this is also the best time for any other activities you have planned. If you're looking for more things for your guests to do at your reception, lawn games like corn hole, ring toss, and bocce ball are popular set-ups at outdoor weddings. We also recommend setting up a photo wall or or themed photo booth for you and your guests to use. Our outdoor venue is the perfect space for a wedding packed with dancing and games!

Cake Cutting - 9:00 PM

At a traditional wedding where the party stops and guests gather to watch the cake cutting, you may want to leave cake cutting until about an hour before the reception is over. However, at most modern weddings, this event is kept casual so it doesn't interrupt dancing and other activities; in fact, it's mostly used exclusively as a photo opportunity nowadays. In this case, you can choose to cut the cake anytime after dinner is over.


If you're following traditional etiquette, it becomes acceptable to leave a wedding once the cake is cut; so if you're having a formal wedding, make sure you cut the cake after key dances and toasts!


Whichever your preference is, our handbuilt cedar counters provide the perfect display area for your cake with a beautiful backdrop for pictures, as well as plenty of space for guests to gather and watch the cake-cutting.

Send-Off - 11:00 PM

Once the party is almost over, your emcee will announce the last dance and then call guests to begin lining up for the send-off. It's best to make sure you announce the send-off 10 or 15 minutes before the evening ends to give guests plenty of time to gather.


Have guests light sparklers, wave ribbons or flags, ring bells, or blow bubbles as they cheer and celebrate a fun and successful wedding! Our hanging string lights provide a dreamy, romantic backdrop for whatever send-off you choose, with plenty of space and a beautiful atmosphere to stage photos and videos.


Fortunately, you and your family don't have to be the ones to worry about making sure that everything happens according to schedule on your wedding day. One of our coordinators can help make sure your day runs smoothly and stress-free: they'll manage your timeline, coordinator with vendors, organize and direct details for the ceremony, and make sure that events are happening according to schedule. We're committed to helping you host a fun, worry-free reception, no matter what your timeline looks like!

Share by: