WEDDING RECEPTION COORDINATING GUIDE
The following guide has been designed to assist you and us in the planning
of your wedding reception. It also allows us to custom tailor our services
for your needs and wants. We will go over the guide as part of the event
coordination meeting and offer suggestions or ideas as needed.
(Print Page, fill out, and then return it to me)
Name: _________________________ Event Date: _________________
DJ Assigned: ___________
Package: ____________
about your wedding reception...
Please fill in as much information as possible about your reception date,
time, location, number of guests, etc.
TIP: Proper placement of the DJ in your reception room is vital to our success in providing you
with the best services. Try to put your DJ as close to the dance floor as possible, as it is easier
for him or her to get out and interact with your wedding party and guests when making
announcements or leading dances.
about your entertainment...
Please check the appropriate selections regarding your entertainment.
The extent to which I want my DJ/MC involved in my reception:
_____ Very involved, interacting with my guests and out on the dance floor leading
dances.
_____ Somewhat involved, especially when making announcements and during the
dancing portion of the reception.
_____ Professional, but only making necessary announcements and playing music.
Reception Date: _________________________________ Times: _____________
DJ Setup Time: ______________________________________________________
Estimated Number of Guests: __________________________________________
Location of Reception: ________________________________________________
Address: ___________________________________________________________
City/Zip: ___________________________________________________________
Location Coordinator: ______________________ Phone: ___________________
Describe Room Setup (or attach a picture):
__________________________________________________________________
__________________________________________________________________
Photographer: __________________________ Phone: _____________________
Caterer: _____________________________ Phone: _______________________
2) The type of lighting I want for my reception is:
_____ Lighting Package #3 -- High tech, club like lighting, with the possibility of some
light programming (talk to your coordinator).
_____ Lighting Package #2 -- Lighting system that stands out, very professional, but not
as much as Package #3
_____ Lighting Package #1 -- I just want a descent lighting set-up for dancing.
_____ No lighting necessary or wanted.
3) The types of music I would like are (check all that apply):
_____ Swing _____ Oldies
_____ Disco _____ 80’s
_____ Classic Rock _____ Urban
_____ Top 40 _____ Country
4) Below is a list of songs that I definitely would like to hear at my reception:
_____________________________ _____________________________
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5) Below is a list of songs or styles of music I DON’T want to hear at my reception:
_____________________________ _____________________________
_____________________________ _____________________________
_____________________________ _____________________________
_____________________________ _____________________________
_____________________________ _____________________________
_____________________________ _____________________________
When it comes time to continue the party with dancing, consider these
tips to keep your dance floor full:
1) If choosing music yourself, pick music that everyone is familiar with and
that is danceable. People will dance to music that they know and that has a
good beat. If you have a range of ages and musical tastes, pick a little of
everything.
2) You as bride and groom should be on the dance floor. People tend to
follow what you do (after all, that is the reason everyone is gathered). If you
are out dancing and having a good time, other people will join you out on the
dance floor.
3)Tell your bridal party that they have been delegated the responsibility to
see that everyone gets up and dances. They should be out on the dance
floor with the first song and stay there, motivating others to come and join in.
If everyone is out on the dance floor, nobody feels uncomfortable.
TIPS:
about your wedding party...
Please write down the names of your wedding party as you would want
them announced at the Grand Entrance. Please also indicate any special
concerns that should be known (i.e. step parents, divorced parents, etc.). If
names are difficult to pronounce, please spell them phonetically in
parenthesis.
BRIDE’S FAMILY
GROOM’S FAMILY
List below any other people you would like to recognize as part of your
reception (i.e. ring bearers, flower girls, or other family members), and
when you would like them announced.
____________________________________________________________
____________________________________________________
Bride and groom to be announced as:
________________________________________________________
Bride’s Name: _______________________________________________________
Father: _____________________________________________________________
Mother: ____________________________________________________________
Maid of Honor: _______________________________________________________
Bride’s Maids: ___________________________________________________
___________________________________________________
___________________________________________________
Special Notes:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
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Groom’s Name: ______________________________________________________
Father: _____________________________________________________________
Mother: ____________________________________________________________
Best Man: __________________________________________________________
Groomsmen: ________________________________________________________
________________________________________________________
________________________________________________________
Special Notes:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
about your reception program...
Please fill in as many details as possible. If you aren’t having one of the
events as part of your reception (i.e. garter toss), please cross it out. We
will go over this section in detail at our coordinating meeting, so don’t worry
about filling in the time frame unless you already know it.
TIME
FROM/TO
EVENT
MUSIC
BEGINNING
Arrival of Guests
Grand Entrance - Introduction
of Bride, Groom, and Bridal
Party
DINNER FESTIVITIES
Cocktails
Welcome by
_________________________
Toast, Tribute, Response
By
_________________________
Lunch/Dinner/Buffet
Cake Cutting
SPECIAL DANCES
First Dance of Bride & Groom
Other Special Dances
1) Father/Daughter Dance
2) Mother/Son Dance
3) Parent’s Dance
4) Bridal Party Dance
5) Generation Dance
6) Money Dance
Open Dancing
See “about your entertainment”
of this guide or refer to music list
SPECIAL EVENTS
Bouquet Toss
Garter Toss
Exit of Bride & Groom
