A wedding reception is NOT just a food function. If that were the case, it would be set up like a restaurant with private booths and separate dining rooms. The reason for the openness of the floor plan is to offer inclusiveness to all guests. The entertainment is not always a background role, but a focal point to bring the family together so as to celebrate as one.
Remember that the entertainment not only plays music but will act as your Master of Ceremonies. This means they do not just utilize their set up space, but they also use the dance floor/pathway as their stage for making announcements and creating a flow. Here are some tips!
1.) SPACE REQUIREMENTS – This is a very important detail that is overlooked and quite often misunderstood. Today’s DJs & bands are very diverse and each one entertains uniquely. Equipment is also a huge factor and no two companies have the same setups. Sound systems, lighting trusses, stages, and overall booth designs are night and day from one another. Ask your entertainment how much space they will need and have them coordinate this with the venue or wedding planner before you complete your timeline.
2.) PLACEMENT – Keep the entertainment’s setup as close to the dance floor as possible. Not only will this be easier for the DJ to make announcements, but the volume will be significantly lower as they won’t have to project sound further away to reach the dance floor. Keep them centralized in the room with no tables in the real estate between their setup area and the dance floor. Putting them in the corner, blocked from the dance floor, or even in another room can limit their ability to perform efficiently and effectively.
2.) FLOW – From the MC’s welcoming announcement to the evening’s finale, the flow is extremely important. Try keeping each event at the wedding carefully coordinated so people aren’t moving around so much. For example: If you are having guests eat dinner in one room and dance in another, it might be a good idea to couple some of the formalities for a smooth transition. Have your grand entrance, welcome remarks, blessing, toasts, and cake cutting in the room where the dinner will be, then move people into the dancing area for your first dance, parents dances, games, and formal dancing. Limit moving people from room to room so many times for the formalities.
3.) GUESTS TABLE PLACEMENT – It is inevitable that the entertainment is going to have a couple of guests tables that are close to them and their sound system. Avoid putting grandparents or older folks at those tables as they may complain about the volume. Put younger guests or children at these tables and the family and grandparents further away.
If you would like a visual chart showing 4 different types of room setups, please email me a request at [email protected].