Cocktail & Reception
Once your color palette and theme are set and your ceremony is designed, it’s time to focus on the reception. Don’t feel overwhelmed—take it step by step. I recommend listing all of your décor “wants,” then reviewing them against your budget. From there, cut back on the items that aren’t top priorities. For example, you might price out your dream dance floor, but if it’s not high on your list, you can choose a simpler option that still fits your budget.
Rachael’s Tip: Choose the two or three décor elements that matter most to you, and dedicate your budget to those.
Cocktail Event
After the ceremony, you’ll usually host a cocktail hour while you take photos. This time is for your guests to mingle, grab a drink, and relax. Some hotels include cocktail tables and linens, while others don’t. Here are the main choices to consider:
- Will you add décor to cocktail hour or keep it simple?
- Do you want cocktail tables and linens? (A good rule is one table per 10 guests.)
- Will you add candles or small floral arrangements?
- Would you like soft seating areas, like couches or lounge chairs?
Rachael’s Tip: This is the best place to save—cocktail hour is short, and most guests will be mingling, stepping away, or taking their own photos. Keep it minimal here.
Reception
Seating Chart
Your first decision: assigned seating or open seating? If you choose a seating chart, you have plenty of creative options: a tequila wall, a printed chart, or individual place cards.
- Will you assign seating?
- How will you display your seating chart?
Welcome Table
Traditionally, this table holds a guest book and a place for cards or gifts. It can be as simple or as decorative as you’d like.
- Will you have a welcome table?
- Guest book: traditional or photo station?
- Will you provide a box for cards?
- Will the table be simple or styled with décor?
Tables
Your tables will set the tone for the reception. Key decisions include:
- What shape do you want (round, rectangular, U-shape, etc.)?
- Will the tables be wood, or will they need linens?
- How many guests will each table seat (typically 8–10, but confirm with your supplier)?
Rachael’s Tip: Keep in mind that not all shapes will fit in your venue of choice. For example, a pool deck might need long tables due to space, while a garden might do better with circle tables to fill the space.
Linens
Some tables are beautiful natural (think wooden,or glass) But if linens are required, you’ll need to decide whether to keep the standard white or upgrade with color, texture, runners, or specialty napkins.
- Will you upgrade linens?
- Will you upgrade napkins?
Flatware & Glassware
For some couples, this detail is essential; for others, it’s not worth the cost. If it matters to you, consider:
- Upgraded plates?
- Standard or specialty cutlery (gold, black, heavy silver)?
- Standard or colored/upgraded glassware?
Tablescape
This is where your vision really shines—flowers, candles, and overall styling. Always keep your theme, palette, and table shape in mind. (For example, real candles don’t work well on windy beach tables.)
- What type of flowers (tall arrangements, long and low, or have different designs on each table- think mismatched)?
- Do you want candles?
- Do you have inspiration photos that fit your table type?
Sweetheart Table
I love sweetheart tables—they give you a quiet moment together amid the celebration. If you choose one, decide:
- Will you have a sweetheart table?
- What design do you love?
- Will you use signature chairs?
Rachael’s Tip: Ask your venue if you can repurpose ceremony flowers (like aisle arrangements) to style your sweetheart table.
Chairs
Most packages include standard white garden chairs. For a more personalized or upscale look, consider upgrades.
- Do you want upgraded chairs?
- If yes, which style?
Cake Table
If you’re serving cake or dessert, you’ll need a table. Packages often include a simple one, but you can elevate it with linens, flowers, or décor.
- Do you want an upgraded cake table?
- Will you add flowers or décor?
Bar
The bar can be both a functional and a focal point. Some couples upgrade to a statement bar with unique styling.
- Do you want a statement bar?
- What style fits your theme?
- Will you add details like a neon sign with your names?
Printed Items
Printed items aren’t usually included, but they add a personal touch. Consider:
- Welcome sign with names or photos
- Menus for plated dinners
- Bar signs (fun drink names, pets, or themed graphics)
Dance Floor
Dance floors are rarely included but can be a highlight if your group loves to party. Pricing varies widely, so clarify your vision.
- Will you have a dance floor?
- Simple wood, LED, or personalized?
- Do you want initials or a custom design?
Rachael’s Tip: Ask your vendor what size is recommended—you want the floor full, not oversized for your guest count.
Lighting
Lighting sets the mood and can transform the space. While basic packages are common, upgrades make a big impact. Options include bistro lights (bulbs spaced apart) or fairy lights (a starry-sky effect), plus add-ons like lanterns or paper flags.
- Will you upgrade your lighting?
- Do you prefer bistro or fairy lights?
- Will you add other elements like lanterns?
Final Thought
Remember: you chose a destination wedding for a more carefree, laid-back experience. Keep your budget in mind, focus on the two or three elements that matter most, and let the natural beauty of your location do the rest.
