Number of Hours You Will Need at Your Reception Site

One of the questions I get asked a lot is “how many hours do I need to book my reception space for”?

The best answer to that question, is all day. If it is possible to have your space available from let’s say 11:00am to whatever time you plan to end your reception, that is the best possible scenario. I know this is not always possible or affordable but it is your best plan.

That being said let’s talk about why you need more time than say the 4 hours of your actual reception. Your florist will need to get in as early as possible to set up your room. Depending on the type of arrangements you have, some may need to be actually constructed at the site. Remember the florist has to set both your ceremony and reception site, so he will want to start as early as possible.

Also, if you are having rentals delivered they need to get there as early as possible, if they are not being delivered the day before. The venue can not set tables until table, chairs and linens have arrived. The florist can not decorate until these rentals are in place. The more elaborate your reception plans are, the more time for setup you will need. We have done weddings where setup actually started 3 days before.

If you are planning to get ready at the reception site (always the best way to go) you will want to be there at least four hours before if you are having hair done on site. If you are only dressing and having makeup done on site, you want to be there no less than two hours before.
You cake will need to arrive at the very latest one hour before the reception starts. Remember your florist and cake person will most likely need to be at the site at the same time. The florist will put the flowers on the cake and the baker will do any touch ups needed.
Your DJ will also want to arrive at least one hour early to do all his set up, even more time is needed if you are having a band. Your planner will need to have time to get to your reception site and do all your detail setup there, before being required at your ceremony site. Keep in mind that some guests will skip your wedding (for various reasons) and come straight to the reception. These same people always tend to arrive 30 minutes early and you don’t want them watching your vendors struggling to do last minute set ups.

Also, do not forget that after your party ends, your vendors will need at least 30 minutes to tear down and get out. So when your venue says you have to be out by 11:30pm, remember that means the party ends at 11:00 and your vendors have 30 minutes to pack up. So best case scenario you have your reception venue available for the entire day. If that is not an option, then you will need at the very least two hours before the start of the reception to allow for setup and at the least a half hour for tear down.

Never hire a venue until you are aware exactly how much time you will be allotted on the wedding day and if that amount of time works for your vendors. Always ask vendors during your first meetings how much time they will need for setup and tear down. This will allow you to plan your timeline and venue rental time accordingly.