This is something that we've started to send to all our clients about a week prior to their wedding. It has really helped both the bride/groom and their families get the most out of their wedding receptions:
Your wedding is about a week away and I just wanted to email you and let you know a few things that you can do to help make your event run smoothly and get the most out of your time at the reception. Please circulate this email to your parents and everyone in your wedding party. The more people that are in tune with what to do that day - the better your event will be.
1. If there are any last minute changes to your itinerary - LET US KNOW AHEAD OF TIME. We need to be prepared and can help you orchestrate things much smoother only if we know about them before it's too late. We can help guide you as to the best way to flow from one event to the next. Call or email us with those changes immediately. Thank you.
2. All formal photos should be completed by the end of dinner. That means - if you need to get a group photo of your college friends, grandmother or whomever - by the time they clear the main entr?e away - that photo needs to happen. If you pull people (and yourselves) out of the party for a group photo - you lose about 25 minutes of dance time. Yes, the photo only takes 5 minutes, but it takes 10 minutes to gather everyone up. It takes you about 10 minutes to walk back into the room as you will keep getting stopped by friends and family. It's never just a quick shot.
3. If you need to socialize with your guests - do as much of it between courses as you can. Get up, visit a few tables and then go sit back down and eat the next course. If you wait until after dinner to start walking around - you will lose valuable dance time. Be careful not to get behind in the meal. If your guests finish before the two of you, that is not good either. When the next course is set for you, go and eat. You can always finish talking to people later - or better yet - meet them on the dance floor.
4. The end of the meal is critical - both you, your parents and the wedding party need to be in the room. Once you start seeing the wait staff clearing plates - you should STAY IN THE ROOM. We could delay the start of dancing by 10-15 minutes trying to get the key players back in the room. The longer we wait to start - the harder it is to get people focused on the party. We will give you and your parents a 10 minute warning before activities are about to get started - use the bathroom, freshen up, take your smoke break or whatever you need to do - BUT BE BACK IN THE ROOM AND READY TO GO.
5. Once we open dancing up - the more people that come out - the quicker we can get the party on the way. If you really want to help prime the party, both you, your parents and the entire bridal party (and their partners) should spend the first 15 minutes (~3 songs) on the dance floor. Everyone is looking to you to set the tone of the event - if you are out dancing - your guests will follow.
6. If you have to leave the room (and you should really leave the room separately (never together) - leaving one of you in the room to play host for your guests at all times), make sure you quickly go and do what you have to do and return. The longer you are out of the room - the more energy is drained from the party. Also, if you are standing talking with guests be aware of WHERE you stand. If you position yourself next to the exit - you will draw people to you and out of the party. Always position yourself so you pull people away from the exits and near to the dance floor.
7. We will be able to play more of the music that you've selected if you dance. If people are not dancing - our first concern is to get people involved before they decide to leave instead. Once we have a good dancing crowd - it's much easier to fit in more of your & your guests' requests.
8. Have fun. If you are not having fun - how can you expect your guests to be? Be part of the festivities. Socialize, dance and have the time of your life. Your DJ will be there to guide you every step of the way. If you are unsure as to what to do next - we can help. We will be touching base with you over the course of the event and will let you know if you have been out of the room too long or if we need you to help us refocus attention on the dance floor.
Rob Alberti
After Hours DJ
http://www.afterhoursdj.net