Baltimore Wedding - Articles
Setup
Ideas and Options for Your Wedding Reception
by
Frank Whyte, Operations Manager, RadioPro Mobile DeeJays
Choosing a Room
Size Isn't Everything
Special Effects Options
The Great Outdoors
So Many Options, So Little Time
If you've ever moved into a new home, you're probably familiar with the deceptive nature of interior space.
Before moving-in, you envisioned how your furniture would be arranged in the seemingly cavernous empty rooms.
Then, on moving day, a chair arrived, and the walls closed-in a few inches. A table comes next, and the room shrinks even more. The sofa somehow transforms a space the size of Madison Square Garden into a phone booth. And then, there's the bookcase...
Setting the stage for your wedding reception is much like decorating your home. There are design considerations, issues of taste and personal preference, and some very important practical issues. For the most part, this article will address the practical side, as the many design and decorating options are decided by your preferences.
The practical issues will become quite important on your wedding day, since the reception area layout and various options you choose will play a large part in the success of your reception.
Choosing a Room
Your first step is to find a room large enough to accommodate your plans. There are issues of budget and personal preference involved, of course. Options range from church basements and fire halls to plush banquet facilities. In any case, however, it's essential that you visit the room, preferably at a time when it's set-up for a function similar in size to your wedding reception.
In doing so, bear in mind that you'll want to put more than tables and chairs in the room for your reception. A room that comfortably seats 150 for a company dinner may not seat 100 when reception-related elements are involved. Much like arranging an empty living room, the space can seem deceptively large.
To start, you'll likely want a dance floor, and that will occupy no small amount of space. To determine the area required, consider first whether your guests tend to be active dancers. Some families have a tradition of dancing the night away at weddings, while others are more appropriately labeled "minglers." You'll also find that evening receptions lend themselves to more active dance floors than afternoon receptions.
On a 10-foot square dancefloor, ten comples are comfortable, but cozy. A minimum space allocation is 10 square feet for each couple.
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On a 10-foot square dancefloor, ten comples are comfortable, but cozy. A minimum space allocation is 10 square feet for each couple. |
As a rough estimate, the dance floor should be able to accommodate 20 to 40 percent of the guests. You'll want more space for dance-happy groups during evening receptions, less for mingle-minded guests during afternoon affairs. On average, however, a wedding reception of 150 guests should reserve enough dance space for 30 to 60 people, or 15 to 30 couples.
So, how much dance space is required for 15 to 30 couples? Sorry, more math.
A average couple standing face-to-face occupies four square feet of floor space. Of course, dancers move, meaning it's charitable to give them a bit more room. A conservative assumption is that each couple needs ten square feet of dance area. If you were to map that amount of space out on a floor, you'd create a square slightly larger than three feet by three feet. It's not a generous allocation of space, but enough for dancers who aren't inclined to Tango or Rumba (if your guests are include to engage in these, or country line dances, the rule of thumb changes to "as much space as possible").
For our 15 to 30 couples, then, an average dancefloor would be 150 to 300 square feet. You'll do no harm by offering dancers more space, but shouldn't consider making the dance floor any smaller.
While the largest consideration in terms of room area used, the dance floor isn't the only space-consuming addition to your banquet room. You will, of course, need a head table, which will occupy more space for larger bridal parties. You'll need a gift table. You'll need an area for the DJ. And it's a very good idea to provide a table for photographers and videographers to call home.
Each of these items requires more space than the physical dimensions of the tables and chairs themselves. You don't want seated guests backed-up against the gift table, nor wearing the DJ's speakers as a headset. In choosing a room, then, it's important to consider more than the seating capacity of the room. Consider what goes where, how much space is needed for each item, and then determine if enough space remains for guest seating. If not, a larger room or a smaller guest list is in order.
Size Isn't Everything
Banquet rooms not only come in many sizes, but in many shapes. Most are reasonably square, and lend themselves to rather straightforward set-ups.
However, there are plenty of long, narrow banquet rooms on the planet, and they pose special challenges. That's not to say that they're not useable, but they deserve special consideration.
Long narrow rooms present special challenges. Working in a room set-up much like this one, RadioPro DJ Dan Stevens once had to introduce a wedding party that he wasn't able to see.
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Long narrow rooms present special challenges. Working in a room set-up much like this one, RadioPro DJ Dan Stevens once had to introduce a wedding party that he wasn't able to see. |
"Bowling Alleys," as these rooms are sometimes called, are often parts of larger rooms sectioned-off with airwalls to create a smaller space. In the case of airwalls, it's a very good idea, before contracting for a room, to find out what's happening on the other side of the airwall on the date of your reception. More so than structural walls, airwalls bleed sound, and it's not uncommon for lively parties on opposite sides of these dividers to engage in heated battles for audio dominance.
Bowling Alleys can be defined as any rooms in which one dimension is more than twice the other dimension. A 100' X 250' room meets the definition.
In such rooms, a popular set-up technique is to put the DJ or band in one corner, with the dance floor stretching across the narrow side of the room to the other corner. The head table is typically centered along the long side of the room or spanning the other narrow side. There are some challenges with these arrangements.
Consider, please, that your DJ or band leader is not the center of attention at your wedding reception. The bride and groom hold this honor. However, a good DJ or band leader will be an active co-producer in your event. Their sound system needs to be heard by the entire group, not necessarily for dancing, but certainly for the introduction of the bridal party, the best man's toast, the blessing before dinner, and so on. Simply put, the DJ stand needs to be in a place where it can be heard throughout the room.
Placing the DJ stand at one end of a long, narrow room creates an unavoidable trap. People at the far end of the room won't be able to hear the music or announcements unless the volume level is cranked to unbearable levels in the DJ's corner of the room. Also, there's no communication between the head table and the DJ, which is essential to preparing for the announcements and agenda items that will occur during the reception. Finally, first dances and other special moments require that bridal party members make a clumsy journey through the guest seating area to get to the dance floor.
Centering both the dance area and the Head Table in a long, narrow room offers distinct advantages, particularly when the bride is called upon to go to the dance floor.
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Centering both the dance area and the Head Table in a long, narrow room offers distinct advantages, particularly when the bride is called upon to go to the dance floor. |
A much better alternative is to situate both the head table and the DJ near the center of the room, facing one another across the dance floor. This allows the sound a sporting chance at reaching the far corners of the room, and facilitates quick communication between the bridal party and their event emcee.
Other room set-up considerations involve:
- The guest registry: Ideally, your registry is located outside the room and a few feet away from the door. The goal is to avoid having a group of people waiting to sign the registry blocking the doorway or the area inside the reception room.
The gift table: This should be placed just inside the door, and should have a bit of "breathing room" to itself. This allows new arrivals to visit the table without squeezing around already seated guests.
A proven room set-up system like this one works well, but only if enough space is allocated for both guest seating and special-use areas.
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A proven room set-up system like this one works well, but only if enough space is allocated for both guest seating and special-use areas. |
The photographer and videographer work station: An ideal location is close to the DJ stand/dance floor, since that's where a lot of the best images will be created. Keeping these professionals close to their equipment, film, batteries, and tapes helps to ensure that they don't miss special moments while running to the far side of the room to restock.
- The wedding cake: It's a little-known fact that cakes and dance floors are natural enemies. Placed in confined quarters, cakes will fling icing on the dance floor, creating a hazard to all but the most sure-footed guests. For revenge, dance floors fling dancers onto the cake table, immediately qualifying your videographer for a guest appearance on "America's Funniest Home Videos." If you can arrange extra space near the head table, but off of the dancefloor, you're much better off.
- The DJ area: Aside from centrally locating the DJ, be sure to put some space between their equipment and the guest seating area. Even soft dinner music will strike guests like a freight train if they're able to read song titles from the DJ's CDs from their chairs. DJs use different types of setups, requiring different amounts of room space. Talk to your entertainment provider about their requirements.
Special Effects Options
Your set-up considerations are nearly complete, but not until we consider a few add-ons that you may wish to include.
Party lights are among the most controversial of our wedding reception options. A lot of brides-to-be simply don't want a "disco show" intruding upon the dignity of their event. It's a very understandable concern.
Managed properly, however, a lighting set-up can enhance the music program significantly, particularly at evening-into-night receptions.
The important thing for us DJs to consider is that ballads and first-dance songs need nothing more than a mirror ball's touch to accentuate the room's romantic atmosphere. We use slightly off-white, somewhat pinkish mirror ball light sources to sprinkle the room with a warm and slowly moving pattern of light.
During the early evening, the sequenced lights and special effects projectors receive some rest time. Later, as the music gets faster, the dancers get younger and merrier, and the world gets darker, the lights will add a more festive, exciting atmosphere.
This subtle transition considers the mood of the reception as it inevitably evolves from purely romantic to more celebratory throughout the night. Properly controlled, special lighting plays an important role in the mood of the room.
Many DJs use foggers to enhance the effect of the lights, but we seldom find fog a useful addition to wedding receptions. If, however, your reception is attended by a young crowd that enjoys the dance club atmosphere, late-night fog and lights may be appropriate.
Bubble machines are another fun option, particularly if you plan to include big band and ballroom music in your reception.
Finally, a confetti cannon is a rare, but uncommonly fun addition. Our company uses compressed-air cannons that can launch confetti over an entire dance floor, which is an impressive effect during special moments. Facility managers, however, have differing views on the matter of confetti cannons, and we require their permission prior to using the equipment. It's worth noting that some facility managers prohibit pyrotechnic devices, but aren't opposed to the air-powered equipment.
The Great Outdoors
There's nothing quite like a crisp Spring or Autumn afternoon to stage an outdoor wedding reception. The primary consideration here, of course, is weather. A back-up option is absolutely essential. If the weather does turn gray, don't let that dampen your spirits. In many cultures, a rainy wedding day is considered very good luck. Nature blesses the seeds of your union by offering nurturing moisture to the earth.
RadioPro operations staffers Dan Stevens and Frank Whyte discuss plans for an outdoor set-up. The outdoors lend themselves to a variety of options, but also require more planning.
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RadioPro operations staffers Dan Stevens and Frank Whyte discuss plans for an outdoor set-up. The outdoors lend themselves to a variety of options, but also require more planning. |
But alas, we must turn back to the less philosophical issues.
In fact, we turn back to the same issues we confronted for indoor receptions. Outdoor receptions usually offer generous real estate, but managing the space remains essential. The guidelines for "what goes where" don't change.
One additional consideration is the need for a solid dancefloor and a canopy, both of which can be rented if not installed at the site. These are humane additions for those who might not enjoy dancing beside bride and groom on soft earth and in direct sunlight.
Also, there's the issue of electricity, which is required by the DJ or band. If the dance area is within a couple hundred feet of a reliable electrical source, extension cords can be strung. Check on the reliability issue, however, as many park pavilions feature electrical outlets that stopped working when Edison was a toddler.
If no outlets are available, more resourceful DJ companies can work from generators or vehicular power supplies. Our company does both on occasion, but such options require advance planning.
We're also often asked to do indoor/outdoor receptions. Typically, there is a dance area in a lodge or pavilion, but much of "the action" is taking place outdoors. At a minimum, this requires two sets of speakers.
Depending on the relationship of indoor to outdoor, it may require walkie-talkies for the DJ to coordinate indoor activities with what's happening outside. You need to work closely with a reputable entertainment provider to consider the options.
So Many Options, So Little Time
By now, you've read about a lot of considerations, and the task of setting the stage for your wedding reception may seem overwhelming. And we must admit that this article comes from the perspective of an entertainment provider. While we've attempted to address the issues fairly from all angles, a caterer, facility manager, videographer, photographer or future mother-in-law might bring other issues to bear.
That's why it's a very good idea to bring all of your wedding professionals together at the reception site in advance of the event. The majority of such professionals recognize that the success of your event hinges on advance planning, and are all too happy to participate in such a gathering.
Sometimes, it only takes some fine tuning to turn a great wedding reception concept into a great wedding reception. Everybody involved wants that.
Radio Pro Mobile DeeJays
Serving Maryland, DC, Northern Virginia
and Southern Pennsylvania
(301) 293-3287
(301) 293-2012 FAX
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