Here is an example of an itinerary for a four hour reception that begins at 5:00pm:
1-2 Hours Before Reception
3:00p Caterer arrives.
3:15p Florist arrives to set up table centerpieces and other floral decorations.
3:30p DJ arrives and sets up equipment.
3:40p Wedding Coordinator, or designated person, arrives to set up place place cards, favors, toasting flutes, cake knife, guest book with pen and basket or other holder for the money envelopes.
3:45p Wedding cake arrives and is set up. Florist to provide flowers and greenery to the cake designer, who will arrange flowers on and around the wedding cake.
First Hour of Reception
5:00p Wedding guests arrive & Cocktail hour begins. Waiters serve trays of champagne and hors d’oeuvres to guests.
5:15p Bride & Groom arrive and are escorted outside to take formal photographs on the lawn. All family members and wedding party gather outside for photographs.
Make sure all the family members and wedding attendants know where and when! You don’t want to waste any time trying to track down people to be in pictures.
5:20p Bride, Groom and family members take formal photographs.
Second Hour of Reception
6:00p Bride and Groom, wedding party and parents of bride and groom gather in side room to “line up” for announcements.
Line up in order: Groom’s parents first, then Bride’s parents, flower girl and ring bearer, bridesmaids escorted by ushers, maid of honor escorted by best man and then the bride and groom.
6:05p DJ will make formal announcements. List names: