(Closed) Can someone answer some stupid reception questions for me?

posted 7 years ago in Reception
Post # 3
Member
5106 posts
Bee Keeper
  • Wedding: September 2011

@MsBrooklynA: As far as decor and DIY projects that we’ve done it will all be taken with us. Our venue allows us to leave things overnight if needed, up until 11am the next morning. So what will likely happen is that some of our family members will be the unfortunate ones that have to take all the decor with them. As far as the linens go, I’d say that we will be returning them to the caterer the same time the decor is picked up. And we’re not having any flowers, so not sure what is usually done with those.

Post # 5
Member
284 posts
Helper bee
  • Wedding: March 2012

As for the flowers typically the vases come with the arrangements so you will not have to worry about returning them.   Most weddings I have attended invite guests to take the flowers at the end of the evening, but another idea is to donate them to a local hospital for patients to enjoy!  The bride for wedding I was in most recently had several close friends/family members assigned to collect the extra programs and decorations after the ceremony.  They just put everything in a large bin to be sorted out later.

Post # 7
Member
5106 posts
Bee Keeper
  • Wedding: September 2011

@futuremrskline: Oh the hospital thing is a very good idea.

 

@MsBrooklynA: You’re welcome! Just hope I helped! ๐Ÿ™‚

Post # 8
Member
5921 posts
Bee Keeper
  • Wedding: December 2010

Rentals: Check with your rental company.  Most of them WILL pick them up for you for a charge, sometimes for free, but they won’t do it until the next day.  At least that is my experience with the vendors around here.  This is definitely where you will need to work with your reception venue.  When I was the event coordinator for a hotel, as long as we had nothing else booked the next day, I would allow them to store everything overnight, but every once in a while, we would have to move it all to another banquet room.  I would have the reception staff remove all chair covers and linens and bag them up (your rental company will likely provide you with big linen bags for this purpose.)

Flowers: Yes, you usually just toss them.  Sometimes we would use them for a day after brunch, etc. Donating them to a hospital is a good idea too.  Check with your florist about your vases – our vases are included with the cost of your centerpieces, but they are rentals, and must be returned cleaned a few days after the wedding – again, your responsibility.

DIY: Another thing to work out with your reception coordinator.  Their staff usually boxes everything up for you to store until you pick up.  I don’t know how other venues are though, so they might not.  In which case you will need to designate someone to stay late and do this for you.  This would also fall under the responsibility of your DOC, if you have one.  As far as your other stuff, it usually just gets tossed unless you request otherwise (we threw away most paper goods – table numbers, placecards, etc.) I would box up everything else though – leftover favors, candles, flutes, all of that good stuff.  Personally I threw a lot of stuff away at my own wedding because I didn’t want to mess with taking it home.

This is really why you need a great reception coordinator, or a DOC if your venue doesn’t come with one. They mess with all of this stuff so you don’t have to worry about it the day of. 

Post # 10
Member
5921 posts
Bee Keeper
  • Wedding: December 2010

@MsBrooklynA: You’re welcome! Your reception staff should be in charge of taking everything down.  A typical night for us (I was the venue’s DOC) would be removing chair covers and linens and bagging them all up; throwing away flowers (unless otherwise specified) and rinsing out vases and boxing them up.  We’d box up all the candles, etc…whatever else is on your table.  I would walk around and box up all of the sentimental items seperately – your cake topped, toasting flutes, guest book and pen, serving set, etc. and then all items would either be locked in the reception room until the next day, or moved, depending on functions going on the next day.

All of this should be discussed with your venue prior – I don’t know how other venues work.

Vases shouldn’t need more than a little rinse.  The votive cups are a pain in the ass, especially if they are rentals.  What we did was put a little bit of water in the bottom of them before putting a candle in them.  The water would keep the wax from sticking.  We only did this if they were rentals – if they were yours, we would skip that step.

As a DOC, my day was loooooooong, usually 12:00pm or earlier to well after midnight.  Breakdown of personal items shouldn’t take more than 1-2 hours, we were there much later because of breaking down all the tables and chairs, but that isn’t your responsibility.  Hope that helps!

Post # 12
Member
5921 posts
Bee Keeper
  • Wedding: December 2010

@MsBrooklynA: Thank you so much! Yes, I actually own an event planning business now! ๐Ÿ™‚

Sometimes the staff will start breaking things down before your reception ends – sounds tacky, but it saves time.  They aren’t like, literally taking plates away from people or anything, but when the crowd dwindles and everyone is on the dance floor, sometimes they will start removing candles and such.  They only do it on empty tables, usually around the perimeter of the room. 

If possible, try to rent things from one rental company, instead of several.  It is easier for the staff to not have to keep everything seperate, since most of the time the items aren’t marked at all. 

Try not to rent anything that requires crazy assembly.  OMG, I would want to stab people when they would rent the huge, beautiful candelabras and then expect me to break them all down and box them up.  Plus, the longer I am there, the longer you pay me, so it is in your best interest to make it snappy! ๐Ÿ˜‰ 

Make sure your rentals are checked BEFORE they are delivered to the site.  You have no idea how many times I had to run and grab extra stuff that wasn’t included.  One bride had beautiful cylinder vases and colored floating candles, and 20 minutes before the reception, the candles didn’t fit the vases! I had to make my husband go get more because I didn’t have time.

Read your rental agreement – most places aren’t open on Sunday so your rentals aren’t due until Monday, but a few are.  Nothing is more frustrating than you telling me Monday, and having to come in on my day off and make sure everything is sent back a day early.

Give a list to your coordinator of what needs to be returned – some brides want the extra programs, table numbers, etc.  I am not a psychic, and don’t want to save EVERYTHING just in case.  Let me know, and I will make sure it is taken care of.

There are things even a planner can’t prepare for – the day of, just let them roll. Someone dropped an ENTIRE box of my glass centerpieces and they all broke.  Be flexible. We went to dollar tree, bought 12 cube vases, and plopped some hydrangeas in them.  Problem solved ๐Ÿ™‚

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