Planning a Cocktail Party Wedding Reception
(as published in HamptonWeddings.com, Summer/Fall, 2000)
By Antonia Calzetti & Brenda Yagmin, Conjure Marketing &
Event Design
A cocktail party wedding is a classy, low-stress, lower cost
option to a full blown reception. One of the key elements that
makes them so appealing is that they are shorter in length and
much more relaxed than traditional sit down dinner receptions.
Often they are a good way for people to get acquainted, since
guests often stand and mingle with each other.
The invitation prepares your guests for the atmosphere of the
cocktail party wedding. The way an invitation is worded and styled
will inform your guests as to what type of wedding to expect (A
formal invitation of engraved calligraphy will suggest a "black-tie"
or more elegant affair, whereas a more colorful modern style will
suggest a more casual affair).
The art of throwing a fabulous cocktail party wedding hinges
upon knowing what type of event will make an impression on your
guests. The best parties are not necessarily the most expensive;
they need only be unique and creative. Of course, the difficult
part is to seamlessly orchestrate all of the ingredients of the
event-the decor, entertainment, music, food and beverages.
Think about the average age of your guests. This can be a factor
when choosing a space for you cocktail party wedding. Also keep
in mind that you will need chairs and tables for both older and
younger (twelve and under) guests.
If you are handling the wedding on your own, without the use
of a wedding planner, you will need to choose a location accessible
for all of your guests and sufficient for your party needs. When
choosing a location, make sure there is room for the bar and band,
and keep in mind elevators and ramps for guests who may be physically
challenged or older.
If your caterer is not familiar with the location, they should
always do a site visit prior to the event. This way, they can
view the space in advance and make necessary adjustments for displays.
Of course, when choosing a caterer, you should always taste their
food first.. Have them prepare a tasting of the menu you will
be serving to your guests. Taste is a key factor, but also consider
presentation of the dish. Do they illustrate the creativity you
require?
Make sure all electrical needs for musicians, lighting, and any
catering needs are sufficient. Bathrooms should be adequately
supplied with toilet tissue, towels and soap and make sure you
hire someone to look after them throughout the party. If the location
does not already have a coat check, be sure to supply one. A rental
company can supply coat checks.
Review all vendor contracts, making sure they are familiar with
all of the details.
If you use your own home as a location, any items you do not
want touched should be moved away from the party area, and clearly
block"off-limits" areas. Make sure to use a rental company
for all glassware, dinnerware and silverware. This way you will
not have to worry about personal items breaking.
One of the biggest errors when planning a cocktail party is underestimating
liquor and food demands. Make sure to give your caterer a final
count of how many guests will be attending.
A final note: Hiring a event/wedding planner is the simplest
way to avoid mishaps, and to take the pressure off of the bride
and groom on your big day. They also are good insurance against
last minute problems that inevitably pop up!
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