Once the ceremony is over, the reception is where the celebration truly comes alive — and a well-structured run sheet is what keeps it that way. This template focuses exclusively on the reception, mapping out the bridal party entrance, entrée, speeches, main course, cake cutting, and dancing in precise detail. Share it with your MC, venue coordinator, caterer, and DJ so every formality lands at exactly the right moment and your guests enjoy a seamless evening.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 17:00 | Venue doors open; guests invited to take their seats | Venue Staff | Main Ballroom |
| 17:30 | MC welcomes guests and introduces bridal party | MC | Main Ballroom |
| 17:35 | Couple's first dance | DJ | Dance Floor |
| 17:45 | Welcome speech by bride and/or groom; toast | MC | Main Ballroom |
| 18:00 | Entrée served | Catering | Main Ballroom |
| 18:45 | Father of the bride and best man speeches | MC | Main Ballroom |
| 19:15 | Main course served | Catering | Main Ballroom |
| 20:00 | Maid of honour and additional speeches | MC | Main Ballroom |
| 20:30 | Cake cutting ceremony | MC | Main Ballroom |
| 20:45 | Dessert and cake served; dance floor opens | Catering | Main Ballroom |
| 21:30 | Bouquet toss | MC | Dance Floor |
| 23:30 | Last song and final farewell | DJ | Dance Floor |
Confirm the MC has the correct pronunciation of all names being announced.
Coordinate with the caterer on exact service times and allow flexibility if speeches run long.
Brief the DJ on any do-not-play requests and must-play songs for key moments.
Assign a family member or coordinator to round up speakers 10 minutes before each speech slot.
Ensure the venue has confirmed noise curfew and last drinks times before finalising the run sheet.
Most receptions include 3–5 speeches: typically the father of the bride, the best man, the maid of honour, and the couple themselves. Keep total speech time to 30–40 minutes to maintain energy and avoid guests losing interest. Brief each speaker on the expected duration beforehand.
Cake cutting works best between the main course and dessert, usually around the 2.5 to 3-hour mark of the reception. This gives the kitchen time to plate and serve the cake alongside dessert, and creates a natural energy moment before the dance floor opens.
Most wedding receptions run for 5–6 hours. A common format is a 30-minute cocktail period inside the reception room, followed by a 2-hour dinner with formalities, then 2–3 hours of dancing. Factor in any venue curfews or late-night noise restrictions when planning the end time.
A comprehensive run sheet for your wedding day, from pre-ceremony preparations through to the last dance. Keep every vendor, family member, and moment on track.
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View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.