What we handle for your reception
- Venue coordination. Liaising with your venue to confirm timelines, layout, and vendor access so set-up and breakdown run without surprises.
- Vendor management. Confirming arrival windows, deliveries, and any special requests from caterers, musicians, photographers, and rentals.
- Timeline and flow. Creating a minute-by-minute plan for cocktail hour, introductions, toasts, dinner service, first dances, and send-off.
- Guest logistics. Overseeing seating plans, place cards, escort tables, accessibility needs, and guest questions on the day.
- On-the-day coordination. An experienced point of contact for vendors, venue staff, and the wedding party throughout the reception.
Pre-event planning and checklist
Prior to the reception we produce a written checklist covering site access times, vendor contacts and responsibilities, and a timeline for all major events. This checklist is distributed to vendors and to the principal contacts from both families to keep communication direct and efficient. We confirm final details at a run-through or final phone call one to two weeks before the reception.
Items on the checklist include: confirmed guest count, vendor arrival times, final floor plan, menu service style, lighting cues, and special announcements or traditions that require coordination. When seating adjustments or last-minute changes are necessary, we manage the updates and communicate them immediately to relevant parties.
Sample reception timeline
Below is a typical timeline that we prepare and adapt for each event. Times will vary according to ceremony end time and venue policies.
- 0:00 — Guests arrive; ushers in place; welcome music.
- 0:30 — Cocktail hour begins; venue staff set banquet tables.
- 1:30 — Guests seated; introductions and grand entrance.
- 1:45 — Dinner service begins; toasts scheduled between courses as agreed.
- 3:00 — Formal dances and parent dances.
- 3:30 — Open dance floor and entertainment.
- 5:00 — Cake cutting; final announcements and send-off preparations.
- 5:30 — Vendor breakdown and final venue check.
We provide a printable timeline for the wedding party and ensure a point person is assigned to keep the schedule on track.
Staffing and on-site roles
Staffing is assigned to match the scale of your reception. Each lead coordinator oversees the schedule and critical transitions while assistants handle guest needs, vendor direction, and logistics. All team members arrive early, run through the set-up checklist, and remain available until final clean-up is complete. Staff wear identifiable attire and carry a copy of the timeline and vendor contact list for quick reference.
Pricing overview and transparency
We believe in clear pricing. Rates depend on guest count, hours of on-site coverage, and any add-on services you choose. A written estimate is provided after an initial consultation and reflects the scope of work, travel, and staffing required. This approach reduces surprises and keeps expectations aligned. Payment schedules and accepted forms are clearly stated in the service agreement.
Client responsibilities and what we require
To deliver an efficient reception, we ask that the client provide final guest counts, a list of confirmed vendors, and any venue rules two weeks before the event. Where necessary, we will request primary vendor contacts and arrival windows so we can coordinate deliveries and confirmations on your behalf. We also request a designated family contact who can make decisions on the day should small changes arise.
Local knowledge and preferred vendors
Our years of work in the Morristown area have created a network of reliable vendors that meet high standards for service. If you need recommendations for caterers, florists, photographers, or musicians we can provide options that align with your budget and style. All suggested vendors are familiar with local venues and typical logistical requirements for the region.
Testimonials and real examples
"Natalya and her team kept the reception running smoothly. They coordinated vendors and handled an unexpected schedule change without fuss. Guests commented on how relaxed the evening felt." — J. & K., Morristown
"Clear communication and practical support from planning through the final hour. The team made sure every transition happened on time." — A. & M., Madison
Sample testimonials like these are available on our site and are representative of typical feedback from clients.
One key resource
For detailed service descriptions and a sample timeline, please follow this link to view our page on Wedding Reception Services in Morristown, NJ. That page contains a gallery of setups and client testimonials that illustrate how we run receptions in a variety of venue types.
Frequently asked questions
How far in advance should we book? Popular weekends fill quickly; booking 9–12 months ahead is common for full reception coordination, though partial services are available on shorter notice. Do you travel outside Morristown? Yes — we serve the surrounding Morris County area and handle travel logistics for venues within a reasonable radius.
Can you work with our chosen vendors? Yes. We coordinate with vendors you select and confirm details with them directly to avoid miscommunication on the day.
How to proceed
To request a quote, call or email to set a consultation. During the consultation we will review needs, provide a preliminary price range, and outline next steps. An agreement and deposit secure your date. We then work through a schedule of confirmation calls and a final walk-through before the reception.