The Importance of Running Sheets
Weddings can be logistical nightmares but with careful planning and preparation, even the most complex wedding day will run smoothly. The most important tool to help you through your big day is a detailed and thorough running sheet.
The Three Key Sections Of Your Running Sheet
I recommend that wedding couples have three running sheets, or a running sheet comprised of three distinct sections. Those sections are pre and post ceremony, the ceremony itself and the reception.
The pre and post ceremony running sheet deals with what happens before and after the ceremony (including timings for hair and make up artists, florists, photographers, videographers and transportation).
The ceremony running sheet covers off the timings for the service, whether it be a civil or church ceremony.
The reception running sheet deals with the logistics of the reception and this is what I will be focusing on in this article as it relates to my area of expertise.
The Wedding Reception Running Sheet
After consulting with the couple, the reception venue will compile a running sheet which will include the following information:
* the start and finish time of the reception;
* when the meals will be served and cleared; and
* when the formalities will take place (e.g. bridal party entrance, cutting of the cake, speeches/toasts, first dance / bridal waltz and bridal party exit exit).
Once the couple have this information they can then look adding the following more specific information:
* the bridal party entrance order;
* who will be giving speeches and in what order they will be;
* the timings of games such as the bouquet toss and garter removal;
* how they plan to exit (CLICK HERE for some departure options );
* key music selections such as the bridal party entrance music and the first dance song (CLICK HERE for information about key music selections ); and
* when music will be played and how long each live or DJ set will be (couples need to consult with the DJ or singers/entertainers in regards to this).
A running sheet that includes all this information will make the job of a master of ceremonies (MC) a lot easier and ensure the wedding reception flows smoothly – or as best as can be expected. Any running sheet is contingent upon the performance of the venue kitchen and floor staff. If meals are not served and cleared in time then changes to the running sheet will be needed 'on the fly'.
Reception running sheets should have some room to move. Make sure that the timing of meals is not going to be unrealistic and allow more time that you need for speeches. Let those giving speeches know that there will be a time limit. One rambling speech can throw your running sheet timings out the window and it can be very challenging to make up time. It will put the kitchen under enormous pressure and DJs and musicians will invariably have to make changes to play lists. Wedding reception with timings that are too tight invariably feel 'rushed'.
Another tip is to make sure that your photographer and videographer know that you need to do your bridal entrance at a certain time. I have performed and been the MC at weddings where the photographer has been so pre-occupied with getting the right sunset shots that the bridal party have entered late - on one occasion 45 minutes late! This can cause some panic with the venue staff, especially the kitchen staff, as food preparation timings are critical.
So be prepared, try and stick to your schedule and your wedding day should run smoothly.
If you are looking for some sample running sheets, this article may be of help! (click HERE).
Earl Cole
Singer, entertainer, DJ & MC
www.earlcolemusic.com
The Three Key Sections Of Your Running Sheet
I recommend that wedding couples have three running sheets, or a running sheet comprised of three distinct sections. Those sections are pre and post ceremony, the ceremony itself and the reception.
The pre and post ceremony running sheet deals with what happens before and after the ceremony (including timings for hair and make up artists, florists, photographers, videographers and transportation).
The ceremony running sheet covers off the timings for the service, whether it be a civil or church ceremony.
The reception running sheet deals with the logistics of the reception and this is what I will be focusing on in this article as it relates to my area of expertise.
The Wedding Reception Running Sheet
After consulting with the couple, the reception venue will compile a running sheet which will include the following information:
* the start and finish time of the reception;
* when the meals will be served and cleared; and
* when the formalities will take place (e.g. bridal party entrance, cutting of the cake, speeches/toasts, first dance / bridal waltz and bridal party exit exit).
Once the couple have this information they can then look adding the following more specific information:
* the bridal party entrance order;
* who will be giving speeches and in what order they will be;
* the timings of games such as the bouquet toss and garter removal;
* how they plan to exit (CLICK HERE for some departure options );
* key music selections such as the bridal party entrance music and the first dance song (CLICK HERE for information about key music selections ); and
* when music will be played and how long each live or DJ set will be (couples need to consult with the DJ or singers/entertainers in regards to this).
A running sheet that includes all this information will make the job of a master of ceremonies (MC) a lot easier and ensure the wedding reception flows smoothly – or as best as can be expected. Any running sheet is contingent upon the performance of the venue kitchen and floor staff. If meals are not served and cleared in time then changes to the running sheet will be needed 'on the fly'.
Reception running sheets should have some room to move. Make sure that the timing of meals is not going to be unrealistic and allow more time that you need for speeches. Let those giving speeches know that there will be a time limit. One rambling speech can throw your running sheet timings out the window and it can be very challenging to make up time. It will put the kitchen under enormous pressure and DJs and musicians will invariably have to make changes to play lists. Wedding reception with timings that are too tight invariably feel 'rushed'.
Another tip is to make sure that your photographer and videographer know that you need to do your bridal entrance at a certain time. I have performed and been the MC at weddings where the photographer has been so pre-occupied with getting the right sunset shots that the bridal party have entered late - on one occasion 45 minutes late! This can cause some panic with the venue staff, especially the kitchen staff, as food preparation timings are critical.
So be prepared, try and stick to your schedule and your wedding day should run smoothly.
If you are looking for some sample running sheets, this article may be of help! (click HERE).
Earl Cole
Singer, entertainer, DJ & MC
www.earlcolemusic.com
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