Wedding Reception Q&As


Photo Credit: Rustic Wedding Chic


1. What should we look for in a reception site?

2. How can we make sure we're hiring reliable vendors?
3. Should we give our DJ a playlist?
4. How do we hire a band?
5. How can we keep guests busy between the ceremony and reception?
6. Can we hold our reception years after our ceremony?


1. What is the general timeline for all of the traditional reception rituals?

2. How should the master of ceremonies introduce a bride who is keeping her name?
3. Who gives a toast and when?
4. When should we cut the cake?
5. Are we supposed to open gifts at the reception?


1. What is the difference between an escort card, a place card, and a table card?
2. Where should we place our favors?
3. Are there safe alternatives to candles?
4. How do we let parents know we are providing babysitters for the reception?
5. Can we ban smoking at our reception?


1. Can we have our guest select their main entree with their RSVP?
2. Should we have a cash bar?
3. Can we limit the time hard liquor is served?
4. Should we notify guests if our reception will be alcohol-free?
5. Is it appropriate to have a cocktails and desserts reception?
6. Can we ask family members to make their favorite treat for our dessert table?
7. Can we have a chocolate wedding cake?
8. Do we really need to feed the band?

Have an etiquette question? Leave a comment below!

Q: We’re about to start our search for a reception site. Any advice on what we should look for?

A: Choosing a reception site is one of the most important wedding-planning decisions you will have to make. The right location will enable you to have the best party ever. The wrong location can cause unlimited problems.

First, establish a budget. Discuss with your fiancé the type of wedding you both envision. Will it be a large, formal affair or something small and intimate? Determine how much money you can afford to spend on the reception. (This will be considerable chunk of your overall budget so you may have to cut back on your guest list to keep costs manageable.) The sooner you can set your budget and decide the number of guests, the easier it will be to narrow down your choices.

The reception site should, first and foremost, suit your wedding style. Some couples want a grand, opulent ballroom, while others prefer a venue that’s cozier and more romantic. You may opt for a country setting or feel that a sophisticated city site, such as a loft or an art gallery, is more to your liking. Once you decide on the ambience, you’ll be able to narrow your choices considerably. 

Next, think about your priorities. For instance, if great food is important and you are having a relatively small wedding, consider a favorite restaurant where you know the menu is excellent. Or if music and dancing will set the tone for your reception, then a location with a spacious dance floor, good acoustics and plenty of room for a live band will suit your needs. Finally, if it's the ambience that's most important to the two of you, the setting is key. You will feel most comfortable at a site whose environment reflects your personal style, such as a historic mansion, a country inn or even a yacht.

Be sure to visit each reception site on your list, survey the space and ask to see examples of how the room will look if it's not already set up. (Better yet, try to visit a reception site during another wedding so you can really get an idea of what goes on.) There should be plenty of space for the tables and chairs, the bar and musicians. And your guests should have enough elbow room to easily mingle. Make sure the room is big enough for the number of guests you expect to attend, and that the dance floor is large enough and well situated. Is there decent space for the band or DJ, and are there enough electrical outlets? Does the kitchen look clean and well maintained, and is the staff friendly and helpful? Are there enough parking spaces for guests, and is there adequate air-conditioning or heating? Check out the restrooms too, and find out if another wedding is to be held at the same time on the premises (you may prefer more exclusivity.) Ask to see the venue’s insurance and health department certificates, to make sure they are up to date, and find out if the venue has insurance in case someone is injured on the premises. 

You’ll need to ask what the reception package includes, such as gratuities for the maître d’, wait staff and bartenders, a wedding cake or basic decorations. And ask if any extra fees are required for valet parking, coat check and restroom attendants. Make a list of all your questions or concerns, get the answers and don’t rush into a decision. It’s wise to consider all your options and select the site that best meets your needs.

One last thing: After you have decided on a place, get everything in writing. The contract should indicate the day and time, the cost per person, the payment schedule, the deposit and refund policies, as well as any sales tax and gratuities (see if there is a policy on tipping for car valets, coat-check and rest-room attendants and bartenders). You might also include the staff's attire, your exact menu and when the band and florist can start setting up. Also check on overtime costs. Ask a lot of questions and leave nothing to chance: Your contract should be very specific to avoid any unpleasant surprises. After all your research and planning, you will want this to be the party of a lifetime.

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Q: A recently married friend was disappointed when her florist didn’t deliver all the boutonnieres requested and substituted some flowers in the bouquets. How can I make sure nothing like this happens with my vendors? 

A: The best way to avoid mishaps like these is to always check references and have detailed contracts. Before signing on the dotted line, phone your local Better Business Bureau to see if a company has a history of consumer complaints, and deal only with those companies and individuals that you know to be reputable.

As for the contract, insist that everything you discuss be put in writing to safeguard against empty promises and hidden fees. Never pay anything—not even a small deposit—without first signing a contract that includes all parts of the agreement, including services that will be provided, the dates of service, the method of payment and the cancellation and refund policies. Make sure the locations and delivery schedules are noted and that all taxes, gratuities and overtime fees are spelled out. If you’re not a hundred percent comfortable with the conditions, don’t sign on the spot. A reputable pro won’t pressure you, and if someone does, don’t hire him! Be sure to read every contract carefully and make certain you retain a copy for your files. You’ll gain peace of mind knowing that all of the details discussed with your vendors are noted in the contracts.

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Q: We hired a DJ who was recommended by our reception site manager. Should we give him a play list of our favorite songs (my crowd loves to dance), or just let him do his thing? 

A: It’s always better to inform your DJ or band of the type of music you want played. I’m assuming that you’ve already listened to the demo tape and have some idea of your DJ’s style. Regardless, you should provide a play list of your favorite tunes and, if yours is a dancing crowd, you’ll want to make sure he spins lots of get-on-your feet music. Work out the list in advance and don’t forget to include slower-paced tunes for guests who prefer that type of dancing. Make sure your repertoire has something for everyone and leave a lot of the hard-core partying tunes for the middle and end of the reception. Another caveat: Don’t play loud dance music during the dinner, and don’t sit Grandma and Aunt Ethel near the DJ or speakers. They won’t appreciate being blasted by pulsating rock tunes!

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Q: Friends of ours had a great band at their wedding, and my fiancé and I have decided to hire them for our wedding. Do you have any suggestions on what we need to discuss with the bandleader? 

A: Hiring a great band goes a long way toward guaranteeing a terrific reception—especially if you and your guests love to dance! And meeting with the bandleader gives you an opportunity to iron out all the details so he understands what you're looking for. Ask him if the band members who played at your friends' wedding will be the same musicians performing at your reception. Find out how many breaks they take (at least one band member should always be playing so there is no "break" in the entertainment). Ask what they'll wear and if they take requests from guests. Take a look at their playlist, and bring along a list of your own favorite tunes. (Make sure you provide the names of the songs you'll want for your first dance and for your dances with your parents.) Don't forget to keep the music varied to accommodate all your guests, young and old.

Of course, you also need to discuss costs. Does the band charge a flat fee, or per musician, per hour? What is their overtime fee? Will you be charged extra for travel time? (Unless they're traveling an especially long distance, you shouldn't be.) Find out what the reception site needs to supply for their equipment, such as the number of outlets, how much space is needed and the amount of time it takes to set up.

Even though you love the band, it's still a good idea to ask for some references (other than your friends'!) to find out if they were easy to work with, showed up on time, remembered to play all special requests, etc. Also, if the bandleader is going to emcee your wedding, be absolutely sure you like his style and personality - he'll be the one setting the tone and keeping the party going. Make sure all the details you discuss are spelled out in your contract; if not, write them in by hand.

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Q: My wedding ceremony begins at 1 p.m. and my reception does not start until 5 p.m. What should I do with the guests in the interim, particularly those who do not live nearby? 

A: First, relax. This is an increasingly common situation, and it's likely that your guests have experienced it before. It would be nice if someone from your or your fiancé's family invited guests to their home for coffee or drinks in between the ceremony and the reception. It does not have to be a family responsibility, however. Perhaps a neighbor who has been offering to help can do the honors. It need not be anything fancy—just a place to drop by and gather. And to keep guests from wondering where to go, consider including a separate card with your invitations asking them to join the hosts immediately following the ceremony. Don't forget to add the address of this gathering. If someone's home is not available, appoint a few friends or relatives to inform guests that everyone will be meeting at a particular bar or restaurant.

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Q: When my husband and I married in 2010, we couldn’t afford a proper reception. He has been on active military duty and has just come back from a deployment. Is it OK to plan a reception now? 

A: You can certainly have a celebration with your family and friends, but considering that it’s been a few years since you married, I would have a vow renewal rather than a reception. The style of the event is up to you, and you can plan a ceremony that includes wedding traditions such as the processional, readings, ring exchange, vows and recessional, followed by an evening of dinner and dancing. In short, very much like the reception you envision. Here’s a sample of how your invitation should read:

The pleasure of your company

is requested at the reaffirmation

of the wedding vows of

Mr. and Mrs. Sean Stanhope

Saturday, the seventeenth of October

Two thousand and nine

(location)

 

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Q: I want to make sure that the first dance, toasts, cake-cutting and other activities proceed in a timely manner at our reception. Are there any specific guidelines to follow? 

A: It depends on the length of your reception, but you’re smart to plan ahead and not leave details to chance. A great party has what’s called “flow.” Naturally, with a reception lasting four hours or longer you can schedule things at a more leisurely pace than you would for a shorter event. And once you’ve mapped out exactly what you and your groom would like to do at your celebration, you can notify your maître d’, DJ and other wedding pros about your preferred activities and the times they should occur. Keep in mind that your reception site manager and wedding consultant (if you have one) can assist you with advice on planning and pacing. To help you get started, here’s a basic rundown of scheduled events for a four-hour reception:

Hour one: Bride, groom, attendants and family members pose for wedding pictures. The receiving line is formed as the bridal party arrives. Cocktails and hors d’oeuvres are served.

Hour two: Guests take their seats for the first course, kicked off by a champagne toast that’s usually offered by the best man. Others, such as the bride’s father or maid of honor, may also say a few words. Some couples prefer to have their first dance now, followed by the father-daughter and mother-son dances.

Hour three: If they haven’t already, the bride and groom may enjoy their first dance. This is also the time for other noteworthy dances. The main course is served, and guests mingle and dance.

Hour four: The cake is cut and served. The bride tosses her bouquet, and the groom tosses her garter (optional). Guests begin to leave.

Remember, these are just guidelines. You’re free to schedule your reception in whatever way you like. For example, some couples like to have their formal portraits taken before the ceremony and not during the cocktail hour, and some newlyweds prefer having a receiving line immediately after the ceremony instead of at the cocktail hour—so they can join the fun. Others decide to forgo the receiving line altogether and greet guests at their tables during the reception. Whatever you decide, plan your party in a way that’s most comfortable for everyone.

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Q: I will be keeping my maiden name. Its okay if the minister pronounces us "husband and wife," but how can the master of ceremonies at the reception avoid saying "Mr. and Mrs."? 

A: It's easier than you might think. Instruct your master of ceremonies to say, "I would like to present, in their first appearance as husband and wife, Jane Doe and John Smith." It will make the point that although you are married, you are retaining your name.

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Q: I am very confused about toasts and speeches. Who is supposed to toast whom and for how long? 

A: Traditionally, it's the best man's responsibility to propose the first toast to the bride and groom. Before the main meal is served at the reception, he is introduced by the master of ceremonies (often the bandleader or maiîre d'). He then asks everyone (except you and your groom) to stand. The type of toast he gives is personal. It can be sweet and brief or a bit lengthier, amusing and anecdotal. The sentiment, however, should always be for your future happiness. After his speech, the best man raises his glass and invites other guests to do the same.

If there are other members of the wedding party who wish to give a toast, they may do so, provided the number of toasts is kept to a minimum and the time spent well-wishing is not too long (remember, your guests will be hungry!). After the toast, you and your groom may then rise, express your gratitude, and toast each other.

Q: Who should give the toasts at the rehearsal dinner and wedding, and how do they differ at each event? 

A: Good question, since the toasting does vary for each occasion. At the rehearsal dinner, the atmosphere is often laid-back and informal. The toasts begin with the host of the evening (usually the groom’s father, but both of his parents may speak), then the best man, followed by the groom to his bride and her family and then the bride to the groom and his family. Other guest who wish to say a few words may also join in. And, since it’s a more intimate gathering, the toasts can be a little longer and more lighthearted than those given at the wedding.

When you and your fiancé take turns to speak (if you chose to do so), it’s a nice gesture to say some kind words about your future spouse as well as to thank both sets of parents for their love and support. Your fiancé can finish up the speaking portion of the evening with a few last words to the group.

At the wedding, the toasts should be shorter — no more that three of four minutes — and a bit more formal. The best man always has the honor of giving the first toast either right before or immediately after the main meal is served. After his toast, others may extend their own good wishes. Often the bride’s father and/or the maid of honor will opt to speak. Many couples also give toasts — to each other and to their family and friends. The couple’s toast takes place either after the others are finished or at the end of the evening before guests begin to leave.

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Q: When is it appropriate to cut the cake at the reception? Our Grand March is scheduled for 9 p.m. Should we have the cake cutting before then?

A: Definitely cut the cake before the Grand March. You'll want to give your guests (and yourselves!) enough time to enjoy the wedding cake before you make your exit. About thirty minutes before the Grand March should work well.

For those readers not familiar with it, the Grand March is a popular ritual at many wedding receptions. It includes the couple, their attendants and all of the guests. Arm in arm, the wedding couple lead their guests around the room in a festive march. The bride and groom then form an arch with their arms up and, in pairs, the guests pass underneath and line up forming a continuous arch. When all the guests have proceeded under this long arch the last pair pass all the way back through again to kiss the bride and groom followed by the rest of the guests until just the happy couple is left. The Grand March provides everyone at the wedding an opportunity to not only have some fun but also to wish the bride and groom well before they have their last dance and leave the reception.

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Q: I've been told that it's the custom to have wedding gifts opened at the reception, but I would rather spend time with my guests than open gifts. What should I do? 

A: Do exactly what you prefer to do — spend time at your reception mingling with family and friends, eating, drinking, dancing and enjoying the party you planned so carefully. It's really not customary to open gifts at the reception (you've been misinformed!) for a number of reasons: It's too time-consuming, cards can easily be lost, and your other guests might feel uncomfortable if they did not bring a gift to the reception. The only time gifts are opened with guests present is at the bridal shower. Any presents received at the reception should be left unopened until all of the festivities are over.

Some couples set aside a separate table to display their gifts or you can make arrangements with your reception-site manager to have gifts safely stowed in a locked room. And remember to ask that cards be secured to the gift boxes so that you can identify the giver later. (Don't forget those thank-you notes!) You'll also want to designate a friend or relative to transport the gifts to your home after the reception, so you and your husband can enjoy opening the cards and presents at your leisure.

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Q: I’m confused. What is the difference between an escort card, a place card and a table card?

A: Good question. The escort card is often mistakenly referred to as the place card, but the two are distinctly different. The escort card informs guests of the table at which they will be sitting and has their names (couples are on one card and single guests have their own) and the table number—or name—on it. These cards are usually placed alphabetically on a round table outside the reception area so guests can easily find their spots. The place cards are already on the reception tables and situated at individual place settings to indicate where each guest is to sit. Used more frequently at formal weddings, these are optional for informal weddings. The table card is a prominently displayed sign on each reception table that bears its number or name.

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Q: Where should we place our favors? We’re giving our guests small bottles of wine, and we’re not sure whether to put them on the reception tables or display all of them on their own. 

A: It’s up to the two of you to decide which presentation appeals to you most. You can put a bottle at each guest’s place setting on the reception tables, or all the bottles can be prettily arranged on a separate table near the door. That way, guests can take one as they leave. Just be sure that someone monitors the table, so people don’t help themselves to more than one favor.

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Q: I wanted to place candles around our floral centerpieces on the reception tables, but our site does not allow them due to a fire code law. Do you have any ideas for a suitable alternative? 

A: It's certainly possible to create a romantic ambience without using candles. If your reception site does not object to your bringing in some extra lighting, then rent a few potted trees from a florist, place them around your reception room and string the branches with strands of twinkling white lights. The effect will be every bit as magical as having candles on the tables. Also, ask if the lights in your reception room can be lowered to enhance the mood. And, if possible, see if you can swap out those white bulbs for pink ones. Pink lighting is soft, and it flatters every skin tone, so guests, too, will love the results!

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Q: We would like to provide a few babysitters for our guests' children during the reception. How should we let parents know? 

A: That’s a great idea. We all know that little ones can become restless or disruptive during a wedding ceremony, but with a couple of sitters available they’ll get attention and have some activities to keep them occupied. And their parents can let loose and have some fun! For a small number of guest with children, call the parents directly to alret them; if their are quite a few parents to notify, enclose a separate card in their invitations stating that babysitters will be provided. I’m sure the moms and dads will be grateful, and if they have any concerns about the type of care their kids will receive, they’ll have ample time to contact you about the specifics. Even though some of the parents may bring along toys for their little ones, you might want to supply some games, crayons and coloring books. Also, consider a special kids’ menu (hamburgers, pasta, fries, ice cream) to keep the tiny tots happy.

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Q: Neither my fiancé nor I smoke and we would prefer not to have people doing so at our wedding. Is it appropriate to ban smoking?

A: Many people today are as offended by cigarette smoke as the two of you. It is, however, an area of great controversy: Many smokers feel that they should have the right to light up, especially at a social event like a wedding. And if it's a generational issue—perhaps your parents friends still smoke even though yours do not—such a decision is likely to cause friction. While it's certainly your prerogative to ban smoking altogether (assuming your reception site or caterer agrees as well), you might be better off setting up a designated smoking area. If it's too much trouble to try to arrange smoking and nonsmoking sections among tables, then post notices asking people to go to the lobby, lounge or an outdoor terrace to smoke. To encourage this practice, your caterer can refrain from putting ashtrays on nonsmoking tables, and ask waiters to point out the smoking areas to guests who light up where they should not.

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Q: Can we have our guest select their main entrée in the wedding invitation? 

A: Most couples arrange to have menu choices or special requests taken by the wait staff at the reception. However, if your carterer insists on knowing a count ahead of time, then the entree options can be mentioned on the reply cards but not on the wedding invitation.

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Q: My parents are paying for the wedding and do not want liquor served at the reception. My fiancé and I disagree, and we have enough money saved to pay for it ourselves. How should I tell my parents, or should we offer a cash bar? 

A: First of all, no cash bar! Guests should never be expected to pay for any of the food or drinks at a wedding. If you and your fiancé can afford to provide alcoholic beverages, then by all means do so. Let your parents know that it’s important to you that alcohol is served and you’re more than happy to pick up the tab. They may not approve, but ultimately, it’s your choice, and as long as you’re footing the bill they shouldn’t object. In order to save on the cost, consider serving only beer and wine and compare the price of the house liquor as opposed to name brands. You may to able to save more than you think.

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Q: I don't want to have hard liquor served at our reception, which begins at 5 p.m. and ends around 11. Can we limit the amount of time liquor is served from 5 to 8 p.m. only? (There will be beer and soft drinks available for the entire reception.) 

A: It's perfectly fine to serve alcohol within a given time frame at your wedding reception. In fact, you are not obligated to serve hard liquor at all—traditionally, the only requirements for a wedding reception are cake and champagne.

However, receptions today are usually much more elaborate and run the gamut from a light breakfast to a seven-course dinner. Other options include a midday brunch, an afternoon tea or an early-evening cocktail party. And even though guests do expect a certain amount of wine, champagne and liquor to be served with their meal it is completely up to your discretion as to how much is offered and for how long. A serving time from 5 to 8 pm is more than generous. In fact, it's not unusual for liquor to be offered during the cocktail hour only, especially in light of the dangers of drinking and driving. Just be sure to spread the word at your reception that liquor will be available for a limited time so your guests will not be caught off-guard.

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Q: My fiancé and I do not want to have any hard liquor at our wedding. We will provide beer and soda but there is a bar in the reception hall and I am concerned some guests will drink anyway. Can I put "alcohol-free" on our invitation or tell people that hard alcohol is not permitted? My mother says no one will come if I do this.

A: First of all, you are not obligated to provide hard liquor at a wedding — only cake and champagne are expected. But many of your guests have probably attended receptions where alcohol flowed freely and may expect the same at yours. Keep in mind that even if you do spread the word requesting no hard liquor at your wedding, some guests will honor your wishes while others may order drinks at the bar regardless. You really have no control over their actions. Also, it is not necessary to put "alcohol-free" or "beer and soda only" on your invitation. Your family and friends are being invited to a wedding and should want to share in your happiness with or without alcohol provided. I seriously doubt that those who care about you and your fiancé would refuse to come to the reception if they could not order a V&T or a Jack Daniels! So don't worry — I'm sure you'll have a full house and enjoy a terrific time.

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Q: My fiancé and I are planning a wedding for about 150 guests, and half of them will be from out of town. Is it appropriate to have a cocktail and dessert reception? Or should I provide a full meal? 

A: It’s perfectly fine to have a cocktails and dessert reception. And I wouldn’t worry about not having enough food to feed your guests. Believe me,I’ve been to many a wedding where the cocktail hour fare far outshone the reception dinner! It’s all about offering fabulous, abundant food at stations aswell as passed hors d’oeuvres. Think pasta bar or a Tuscan table filled with Italian breads, cheeses and olives. Offer comfort foods (a surefi re crowd pleaser)like mac ‘n cheese, French fries, miniburgers and grilled cheese sandwichesand shot glasses filled with soup. If your budget allows, you can have a made to-order sushi station or a seafood bar featuring lobster, shrimp, oysters and salmon. In fact, in a recent issue, we interviewed wedding event pro, Harriette Rose Katz of Harriette Rose Katz Events/Gourmet Advisory Services, who stated that cocktail party receptions areon the upswing not only because they are fun and elegant but they are also an affordable alternative to the traditionalsit-down dinner. So speak with your caterer about a variety of food options and be sure to indicate on your invitation that the event is for cocktails and dessert so your guests won’t expect dinner.

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Q: My fiancé and I are thinking of having a “dessert only” reception. In addition to the wedding cake and other sweets that we’ll provide, do you think it’s OK to ask family members if they’d like to make their favorite treat for the occasion? We can offer to pay for the ingredients.

A: It’s perfectly fine to only serve dessert at your wedding, and I’m sure your family members will happily comply with your request. (They may even insist on paying for the ingredients themselves.) Your idea is certainly an opportunity to get them involved and to make your wedding more personal. And as a unique wedding favor, consider placing their recipes in a “Sweet Memories” or “Sweet Treats” booklet for your guests. At the reception, place a card in front of each dessert to identify what it is and who made it, such as “Granny’s Apple Pie,” “Uncle John’s Cheesecake,” “Cousin Jessie’s Peach Cobbler,” and so on. I’m sure your family members will enjoy this presentation and love the kudos they’ll receive for their delicious creations. Just be sure you have enough sweets on hand for all your guests. You wouldn’t want to run short! And you should include the words Cocktails and Dessert or Dessert and Coffee will be served on your wedding invitations, so guests can plan accordingly and won’t expect a full meal.

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Q: My fiancé and I want a dark-chocolate wedding cake but some say its tacky and we should only have vanilla. What do you think? 

A: Chocolate? Tacky? Never! As a bona fide chocoholic, I say if you and your fiancé have your hearts set on a dark-chocolate wedding cake then go for it. The days of just having the traditional vanilla cake with white buttercream icing are long gone. Today's cakes are fanciful, creative and definitely yummy. From devils food and cheesecake to cappuccino, mocha and mango-mousse fillings, you will find a myriad of cake flavors, fillings and icings to suit every couples individual tastes. The possibilities are endless so heed your craving and ask your baker to create your dream of a chocolate masterpiece.

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Q: Someone told me recently that I have to feed the band at the reception. Is this true? 

A: Probably, but it depends on whom you have hired. Many bands, photographers, videographers and other wedding professionals who will be at the reception for the duration of the event will stipulate in their contracts that they must be fed. (You do not have to provide them with alcoholic beverages, however, nor should you - they are working, after all.) And even if they don't demand it, serving them a meal is a nice gesture - such thoughtfulness may also guarantee you better service.

Before you panic about the extra cost, ask your caterer - many will feed "the help" for half price. Or you might simply provide band members and the like with sandwiches or something less expensive than the main entrée.

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