Wedding planning guide
A wedding reception run of show is the working cue sheet for the reception itself: it names each trigger, the person who owns it, what must be ready first, the spoken cue, the next handoff, and a fallback if timing changes. It complements—not replaces—the whole-day Wedding Timeline and the Host Script.
Start with the right source material
A bounded, review-first workflow
Start from the confirmed whole-day timeline, then isolate only reception moments that need an active cue or handoff.
Name the person who decides the moment can proceed. List dependencies instead of assuming a DJ, venue, or caterer shares the same information.
Keep the host's actual line brief and factual. The run of show records the trigger and handoff; the Host Script keeps the full spoken copy reviewable.
For each time-sensitive moment, choose a delay, shorten, skip, or reorder decision and the person authorized to make it.
The Wedding Timeline holds the day-wide constraints: travel, ceremony, photos, venue access, and buffers. A reception run of show begins once the room is operating and turns only the active reception moments into cues people can execute.
That boundary prevents a useful cue sheet from becoming a second, conflicting master schedule. If an anchor changes, update the Timeline first, then review the dependent reception cues.
A time alone is not a cue. “7:40 speeches” leaves open who checks that the speaker is present, whether catering has paused service, whether the photographer is in position, and what the host says to start the moment.
The worksheet below makes those questions visible. It is deliberately a coordination aid, not a claim that AI Wedding Studio provides DJ, venue, or vendor collaboration software.
Wedding customs, family roles, and the order of toasts vary. Treat this guide as a planning framework, not a universal etiquette rule; confirm any cultural, religious, venue, or catering requirement with the people responsible for it.
Keep private family history, accessibility needs, names, and contact details in the private Wedding Project. Share a minimum necessary export and obtain permission before using personal stories, music, photos, or recordings.
Original worksheet
| Moment | Trigger | Owner | Spoken cue | Next handoff | Fallback |
|---|---|---|---|---|---|
| Grand entrance | Couple and entrances are staged; photographer signals ready | Planner | Please welcome our newlyweds. | MC opens the room; photographer captures entrance | Illustrative: begin introductions with the wedding party already seated. |
| Toasts | Speakers are present and catering has paused service | Planner | We will begin the toasts. Please join us in giving your attention to our speakers. | MC introduces the first approved speaker | Illustrative: move one unready toast after dessert rather than filling time with private stories. |
| First dance | Floor cleared and music cue confirmed | Entertainment lead | Please join us around the floor for the couple's first dance. | MC steps away; music begins | Illustrative: use the agreed shortened track if the reception is running late. |
| Cake moment | Cake staged and photographer positioned | Planner | We invite you to gather nearby for the cake-cutting moment. | Catering begins service after the photo cue | Illustrative: skip the announcement if guests are already gathered and the couple prefers a quieter moment. |
Quality gate
Privacy and rights
A reception cue sheet can be useful to an MC or planner without disclosing private notes, contact details, or family context. Keep the richer source facts and version history in the owner-scoped Wedding Project.
Confirm permission for photos, music, recordings, readings, and personal references. Cultural and family etiquette should be checked with the people involved rather than treated as a generic rule.
Questions couples ask before drafting
A Wedding Timeline covers the whole day and its fixed constraints. A reception run of show narrows to reception triggers, owners, handoffs, spoken cues, and fallbacks.
No. The Host Script is the reviewable spoken copy. The run of show tells the team when that copy is used, what must be ready, and who takes over next.
Assign the person who can actually confirm that the moment may proceed. Other contributors can be dependencies, but an accountable owner keeps the handoff clear.
Use a pre-approved fallback: delay, shorten, reorder, or skip a moment, with a named decision owner. Do not improvise sensitive wording or promises to guests.
Your facts stay together