If you want to know how to plan the perfect cocktail wedding, you’ve landed in the right place. We’ve lost count of how many times we’ve discussed this topic – specifically, what key elements put some cocktail weddings head and shoulders above the rest.
For couples in the throes of trying to piece together their own nuptials, we wanted to help by sharing our thoughts (based on our own personal experience and sound industry advice) on how to plan the perfect cocktail wedding. You can also find the ultimate cocktail wedding run-sheet via our Wedstore.
Featured image: Palladio, captured by Jack Henry.
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Cocktail wedding… what’s that?
By our definition, a cocktail wedding is any style of celebration that doesn’t include a formal sit-down meal. These days, it’s a term that also encompasses almost every other kind of wedding celebration – picnics, Wedstivals, gourmet barbecues, soirées etc.
Cocktail weddings vs. sit-down. Why choose one over the other?
Couples choose to have a cocktail wedding for so many different reasons, including but not limited to:
- Guest numbers. The capacity is usually larger for cocktail weddings vs. sit-down.
- Vibe. Cocktail weddings are inherently more relaxed, low-key affairs.
- Flexibility. There aren’t many ‘traditions’ tied to cocktail weddings. Couples therefore feel they have more wiggle room to include only the things that feel meaningful to them.
- Cocktails. For obvious reasons.
- Food envy. There is no alternate drop, so food envy isn’t an issue.
- Time to party. Less formalities generally mean there is more time spent on the DF.
- Fashion. Cocktail weddings open the door to some fun fashion. Frilly, knee-length dresses are certainly okay and ties and jackets are optional (especially in the warmer months).
- Budget. Cocktail weddings allow couples to pick and choose what elements they want to include in their day and work within their allocated budget.
- Location. Sometimes the location lends itself to a cocktail style wedding (ie. a backyard) or sometimes it is just easier logistically if things like access and/or space are an issue.
Main tips for planning a cocktail wedding
Ensure there’s enough seating
As guests will be mingling throughout the celebration, it’s important to have enough seating for 70% of your guests at any one time. Given there is no formal seating arrangement, this can be in the form of bar tables, stools, bench seats, casual lounge areas, bean bags and some tables with chairs for older guests who will set up stumps here for most of the evening. We also recommend having some wine barrels or cocktail tables for those still standing so they have somewhere to pop their drink or bags.
Serve plenty of food
We’re a civilised species – until we’re hungry. Then it’s every man for himself and it’s not particularly pretty. The moral of the story here? Make sure there is plenty of food. Period. If you are working with a professional catering company, they will be able to guide you on how much food you need based on your guests numbers but otherwise as a general rule we always think it’s wise to have plenty of canapés post ceremony, something more substantial later on, dessert and a late night snack.
Canapés: think roaming plates of fancy party food (although party pies and sausage rolls are always a hit, too). Typically you would serve three different canapés but we recommend five. A grazing station, jamón station, oyster bar or similar is also a good idea as it means you’re not relying entirely on the wait staff to ensure everyone has had enough to eat and it always adds a bit of theatre.
Substantials: around dinner time, offer something more substantial (there is only so much cheese and jamón one can eat). This could be small bowls or noodle boxes, a spit roast, paella etc. Food trucks are also a perfect way to cater for cocktail weddings as the options are endless and guests can always go back for seconds.
Dessert: around the time guests are looking to hit the dance floor you can bring out some dessert. Shared wedding cake or petite desserts (something that’s easy enough to eat without needing to be at a table) are always a popular option and can be offered around by wait staff before being placed on a table or alongside a dessert bar for guests to help themselves to as they wish.
Late night snack: this one is definitely optional (as by now your guest’s appetites should be well and truly satiated) however it’s normal to get a bit peckish after hours on the dance floor and a few drinks. Having a late night snack like some ham rolls, pizzas or mini cheeseburgers is perfect for ensuring all guests leave with full warm bellies!
Keep guests hydrated
Getting drinks service right for a cocktail wedding is essential, as getting it wrong can mean guests are standing around feeling antsy either waiting to be offered a drink or for a polite time to excuse themselves from conversation to go and line up at the bar. As a solution, we recommend having both – have a bar (these mobile bars are worth checking out) for guests to get their own drinks and have RSA qualified staff available to go around serving/topping up drinks.
You might also like to think about what drinks you serve and when. For example, cocktails and bubbles post reception, beer and wine across ‘dinner time’ and a signature drink or cocktail as a toast during speeches or as guests hit the dance floor. Also ensure there is always water readily available. A water station(s) in an obvious spot is an excellent idea at cocktail weddings.
Get a wedding coordinator
Without a wedding coordinator or a well planned run-sheet, cocktail weddings can sometimes feel unstructured and lack vibe. A wedding coordinator will follow your run-sheet to ensure your entire event runs smoothly. Their job involves things like bringing your guests together for speeches, ensuring the staff are keeping things tidy (empty glassware etc.), getting your cake ready for cutting and making sure the band is aware of when it’s time to get the dance floor going (and when it’s time to wrap things up). For the ultimate cocktail wedding run-sheet, head to our Wedstore.
Nail the speeches
As we stated above this is where a co-ordinator will be your best friend. They can rally the crowd and move them into a position where they can comfortably see and hear the speeches. As someone saying a speech, there is nothing worse than speaking to a disengaged crowd and as a guest, there is nothing worse than watching someone speak and not being able to hear a single word.
In terms of timing, we recommend keeping speeches to 10 minutes max (15 if you’re a parent) and staggering these throughout the event, usually after canapés and before people hit the dance floor.
Music is important
The key to creating a good vibe at any celebration is to have good music. We love a live band at weddings (read why here) or if you choose to have a playlist ensure you have a good sound system and adequate power.
Set a dress code
The fit is part of the fun of a cocktail wedding (you can read about different wedding dress codes here). There are no real rules however, women would be wise to leave their stilettos at home given how much time is generally spent standing. If you are worried about your guests getting sore feet, you could mention something on your invitation/website or place a basket of thongs near the dance floor.
Consider the weather
Obviously no one can control the weather but everyone can do their best to make sure their guests are comfortable by considering the time of year you’re getting married and things like:
- Is there enough shade?
- Is there air-conditioning?
- Do we need to hire heaters and/or fans and/or umbrellas?
- Can we have a fire pit?
- Do we need to provide insect repellent?
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ENJOY: STYLED SHOOT: Modern Boho With A Retro Twist
READ: Bridal Robes, Lounge-wear And Tees: What To Wear On Your Wedding Morning
