Room change from ceremony to reception dilemma

When I worked at a country club they would have ever thing mostly set up(e.g. tables, DJs, bar…) so after the ceremony only the tables and chairs had to be moved. We even had the cake set up and ready to go before the ceremony started.

I would think if your not taking pics you should be with your guests

We had the ceremony in the hall, the cocktail hour in the grand lobby and dinner/dancing in the hall. The flip took about an hour, greatly increased our labor price (because it takes so many staff to do it in a short amount of time), and we had to ask the florist and band to make accomodations.

Basically, the room was set up for the ceremony with everything for dinner/dancing in a staging area. As soon as the ceremony was over, it was all hands on deck to flip the room. We decided (in advance) to cut the cake during cocktail hour to give them a few extra minutes. It took about 65-70 minutes in total and we had 200 guests.

The photobooth was set up during dinner in the lobby so people could pass it on the way to the bathrooms.

To be very honest, if you are having communication problems with the vendor, PLEASE avoid stressing yourself out and make a face to face meeting with her now to walk through the day. Demand it if you have to!

I attended two wedding that all was in the same room and they both went smoothly.....if my church wasnt free i would have did it all in one room as well

First off - if you're having communication issues w/ the venue, address that first!

Yes, if you have to flip the room from ceremony to reception, you'll need to have everything else in place before the ceremony. Mine had to be in the same place b/c of the weather (outdoor wedding but it was rainy) - below is a wide shot of the ceremony area before. But, my venue had separates areas for the buffet, DJ, cake, etc. so we only had to deal w/ tables on the sides. I don't remember them flipping the room, but we were off taking pictures so we weren't there for it. Our guests mingled around the bar/dance floor area and scoped out the rest of our venue.

Your cake, DJ, etc. will need to be set up on the sides of the room BEFORE the ceremony, and it shouldn't take the venue long to flip the room. Your guests can go to a foyer for a cocktail hour while this is happening so they'll be out of the staff's way. It really can go smoothly if the venue has done it before.

My parents attending a wedding where both the ceremony & reception were in the same room. They raved about it and even talk about it to this day! The wedding was held at an art museum. The museum was shaped like a big circle. The ceremony was all set up with their favorite peice of artwork behind them. After the ceremony guests were ushered around the corner. Drinks & appitizers were offered while they were taken on a tour around the art museum. Every stop there were more drinks and little foods. By the time they reached back - the area which the ceremony had taken place completely transformed into the reception room. Most people didn't even realized it was the same place!

To make a smooth transition you MUST have clear communication with the vendors & it may make it a LOT easier to have a DOC or planner help you along the way to ensure your day goes perfectly!

Ask your venue:

--how long will it take to flip the room?

--if they're unsure, they probably haven't done it very often, and you need to be VERY specific w/ them as to what you want.

--can you set centerpieces on the tables before the ceremony?

--where can your guests go while they're flipping the room?

--can you be taking pictures while they're flipping it?

--what time do you have access to the room? If vendors have to come early to set up, make sure you give them ample time in addition to the time you need for any decor.

It really can go smoothly and painlessly for your guests if you and the venue's staff have a clear understanding w/ how they do it. Make sure you have a place/something for guests to do while this is happening. Good luck!

I'm doing the room flip and it's created a little tension here and there but my contact at the Hotel has been pretty good so far.

Here's a pic of the room set up for the ceremony and during the hour flip what it will look like for the reception. Granted my decorations are different but the Hotel says they do this every weekend and that I shouldn't stress. Like OK sure

It should be just fine; I see this all the time. Most of the time, the cocktail hour is elsewhere, and by the time you get back to the room, it's reset.

The bigger dilemma is the communication. You have every right to expect answers to your questions that go beyond, "Don't worry".

@ Marie - I used to work for a big hotel - trust them if they say they do it all the time. We did, and were quite good at it. Our "record" was a banquet for 1000 flipped to another banquet for 800 in 30 minutes.

Not to make it sound like your wedding isn't important - but hotels/wedding venues really do this kind of stuff all the time - it's just another day at work for them. If your vendors are good, you can trust them to do the job you're paying them to. I'd only worry if it's either a new venue w/o a plan to flip the room, or they couldn't give you specific answers to your questions.

Thank You guys! They said they have done this many times and it takes about an hour. I want my DJ to set up during the flip also so he can play during dinner and make announcements etc. not to mention I do not want his equipment to our left while saying our vows! EYE SORE! He says he sets up in about an hour and works around people all the time and has no worries in doing this so now I just have to re voice this to my venue and express my concerns with him setting up early. Not to mention the extra 2 hours I would be paying for him to sit around. I really appreciate every body's input, you guys are GREAT

Christina - those were my concerns right on the money! I've got a meeting at the Vene w/ the DJ in Feb to ensure he can do it in an hour as well cuz I don't want all of the DJ stuff in the ceremony pics. He's done several weddings at my venue but never in the flip situation so fortunately he understands the property and knows the staff.

Marie your venue looks amazing and very beautiful I love the detailing in the ceiling and the touch the curtains give to the room!!

Just checked out yours and I LOVE the rustic feel - the stone work is amazing!

I dunno about you but I'm a major control freak which is why I'm nervous with flip. FH really wanted this venue so I'll probably need prozac and valium as we get closer to the date to ensure I don't have a nervous breakdown. LOL

I'm doing the ceremony and reception in the same room and took the idea from my FSIL's wedding 5 years ago. We are doing a reception with all the guests seated at their tables then a cocktail hour before dinner so we can have our photos done. My FSIL's went smoothly without a hitch!

Marie YES that is my problem as well!!! I admit I have a major case of OCD in the clean and organized department! Everything has a spot and if it is out of place I have a fit! Luckily my FH has learned to deal with me and my I will do it myself attitude Happy planning

I have officiated several weddings where the guests sat at their tables and the room didn't have to be flipped.