Party Like a Philadelphian: A Deep Dive into the “East Coast” Wedding Reception Timeline
Wedding timelines are a very regional thing. While the general idea tends to be the same: Eat, drink, party, and celebrate — the order of events will definitely vary depending on where the wedding is taking place.
As a wedding planner based in the Philadelphia area, we often follow what many call an “East Coast” reception timeline. After experiencing some other ways of doing it, I have to say that our way is a personal favorite. (I’m also a little biased)
The East Coast reception timeline is a fantastic blend of giving the guests an enjoyable and fun experience, while allowing the vendors to really shine in their craft.
While each wedding will vary slightly based on what a couple does and doesn’t want to include, along with the format that the venue or caterer works best within — below is an example of an East Coast reception timeline based on a standard four-hour reception.
Photo by Alison Conklin Photography
For this example, we’re going to use a four-hour reception from 6:00 PM to 10:00 PM.
6:00 PM - 6:45 PM: Pre-Dinner Formalities
6:00 PM - 6:15 PM: Guests take their seats in the reception space
This can take more or less time depending on how many guests there are. But I’ve found it works best not to rush this as it gives guests time to find their seats, then get comfortable with and allow for introductions at the table.
Depending on the venue/caterer and meal style, this may also be the time that servers will confirm what everyone has ordered for dinner along with any allergy/dietary restrictions to ensure a smooth dinner service.
6:15 PM - 6:30 PM: Introductions of the VIPs and Couple’s First Dance
More and more, couples are opting to introduce their VIPs as a group (i.e. “The Wedding Party!!”) vs. naming each individual person. The more individual it is, the more time it takes and many just want to prioritize getting to the party.
Either way, I still like having the VIPs introduced as it builds some excitement before the couple.
Once the couple is introduced (one of the BEST feelings as a couple to enter a room of their FAVORITE people and have everyone cheering for them) — they will head to the dance floor for their First Dance.
6:30 PM - 6:45 PM: Blessing and Welcome Toast are given
After the First Dance, everyone will sit down and the person giving the blessing or welcome toast will be called up to the microphone. The order of this can be reversed and not everyone does a blessing before dinner.
Depending on how many people are giving a toast, I will sometimes have one more toast here, but I try to limit it to 2-3 people speaking before dinner begins. And I usually budget around five minutes per person knowing some will be shorter, some longer (though 2-3 minutes is *chefs kiss* for a toast).
Photo by Alison Dunn Photography
6:45 PM - 8:30 PM: Dinner and Post-Dinner Formalities
If there’s a band and the kitchen is okay with having formalities between courses…
6:45 PM - 7:00 PM: First course is served
This first course is often a salad course and happens relatively quickly as everyone typically gets the same option. I try not to have anything important happening during this time so servers can make sure guests have what they need without causing any distractions.
7:00 PM - 7:30 PM: Toasts and Parent Dances, followed by a short dance set
Once the people giving a toast have finished their salads (they should be served towards the beginning of the service as your VIP), they will give their toasts. The order doesn’t matter as much as the person who goes last should be your best speaker (and ideally more funny than weepy).
If a couple is doing Parent Dances, I love ending with a toast from the Parent who will be dancing with one of the marriers as it makes for a great segue (i.e. “Cheers to my daughter and her new husband! Now, will you join me for a dance?”)
After Parent Dances, a band is often able to do a short 2-3 song dance set. During this time, most guests will be up and it allows the servers to clear the first course quickly.
Once we get word from the kitchen that entrees are ready to be served, we alert the band to wrap it up and have everyone sit down. This dance set allows us to keep the guests happily entertained instead of sitting at their seats and waiting.
7:30 PM - 8:00 PM: Main course is served
This is the main course of the event and will often take a bit longer than the first course to ensure everyone is getting the correct entree choice and dietary restrictions are being honored.
Just before this course is served to guests is when vendors should be served. (Yes, before guests. This is so they can eat while your guests are and you aren’t waiting for your photographer or band to finish eating so the party can get started again.)
8:15 PM - 8:30 PM: Couple shares their gratitude and cake is cut
Once everyone has finished eating, it’s time to kick off the party. I’ve found this to be a great time to have the couple give a “thank you” to all of their guests, followed by a cutting of their cake.
If the couple prefers to do a more low-key cake cutting, we’ll have them cut the cake while the rest of their guests are finishing up dinner, then speak after.
Photo by Daniel Moyer Photography
6:45 PM - 8:15 PM: Dinner and Post-Dinner Formalities
If there’s a DJ and/or the kitchen is not okay with having formalities between courses…
6:45 PM - 7:00 PM: First course is served
7:10 PM - 7:20 PM: First course is cleared
7:20 PM - 8:00 PM: Main course is served
Some kitchens will need less time, some more. It’s important to talk with them when building your timeline to know how much time they need.
8:00 PM - 8:10 PM: Couple shares their gratitude and cake is cut
Again, the cake cutting can be done privately, if preferred and before the speech.
8:10 PM - 8:15 PM: Parent Dances
Having Parent Dances after dinner is a GREAT way to open the dance floor and let guests know it’s officially time to party.
Photo by Alison Dunn Photography
8:15/8:30 PM - 10:00 PM: Dancing
8:15/8:30 PM - 10:00 PM: Dancing, Dessert, and Celebrations!
This is the time to officially kick off the uncomfortable shoes, unbutton the top button, and bust a move on the dance floor.
I’ve found that there’s a sweet spot of 1.5-2 hours of dancing after dinner that just feels GOOD. Less than that (if there wasn’t any dancing between courses), and guests don’t feel satisfied. Too much more than that and guests will start to get too tired and want to leave early.
If you have band, they will typically play two 40-50 minute sets with a 10-20 minute break in between. A (good) DJ will ebb and flow with your guests without any breaks, minus a few slow songs.
This is also when dessert and coffee will be available to guests, and around 9/9:30 PM is a great time to introduce a final “late-night snack” to surprise them.
10:00 PM: Reception ends
Give the hugs, say the goodbyes, have your send-off or wind down at the After Party.
Photo by Sonderbird
So there you have it—an insider's look at a sample East Coast reception timeline, straight from the heart of this Philadelphia-based wedding planner.
Remember, while this timeline has its groove, every wedding is as unique as the love story it celebrates.
My best advice is to use this example as a canvas.
Couples should work with their planner or coordinator to craft a day that not only feels right for them but also aligns with the needs of the vendors. Collaboration is key, ensuring that the celebration is a harmonious blend of tradition, personal touches, and the expertise of those bringing the vision to life.
And hey, if you're diving deep into the wedding planning trenches, don't forget to check out my Wedding Timeline template available in my online shop. It's the perfect tool to help you organize your day with ease.
Here's to creating a wedding day that's as unique and beautiful as your relationship — cheers, my friend!
