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Rob Clark Entertainment
2311 Paper Chase Drive
Lawrenceville, GA 30043
(770) 815-7922
fax (678) 712-1422
www.RobClarkDJ.com
e-mail: RobClark@RobClarkDJ.com
Wedding Reception Agenda Planning Form
Click HERE for a PDF version of this form.
This
form is to be used for planning out the details of the reception. If you are also
interested in planning out the wedding ceremony,
click HERE
to go to that form. Please complete as much of this form as you can, take a photocopy
for yourself, then fax it back to our
office approximately
three
weeks before the wedding.
Please print clearly and include all information that is applicable.
Please complete all sections.
If something listed below is not applicable, designate by writing “N/A” in that
space. Also, please add any pertinent details that
we will need to know.
Bride’s
name
Groom’s name
Mailing
Address:
Bride
phone: (evening)
Groom’s phone (evening)
(day
phone)
(day phone)
Date
of wedding reception:_________________________________________________________________________________
First guests expected to arrive at the reception at what time?
Bride and Groom expected to arrive at the reception at what
time?
Location
of Reception:
Directions:
Host/Hostess,
Function Manager, or point of contact for the Reception:
Phone: ___
Wedding Cooridnator_________________________________________ Phone: ___________________________
Photographer _________________________________________ Phone: ___________________________
Videographer _________________________________________ Phone: ___________________________
Number
of People Attending:
Predominant Age Range:
General
type of Music
that you would like at the reception:
Describe
the type of Atmosphere
that you would like at the reception:
Bride’s
favorite radio station(s):
Groom’s favorite radio station(s):
[Tip: We ask about your favorite radio stations to get a basic feel for the types of music you each enjoy. Rob will spend a lot of time
getting a good sense of your music preferences. Something to keep in mind in the planning stage is trying to determine not only
your preferences, but to also take into consideration the variety of music that will be most appropriate to ensure that all of your
guests, family and friends will enjoy. As you come up with a list of some of your favorite songs and artists that you may like
to hear during the reception, we encourage you to consider songs that are most conducive to getting people dancing (as opposed to
songs that are great to listen to while just hanging out with friends). We recommend trying to actually picture the atmosphere that
each song might create on the dance floor as you list some of your preferences. Rob will be happy to be a resource to you in the
planning stage to give other ideas and suggestions of music that might be conducive to facilitating a fun atmosphere on the dance
floor. The decision is always ultimately yours. We simply want to provide as much feedback and suggested options to you as possible
to make your reception into the best it can be!]
[Note: The reason we ask this question below is that we want to absolutely stay away from anything "cheesy." In fact, we do not
EVER play the "Chicken Dance," "Macarena," "Hokey Pokey," etc. unless those are SPECIFIC requests of the
Bride and Groom. Also, we do not ever use props unless, again, that is a specific request of the Bride and Groom.
Rob
does not have to rely on silly songs or toys to get people involved on the dance
floor. Please let us know YOUR
preferences
so we can cater the atmosphere to YOUR wishes.]
Tell
us about things that you have seen at other receptions that you definitely DO
NOT WANT at your reception
(e.g., things you thought were too "cheesy,"
not in good taste, things that made you roll your eyes and say to yourself, "I
don't
EVER want something like that at MY reception!", etc.):______________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Preference
for music playing as guests are arriving at the reception:
r
smooth jazz; r
easy listening “sophisticated” jazz (This is our recommended format: Frank Sinatra,
Ella Fitzgerald,
Tony Bennett,
combined with some jazz quartet standards, etc.); r soft vocals; r big band; r
classical;
r other:
[Note: Rob will then come out to gather the wedding party and anyone else that is going to be introduced. He will line everyone
up, go over the names again, the order, the pronunciation, and give instructions as to where people should walk,
where they should stand after entering, etc.]
Introduction music: We recommend and normally play a fun, up-tempo Big Band medley song for introductions. Is this what you
would like, or is there another special song that you would rather us play while
introducing the wedding party?
r Big Band medley, or r other:
We recommend then playing a high-energy song as the Bride and Groom enter as a
way of getting all the guests standing, applauding,
and starting off the reception
on a high note. Do you have a preference for the music to be played for this or
would you prefer to trust
Rob's judgment as to what might best fit the environment
and atmosphere based on your preferences?_______________________
Please fill in the following information in the order that they are to be introduced and write the
names phonetically (don’t worry, nobody will check your spelling!). This is generally the order in which introductions are done but
we
can certainly re-order this to your wishes if you would like:
Parents
of the Bride:
Parents
of the Groom:
_____________________________________________________________________________________________________
Flower
Girl(s):
Ring
Bearer(s):
Groomsmen and Bridesmaids as they are to be coupled and as they are to be introduced. Also note any special designations that
you would like us to announce as well, e.g., “Bridesmaid and Sister of the Bride…”
Bridesmaid:
and
Groomsman:
Bridesmaid:
and
Groomsman:
Bridesmaid:
and
Groomsman:
Bridesmaid:
_
and
Groomsman:
Bridesmaid:
and
Groomsman:
Bridesmaid:
and
Groomsman:
(If
there are additional attendants, please check here and continue on the back or
a separate sheet). r More on back
Best
Man:
Maid/
Matron of Honor:
(Please
circle one – Maid of Honor if she is single; Matron of Honor if she is married)
Bride and Groom to be introduced as: “MR. And MRS. ___________________________________________________________"
Bride
and Groom referred to informally by friends and family as: Bride: Groom:
[Tip:
When introduced, we recommend having the Bride and Groom go directly into their
first dance for several reasons: the guests'
attentions are directed to the
dance floor, it officially "opens" the dance floor for other guests
who might want to dance during the
meal, and it sets the tone from the very
beginning that you want this to be a wonderful celebration. What is your preference?]
Bride and Groom will: r
go into their first dance; r
go to form a receiving line; r
be seated and have the first dance later (If so, when?)
Song
for the Bride and Groom’s first dance:
r
We would like to dance to the entire song by ourselves.
r
We would like to dance, by ourselves, to only part of the song then fade
it out when appropriate.
r
We would like the wedding party to join us part way through the song.
r
We would like all the guests to join us part way through the song.
[Tip: We then recommend waiting on any other dances (for example, dances with the parents) until later. Too many of the
"traditional" dances in a row tend to all blend together.]
If you are planning on having someone offer a "Welcome," immediately following the first dance is an ideal time to do this.
Will a "Welcome" be offered? r Yes r No. If Yes, by whom?________________________________________________________
If
you are planning on having someone offer a blessing before the food is served,
we recommend having the blessing
offered at this point. Will a "Blessing"
be offered? r
Yes r
No. If Yes, by whom?__________________________________________
Will food be served to the guests? r Yes; r No Format: r buffet; r plated meal; r hors d’oeuvres only; r food stations;
r other:_____________________________________________________________________________
Preference for dinner music: r smooth jazz; r easy listening “sophisticated” jazz (Frank Sinatra, Ella Fitzgerald,
Tony Bennett, etc.); r soft vocals; r big band; r
classical; r
other:
something you wish to do. We strongly recommend getting all of your obligatory "visits" done before we open up the dance floor
after the meal. That way, you as the guests of honor can be visibly involved on the dance floor so that your guests will come up
to
join you.
r Love songs! This is a fun idea that we highly recommend to make the mealtime more enjoyable. Instead of the guests just
clinking their glasses to have the bride and groom kiss, we announce that the tables of guests must sing a verse of a song that
contains the word “LOVE” to have the Bride and Groom kiss! It creates fun conversations at the tables and is a great way to
involve the guests in the celebration even while the dinner is going on. Is this something that you would like Rob to include and
help coordinate?
r Yes; r No
their tables.
Towards the tail end of the meal, we recommend having the toasts, followed by the cutting of the cake, followed by any dances
with parents, telling "Your Love Story," and then opening up the dance floor for all the guests.
Will
a toast (or toasts) be offered? r
Yes; r No
If yes, by whom:
_______________________________________________
When
will the toast(s) be offered?_______________________________________________________________________________
Will
there be a cake-cutting ceremony? r
Yes; r No If yes, when? r immediately after the toasts; r later in the reception;
r
other:
What
type of music would you like to be played during the cake-cutting? (check one)
r Background music alone (e.g., smooth
jazz or soft love song);
r Other options: “Love & Marriage” by Frank Sinatra; “Wink And A Smile” by Harry Connick, Jr.; “L-O-V-E” by
Nat King Cole; “When I’m Sixty-Four” by the Beatles; “How Sweet It Is To Be Loved By You” by James Taylor or Marvin Gaye;
“Chapel of Love”by the Dixie Cups; "Sugar, Sugar" by the Archies; "Recipe of Love" by Harry Connick, Jr.; other_________________________
Will there be a Groom's Cake to cut as well? r Yes; r No
If
yes, continue with the same music above or is there a preference for different
music you would like playing
during this? r
Same music as above; r Different song:__________________________________________________________
[Tip: We recommend going right from the cake-cutting to the dance floor for any other special dances or to simply open up the dance floor to all the guests.]
Will the Bride dance with her father or other appropriate individual? r Yes; r No
If
yes, to what song?__________________________________________________________________________________________
Name
of person:
Relation:
Will
the Groom dance with his mother or other appropriate
individual? r
Yes; r No
If
yes, to what song?__________________________________________________________________________________________
Name
of person:
Relation:
[Tip: Many couples whether or not they should have a dance with the wedding party. This is entirely up to you but we have found that
it
is a "tradition" that does not seem to have as much significant meaning
to many couples. Typically people in the wedding party are
paired up by height,
so having these people share a dance together is not necessarily meaningful. Many
photographers tell me that
they take these pictures but fewer and fewer couples decide to add these to their photo albums because there are many other more
meaningful
pictures of the wedding party in other pictures. Our recommendation is to simply
go into the telling of "Your Love Story"
then
open up the dance floor to ALL the guests following
the dances with the parents.]
For
the instructions on how Rob will facilitate the telling of "Your Love Story,"
follow THIS LINK to the details and instructions.
This is guaranteed to be one of the most memorable highlights of your wedding
day!
Following the telling of "Your Love Story,", what is your preference: r "Rob, we trust you to 'read' the audience and determine the
best way to get everyone involved;" r Open up the dance floor to all the guests; r
Start off with the wedding party and
have other guests join in.
Please list any announcements that you would like us to make or special songs, by title and artist, that you would like to have played
and for what occasion if applicable (e.g., birthdays; anniversaries; parents’ wedding song; grandparents’ wedding song; a special song
for another newly married couple; etc.)
Are
there any songs or types of music that you do NOT want played?
_______________________________________________________________________________________
[Tip: The right lighting can make a tremendous difference in setting the tone for the reception. It allows us to spotlight the Bride and Groom
for your first dance, creating wonderful warm lighting that sets a romantic tone, and combines this with creating just the right
balance of visual energy to enhance the dancing throughout the event. Plain and simple, lighting can greatly enhance the atmosphere --
rather than just simply dimming the lights and dancing in the dark. Our recommended lighting package combines the effects that we have
found to work best at enhancing -- not overpowering -- the elegant, romantic, sophisticated, and fun atmosphere that most couples are
seeking. Details can be found on our web site under the Lighting button.]
Please
indicate your preference for the Lighting Package:
r Recommended
wedding package (this is what we use at 95% of the weddings we do and is met
with great results and response.
In fact, here is a quote from a videographer
with whom we recently worked: "From a video perspective, I just loved your
lighting package.
It looked wonderful on video & added depth & dimension
to the wedding reception." Tony J. Luca, Forever
In Film, Inc., Wedding & Event
Videography); [only $175 for the entire
event]
r Deluxe wedding package [we generally recommend this for large weddings (e.g., over 200 people) and for those who are looking
to make a big slash impression for their guests]; [only $395 for the entire event]
r
basic lighting (very basic setup with no additional effects, $75 for the entire
event).
Lighting page for details)
If
yes, what message:____________________________________________________________________________________
Will
the Bride and Groom be having a “Dollar
Dance” (also known as an “Apron Dance,” or “Honeymoon Dance”)? r Yes; r No
Would
you like this special dance for all of the married
couples, and through the song determining the longest married couple?
r Yes; r No
Is there a special song that you wish to be played during this song?
by Alan
Jackson;
Loved Me" by Celine Dion; r
Will
the Bride be throwing her bouquet?
r Yes; r No If
yes, when:
r Bride's ceremony bouquet
Where
will the bouquet to be thrown be (so that Rob can retrieve that at the appropriate
time)?
r At the cake table;
r Will be provided to DJ by event staff
Will
the Groom be throwing the garter? r Yes; r No If
yes, when:
[Tip: The tradition usually calls for the man who catches the garter to put the garter on the lady who catches the bouquet. This can be a
lot of fun if handled appropriately by the DJ and Master of Ceremonies. Many couples, however, fear that it could lead to an embarrassing
moment if the lady who catches the bouquet is too shy, too young, etc. Rob takes pride in being able to create a fun atmosphere but it is
only fun if it is NOT done at the expense of someone. We want to do everything possible to create a fun atmosphere while never making
anyone feel uncomfortable. The way we handled this is as follows: when the lady catches the bouquet, Rob will ask for her to stand over
to the side while we then find out who catches the garter. During that time, Rob will approach the Bride and Groom (off the microphone)
and get YOUR opinion as to whether or not it would be appropriate to go forward with this activity. If yes, then Rob will approach it with fun,
in good taste, and it will be a great moment to get the guests involved in a fun part of the reception. If you do NOT believe it would be
appropriate to have the man put the garter on the lady, then we simply pose you with them for a picture then transition right back to the
dancing. Rob always, ALWAYS tries to use discretion and good judgment to set the atmosphere that YOU wish for your reception.]
Man
who catches the garter to put the garter on the leg of the woman who catches the
bouquet? r Yes; r No
Song
for the Bride and Groom’s last dance:
Our recommended method for the last dance is to have the guests stand in a circle around the dance floor, with the Bride and Groom
dancing in the middle. Then, when that song is completed, have the couple go around to say a quick farewell and ‘thank you’ to the
guests
while we play another song. If your preference
is that you want everybody to join in WITH you on the last dance, that is a great
way to
end the party too! We still recommend giving your guests the opportunity
to say their farewells to you in this type of organized manner, with you
going
around the circle to say goodbye AFTER you have all enjoyed one last dance together.
Please check your preference:
r
Bride and Groom to go around the circle after their last dance to say a
quick farewell to each guest
r
After going around the circle to say farewell, guests to form a “tunnel”
for the Bride and Groom to walk under on their way out
r
No special last dance for the Bride and Groom – just end the reception
with one last song for everyone.
As you go around the circle to say good-bye, is there a special song that you would like to have played? Here are some ideas:
r “That’s What Friends are For” by Dionne Warwick;
r “Friends” by Michael W. Smith;
r “You’ve Got A Friend” by James Taylor;
r “Georgia on My Mind” by Ray Charles;
r “Stay” by Jackson Browne;
r “Hit The Road Jack” by Ray Charles;
r “Happy Trails” by Roy Rogers (or Van Halen);
r “I Will Be Your Friend” by Amy Grant;
r “Circle Of Friends” by Point of Grace;
r “Is This Love” by Bob Marley;
r “This Will Be (an Everlasting Love)” by Natalie Cole;
r “Kind and Generous” by Natalie Merchant ("I want to thank you, thank you...");
r “Jamaican Farewell” by Jimmy Buffett;
r
other:
Will
the Bride and Groom be honeymooning? r
Yes; r No If yes, where?
Agenda
It is out goal to make sure that we have a full understanding of how we best cater our services to what you would like at
your reception. Therefore, we would like to have you write out the scheduled agenda of what is going to be happening and in the
specific order. This way, by planning and going over all the details ahead of time, you can relax and enjoy yourselves at the reception,
knowing that we will have it all under control. We will coordinate this information with the function manager, photographer,
videographer, etc. to make sure that everything flows smoothly.
Possible events – what things might you want to consider when sketching out the agenda below? Our recommended structure is: