Apr 21 2025
When creating your wedding day timeline (ceremony, drinks reception, call to dinner, first dance), aim for a two-hour drinks reception between the end of your ceremony and the time your guests are called to the meal. Two hours is the sweet spot – the perfect amount of time for your loved ones to mingle and enjoy the day you’ve planned for them, without getting restless.
For a two-hour drinks reception, you don’t need to go overboard. Drinks, canapés, and live music are more than enough to create the perfect atmosphere. Lawn games and ice cream carts are fun extras for summer weddings, but no worries if you can’t include them, your guests will be happy simply mingling and working up an appetite.
Since your venue is likely one of your biggest wedding expenses, you should make sure you get your money’s worth. Allowing enough time for your guests to enjoy the venue is vital.
Usually, during the drinks reception, you’ll be getting photos taken – both of the two of you and group shots with family and friends. With a two-hour window, you’ll have plenty of time to enjoy being with your guests once your photography shot lists are complete.
A first look is beneficial for so many reasons.
● You get more time with your guests. By having your photos taken before the ceremony, you’ll be able to spend the entire drinks reception with your guests.
● It calms pre-ceremony nerves. If you’re likely to feel anxious waiting to see each other, a first look can be a beautiful, intimate moment to share privately.
● You can fully enjoy the moment. Rather than sharing that emotional first glimpse with a crowd, you’ll have a quiet, personal experience where you can truly be yourselves.
Even the most perfectly planned wedding timeline can be derailed by unorganised family group shots. A little planning here goes a long way.
● Write a list of everyone you want an official or posed photo with.
● Share the list with a friend or family member who is assertive, responsible, and organised – someone who can help gather everyone efficiently. You can assign one person per side if that makes it easier.
● Keep everyone nearby. Ask your helpers to have the next group ready while the current shot is being taken. This keeps things moving smoothly.
Try to limit the list to 5–8 combinations of close family and friends. This strikes the right balance, allowing you to get meaningful photos without turning your day into a photoshoot.
If you have a larger list, that’s totally fine – your photographer will capture whatever is important to you. Just keep in mind that a longer list will cut into your drinks reception time.
Even with a small list, organisation is key. You might be a “we’ll wing it” couple, but guests have a funny habit of disappearing (usually to the bar!) right when they’re needed. Plus, with the adrenaline of the day, you might genuinely forget who you’ve already had a photo with, so having a written list is a lifesaver.
If you have your preparation, ceremony and reception venue all in the same location, you’re on the path to a super-chilled wedding.
This tip is vital for so many reasons.
I’ve photographed many weddings where the reception venue is an hour or more from the ceremony location. I completely understand when this happens – sometimes the ceremony location is sentimental or meaningful to you or your family. However, this travel time often results in lost photography opportunities and venue time.
For example, I’ve driven up to two hours between a ceremony and reception, which meant two hours of photography lost and two hours of your paid venue time going unused.
When everything is in one place, it makes a huge difference:
● Your guests are relaxed. They can settle in right away, fully present for your ceremony, without the distraction of having to drive somewhere else. There’s no stress over directions, parking, or missing key moments.
● Your vendors are relaxed. Your photographer and videographer can easily flow between the preparation space, guest arrivals, and ceremony details. When locations are far apart, we often have to leave early just to stay ahead of you, cutting into valuable coverage time.
● You are relaxed! No traffic to worry about. No wrinkled outfits from car rides. No risk of forgotten items left at the previous location. You’ll feel more at ease knowing everything is nearby.
If you’re getting ready on site and the preparations run behind schedule, the venue manager can simply walk over and keep your celebrant informed.
Overall, the vibe is consistent. Guests have time to settle into the venue without disruption, and no precious minutes are lost to travel.
Luckily, with everything I’ve said here, Larchfield Estate can accommodate this perfect wedding day timeline! Many of the weddings I’ve photographed at Larchfield have taken place entirely on-site, making for a seamless and stress-free experience. From the preparation at Cottages, it’s just a short walk to the Sunken Garden for an outdoor ceremony or to the Stables for an indoor one, followed by a drinks reception in the Courtyard, Walled Gardens, or Orangery.
Weddings at Larchfield offer a variety of stunning locations spread across the Estate. For guests who enjoy exploring, the Walled Garden and iconic greenhouse provide a picturesque setting for a leisurely stroll. Those who prefer to mingle will love the relaxed and elegant atmosphere of the Courtyard and Orangery. For anyone seeking a snug, rustic vibe, the Main Bar Barn offers a warm and welcoming space. As the day transitions into evening, the grand dinner hall becomes an impressive setting for the meal and the evening party, creating a perfect finale. Naturally, all of these diverse and charming locations are showcased during weddings at Larchfield, offering a far richer experience than some venues that limit guests to just one or two spaces.
The gardens at Larchfield Estate are immaculate and beautifully maintained all year round. When planning your photo session, you will never have to wander far to find the perfect backdrop. Unlike some venues where you may need to drive or walk a considerable distance for the ideal spot, at Larchfield you can achieve so much within a five-minute walk from your guests.
As a photographer, my priority is to see couples enjoying their wedding day rather than spending it in a photoshoot, and it all comes down to creating a timeline that makes the most of every valuable moment. Your wedding day should feel joyful, relaxed, and unforgettable. With the right timeline and the perfect venue, you can make the most of every moment.
All photos featured in this blog are by Fraser Stewart
fraser@fraserstewartphotography.co.uk
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