One week reception rehearsal checklist for the team

A one week rehearsal keeps your reception calm and on time. Gather the team, walk the space, and run cues for speeches, dances, and traditions so elders feel honored, sponsors are acknowledged, and every handoff from mic to music to lights feels easy.

Who joins the run through

Couple, lead coordinator, emcee, DJ or band lead, lights and sound tech, photo and video leads, venue manager, head usher, and a representative from catering. Share contacts and a final run of show in one file before you meet.

One week checklist the team can follow

• Lock the flow
  Confirm entrance order, welcome and blessing, sponsor and parent acknowledgments, toasts between courses, first dances, optional money dance, party opener, and last song. Note bilingual lines the host will use for family and international guests.
• Walk the room
  Trace guest paths from entrance to VIPs to dance floor. Mark a clear aisle for photo rounds and traditions. Place escort display and signage where it’s readable from a few steps away.
• Seat with intention
  Keep parents and principal sponsors close to the stage but not beside speakers. Reserve a nearby row for grandparents. Add two spare tables at the back for late RSVPs.
• Soundcheck and lights
  Test two handheld mics plus one backup, music playback, and mic gain for the host. Save warm lighting looks for speeches, cake, and dances. Plan a quiet generator or dedicated circuits if needed.
• Cues and scripts
  Finalize pronunciations, do-not-say notes, bilingual mini lines, and “two-minute” transition warnings. Write short version cues for trims if you run late.
• Photography beats
  Pre-mark first dance positions, cake angle, and a quick portrait nook in case of rain or harsh light. Align on table-round method to avoid jams.
• Food and service
  Confirm vendor meals, kid meals, and late-night nibble timing. Decide buffet release order or plated pacing with short toasts between courses.
• Logistics and safety
  Confirm load-in windows, parking, cable covers, umbrella stand, shawl basket, and a tidy garland station if you include a money dance. Set a small cleanup caddy near sticky or smoky stations.
• Backups
  Identify what trims first if delayed and what moments you will always protect—welcome, parent thanks, first dance, key toast, last song.

Rehearsal run through script you can adapt

• 00:00–10:00 Welcome, objectives, contact sheet and cue sheet handout
• 10:00–25:00 Entrance block, welcome, blessing, sponsor acknowledgment
• 25:00–35:00 Audio tests for host and music, save lighting looks
• 35:00–50:00 Dinner pacing with sample toast and table release plan
• 50:00–65:00 First dance, parent dances, optional money dance path
• 65:00–75:00 Cake, party opener, last-song cue, exit or end notes
• Wrap Final questions, trims vs must-keep moments, call times

Hand the right jobs to the right pros

If you want a calm mic handover and crisp transitions, shortlist hosts who can glide between languages and land warm cues. Pair them with production teams that keep speech clear and lighting flattering. For vendor timing, load-ins, and guest dispatch, team up with coordinators who defend timelines kindly.

Helpful prep you can do in advance

• Share a pronunciation list and order of recognition for parents and principal sponsors
• Print an alphabetical seating board and large, legible table numbers
• Prepare bilingual cue cards for the host and a condensed “trim plan” card for late scenarios
  Round this out with a practical photo plan from a reception shot list that honors Filipino traditions and conversation starters from smart questions for your emcee.

Wrap with intention

A focused one week rehearsal gives you clarity and kindness in equal measure—people hear, see, and feel the moments you planned, and the night wraps on time. For the bigger picture on pacing, service, and room energy, end with the pillar on reception ideas that honor tradition and wow your guests.