Room Turnover & Cocktail-to-Reception Brief

Phase 1: T-60m to T-45m • Bar & High-Top Transition Lead: Venue Captain & Bar Lead

Announce last call at outdoor cocktail patio; transition 2 satellite bartenders to main dining room bar.
Clear cocktail hour high-top tables to perimeter walls ensuring 60-inch caterer clearance aisles remain unobstructed.
Securely transfer wedding card box and gift table to the designated VIP anchor location adjacent to Table 1 (Sweetheart).
Wipe and clear cocktail hour food stations; transfer empty appetizer platters to back kitchen.

Phase 2: T-45m to T-30m • Seating & Dietary Placements Lead: Wedding Coordinator & Head Server

Cross-reference physical table markers against 24x36 Welcome Sign layout to confirm identical numbering (Tables 1 through 13).
Place Avery 5302 tented place cards progressing clockwise starting at Seat #1 (12:00 facing dance floor).
Flag dietary alerts on designated chairs (strict celiac, dairy, peanut, vegan) with designated kitchen pass markers.
Light enclosed glass table votives and verify centerpiece height does not obstruct guest cross-table sightlines.

Phase 3: T-30m to T-15m • Ambient AV & Dinner Chime Lead: Emcee / DJ & Lighting Tech

Dim overhead ballroom chandeliers to 30% evening reception preset; verify pin-spots on wedding cake and sweetheart florals.
Conduct sound check on primary handheld wireless microphone for dinner welcome toasts and blessing.
Sound 15-minute dinner chime in cocktail reception area; coordinators begin gentle escort toward main ballroom doors.
Position 24x36 Welcome Seating Sign at foyer entrance with QR lookup code fully illuminated by easel spotlight.

Phase 4: T-15m to T-0m • Doors Open & Grand Entrance Lead: Floor Staff & Banquet Captain

Latch open all main ballroom double doors to eliminate threshold queue friction.
Station banquet servers with chilled sparkling and still water carafes at their assigned table sections.
Line up wedding party and newly married couple in grand entrance staging corridor.
Verify 100% of guests are seated at designated tables before releasing grand entrance music cue.

Cocktail-to-Reception Room Turnover Brief