The Role of The Tall Toastmaster
Arrival to venue
I arrive at the venue well ahead of time, allowing me to build strong connections with the hotel staff and gain a comprehensive understanding of their workflow. Establishing a positive rapport not only ensures seamless collaboration but also helps me anticipate any logistical nuances that might arise throughout the day. I proactively check if they need assistance before the event begins, reinforcing a team-oriented approach and fostering a smooth experience for everyone involved.
I also take time to introduce myself to the photographer and videographer, ensuring we establish a strong working relationship—especially if they are unfamiliar with the venue. By discussing key moments and logistics early on, I help streamline coordination, ensuring they capture the best shots effortlessly. Additionally, I carefully familiarize myself with the designated rooms for each part of the event, allowing me to stay organized and confidently guide guests and vendors throughout the day.
Through meticulous planning, effective communication, and a proactive attitude, I ensure that every detail is accounted for, making the day as seamless and enjoyable as possible.
Civil Ceremony
When the registrars arrive, I take a moment to introduce myself and check in with them to understand their preferences for the ceremony. I ensure a smooth introduction between them and the bride, groom, and best man, confirming when they would like to have their pre-ceremony discussions. This thoughtful coordination helps the formalities flow effortlessly.
I also connect with the ushers, offering assistance with buttonholes, ties, and pocket squares—these small details often need an extra hand! To ensure clarity in their responsibilities, I walk them through the seating plan and explain their role in guiding guests throughout the day. By fostering strong communication and teamwork, I help create an organized and stress-free experience for everyone involved
Arrival Drinks
Following the ceremony, I ensure the happy couple is welcomed with a perfectly arranged arrival drink, allowing them to relax and enjoy the moment. I also coordinate guest movement, ensuring everyone knows where to gather for arrival drinks while seamlessly guiding the photographer to the ideal locations for capturing stunning shots.
My role extends to assisting the photographer with organizing group portraits, ensuring the process runs smoothly. If required, I make announcements for key moments such as the confetti shot, bouquet throw, or a large group photo to bring everyone together effortlessly.
For an added touch of care, I collaborate with the venue to arrange a canapé plate exclusively for the couple if canapés have been ordered, ensuring they have a moment to enjoy their first refreshments as newlyweds. I always check that they have a drink if they’d like one and remain available to assist guests by answering any questions, making sure everyone feels comfortable and taken care of throughout the celebration.
Wedding Breakfast
Before the reception begins, I invite the couple to view the room privately, giving them a moment to take it all in before their guests arrive. Once everything is ready, I personally call them in and, if they have chosen to have a receiving line, I ensure it is smoothly arranged to welcome their loved ones.
To create a seamless entrance, I coordinate any music that will accompany their arrival, setting the perfect tone for the next part of the celebration. Once the wedding party is seated, I introduce the speeches—unless they are scheduled for after dinner. If required, I am also happy to say ‘Grace,’ ensuring every tradition is honored with care.
Finally, I organize the cutting of the cake, ensuring this cherished moment is beautifully timed and enjoyed by all.
Speeches
Before introducing the speeches, I take a moment to check whether the couple has any gifts to distribute, ensuring that this thoughtful gesture is seamlessly included in the proceedings. To keep everything running smoothly, I also give guests a five-minute heads-up before speeches begin, allowing everyone to be prepared and present for these special moments.
I liaise with the venue to confirm microphone availability and coordinate with the videographer to ensure their audio setup is ready—checking whether lapel microphones need to be swapped between speakers. Before we begin, I always verify the order of speakers and discuss whether they’d like to use a microphone, offering guidance based on guest numbers to ensure their words carry effortlessly throughout the room.
Each speaker receives a warm introduction, with the guests encouraged to show their support and enthusiasm. Once speeches conclude, I provide clear direction on what comes next, ensuring a seamless transition to the next stage of the celebration.
Evening reception
Once the meal and speeches conclude, I smoothly transition guests out of the room to the bar area, creating space for the evening setup. During this time, if the photographer wishes to take the couple out for additional photos, I ensure they are happy and comfortable before coordinating the next steps.
I check in with the venue to see if they need any assistance in turning the room around for the evening celebrations, ensuring everything is set up efficiently. Once the main space is ready, I confirm that all attending suppliers are in their designated spots before inviting guests back in. I also take care to guide the couple so they are positioned thoughtfully—away from the main entrance to avoid an unintended receiving line, which can become time-consuming with additional evening guests arriving.
If the cake cutting hasn’t taken place earlier in the day, I arrange for it to happen just before the first dance, ensuring the moment is perfectly timed. I then make sure the couple is in the right spot before the DJ announces them, guiding them seamlessly to cut the cake and step into their first dance as newlyweds.