Jerry Seinfeld is said to have remarked that, “the room is doing 80% of the job.” If he’s right, your wedding layout plays an outsized role in the success of your wedding reception. The layout of a room is one of the most overlooked and underrated components that can influence the atmosphere and dynamics of an event. The shape of the room, the seating arrangement, the proximity of the audience to the dance floor or stage, the location of the exits, and even the ceiling height can all subtly (and sometimes not so subtly!) affect the way a wedding unfolds.
DJ and Dance Floor Placement
Let’s talk about something that can really impact your party vibe: DJ and dance floor placement. There’s a clear connection between how far the DJ is from the dance floor (and to a lesser extent, how far the dance floor is from the guests) and the energy on the dance floor—especially if an energetic party is a top priority.
Ideally, the DJ should be close to the dance floor, and the dance floor should be near the guests (not separated by walls or placed far away). While it’s still possible to get people dancing if this isn’t the case, it certainly makes it harder, especially if the crowd is hesitant to dance.
Obviously, this is less important if a high-energy dance floor isn’t a priority for your wedding. Some events, like cocktail receptions, formal seated-only dinners, or brunch weddings don’t focus on dancing or don’t on having any dancing at all. In those cases, it’s less important for the DJ to be as central (although, keep in mind that a visible emcee/MC is more effective). But, if you want an epic dance party (like many of our couples do), prioritizing your layout to make that happen is key.
So, the takeaway: “Align your layout with your wedding day priorities.” While this might seem obvious, we often see setups where the DJ and dance floor are just placed wherever there’s space left after everything else is figured out.
Our preferred layout? We love it when the DJ is positioned against the back wall (or back of the general space if outdoors), with the dance floor right in front. Guests can be arranged beyond the dance floor or in a horseshoe shape around it, with the opening of the horseshoe facing the DJ and dance floor.
How Layout Affects Volume
While we’re on the topic of DJ placement, let’s talk about speaker placement too—specifically in relation to your guests. Typically a DJ’s speakers will flank either side of their booth/table. One of the biggest layout mistakes is placing a guest table between the DJ’s speakers and the dance floor. Why? Because it creates a no-win situation: it’s either too loud for the guests at the table or too quiet for those trying to dance. That’s why we always recommend placing the DJ right up to the dance floor—so the dance floor becomes the loudest, most energetic part of the room, just like it should be. And then as you move away from the dance floor, the volume decreases.
If placing a guest table next to the DJ is inevitable (for example, due to space constraints), just be strategic about who sits there. Seat your rowdy college crew, not your volume-sensitive grandparents. And when seating is open (no assigned tables), older guests can oftentimes unknowingly gravitate toward the loudest spot in the room. That’s why our DJs are trained to politely give guests a heads-up before they settle in to a loud seat. We’ll say something like, “Just a heads-up, while it’s open seating and you can absolutely choose any seat you’d like, I just wanted to let you know that this particular table/seat is the loudest table/seat in the house.” Some thank us and relocate, while others say, “hey we’re all in for the party and don’t mind the louder seats!” Either way, potential issue avoided!
The Power of Movement and Flow
I recently read The Art of Gathering, by event and gathering expert Priya Parker (her book is where I originally read the Seinfeld quote as well!), and one thing I’ve incorporated into my suggestions for wedding couples is how movement and flow play a crucial role. It’s very common for different vibes to exist between your wedding ceremony, the cocktail hour, and the reception. Parker suggests using movement and flow as a way to mentally transition between those vibes.
Moving your guests physically between locations for even part of the evening’s timeline will “move” your guests mentally as well and prepare them for change and novelty. It’s this change and novelty that has been proven to assist people in creating and retaining memories. In other words the novelty and movement is an effective way to help create a memorable event.
First Impressions Matter
When guests walk into your wedding reception, their first impression is formed of the space. Make sure the entrance area is inviting and straightforward, directing guests exactly where they need to go, including their assigned table number, if applicable.
Think about where their eyes will be drawn when they first walk in and whether or not that matches your priorities. Is it the sweetheart table? A large monogram light displayed on the wall? The bar? A lounge area around the dance floor? A large spread of charcuterie? Any or none of these could be the right answer for you, if it matches your priorities.
Let There be (More of Less) Light
Consider lighting when planning your layout. Low, warm white lights during dinner create intimacy. And of course, we recommend that they are dimmed even further to give way to the party atmosphere that also includes dance lighting. Wedding uplighting can dramatically transform a space — especially an indoor space after sunset — by adding elegance early in the evening and energy late into the night.
One of our favorite vibes is when pipe and drape is accented with uplighting that goes from warm white during dinner to something that pops (or even flashes if you’d like to up the energy even further!) during dancing. White drapes reflect uplighting incredibly well and have a real wow factor when combined.
In general, my biggest tip for lighting design is “more of less,” meaning many sources of little bits of different kinds light (uplighting, cafe style lighting, candles, low dimmed venue lighting, lamps, and chandeliers) rather than fewer sources of light that need to be brighter to account for there being fewer of them. Lots of different sources of light, all dimmed fairly low is the move!
The Drinks/Bar
Place bars conveniently, but not in areas that will create traffic jams. And remember, a bar near the dance floor keeps the party going and the energy flowing! One of the biggest mistakes we often see is a dance floor/party inside, while guests have to leave the party and go through doors (inside vs. outside or to another room) to refill their beverage of choice. This may be because the bar was outside during cocktail hour and so the default option is to just keep using it during the reception.
Instead, rather than cutting your guests off from each other and from the party, allow your guests to hit the bar nearby the dance floor so they can get right back to the party! Sometimes this means adding a second bar inside when the cocktail hour and initial bar location was outside.
The Food
If you’re having a buffet-style of food station-style dinner, set it up in an easily accessible spot for your catering staff. When the foot stations are near the kitchen entrance, food can be quickly and easily refreshed. Also, be sure there’s plenty of space for guests to line up without being right up on another guest table. Lastly, place grandparents, older guests, or guests with mobility challenges nearest to the buffet table so that when it’s their turn, it’s an easy trip.
While design is the first and foremost element in a successful layout, an emcee/MC can help keep it that way. For example, a great buffet table location can still be made inaccessible and chaotic if 150 guests are released to eat at the same time. Instead, work with your DJ/MC and planner to have them release tables two or three at a time. This keeps lines short and morale up — after all, no one likes waiting in line for long periods of time. Instead, they can enjoy each other’s company and relax at their seats until it’s their turn for dinner.
Open Space
Keep pathways clear between tables, the dance floor, and amenities. Your guests should be able to move freely, whether they’re getting another piece of cake or showing off their dance moves! I’ve also worked in web design and one concept that translates over to weddings and other events is to consider “white space,” or plenty of open space between elements. Making room for white space at an event means not overcrowding and cramming too many things into a limited space.
Too little open space can have a negative impact on your guests’ psyche. On that same note, make sure you have a clear path for introductions of the wedding party from their entrance to the dance floor. There’s nothing like having to squeeze between two chairs to make it to the dance floor while all eyes are on you.
To be clear, too much open space is also a problem, though. It can make a space feel like it’s swallowing your guests, and your decor will never feel enough. Booking too large of a dance floor can have a similar effect. You want your guests to be encouraged to be closer to each other on the dance floor so that no one is dancing on their own island. Packed dance floors make people more likely to dance because individuals don’t feel like the spotlight is on them.
So right-size your space and watch the magic unfold!
When Everyone’s Super…
If you know you know, but if not, the full quote (from the movie the Incredibles) is one I love to use in many aspects of wedding planning and goes like this “when everyone’s super, no one will be.” Basically the villain in the movie wants to snatch away the super heroes exceptionalism by making everyone else like them.
How do we apply that to weddings? When everything is in the spotlight, nothing is. So be intentional with fewer spotlight items that shine brighter so that they remain “super.”
Same goes for music: When every song on a 100+ song playlist is a must-play song, then which ones are actually the most important and special? It’s hard to tell, and that’s why we encourage separating must play songs with inspiration/play if time songs. But I digress, that’s for another topic!
Photo Booth Placement
Don’t put your dance floor and photo booth in separate rooms/spaces. Your photo booth part of the party, so it should be placed nearby—ideally within sight of the dance floor.
Open-air photo booths have mostly replaced the old enclosed versions, and for good reason. Not only do they look better, but they also let the energy flow freely. Guests using the photo booth can still see and feel the dance floor vibe, and dancers can see the fun happening at the photo booth. It creates a natural loop, just like the bar and dance floor do together.
The dance floor, the bar, and the photo booth—that’s the party trifecta. The Triforce.
Designated Kids’ Area
In our experience, most couples don’t invite children outside of a few VIPs (think children or younger siblings of the couple) to the wedding reception. But other weddings are big family celebrations with lots of kids.
If you’re inviting children to your wedding, consider a designated kids’ area. They can have their fun without bumping into Grandma shaking her tailfeather. For special designated areas, you can even up the fun factor for the kids with KidStation.
Gifts & Guestbooks
Place your guestbook and gift table near the entrance, where guests are sure to see them as they arrive. Better yet, rather than a typical guestbook, go with a more fun option for your guest with an Audio Guest Book. Place attention-grabbing signage (like a perfectly placed neon sign) to ensure even more participation.
Grouping Guests
The seating arrangement can either make or break conversations. The idea of “singles tables” or placing guests with complete strangers so they can meet new people is well-intentioned, but may be more awkward than helpful.
Beyond placing friends and family members together, not every table will be able to have people who know each other. In these cases, consider your guests’ personalities and interests when assigning tables. Matching like-minded guests can ignite some fantastic chats!
You Got This
Photo By Revelo Studio
With these tips in mind, your wedding will not only be a day filled with joy and love, but it will also be a well-orchestrated event that allows for smooth transitions, easy mingling, and, of course, lots of dancing!
Remember, your wedding day should be a symphony of love, laughter, and unforgettable memories. With these layout tips, you’ll not only create a smoothly running event, but also a wedding that sings with joy from the processional to the last dance. Your wedding planner and your Amplify DJ can help get you there. Cheers!