Top Tips for Hosting a Memorable Reception at The Whitewood Ranch
Planning your reception requires attention to details that make guests comfortable, and your celebration flows smoothly. The Whitewood Ranch in De Leon Springs provides a glasshouse venue with professional coordination included. These tips help you make the most of what's included with your booking.
Host a memorable reception by planning a clear flow from ceremony to celebration, using coordination services early, and confirming table layouts that fit the guest count. Set bar service details in advance, book vendors early, and build a timeline with time for cocktails, dinner, and dancing to keep guests comfortable.
Plan Your Ceremony Reception Flow
Start by deciding how the ceremony and reception connect. We offer three ceremony locations: the wood decked terrace with landscape views, the Courtyard beneath oak trees with string lights, or Esme Lane Chapel featuring arched windows and a bell tower. If you want both ceremony and reception in The Grand Verre, we can arrange a room flip with an extended cocktail hour. Guests gather in the cocktail atrium at Esme Lane Chapel with checkered floors and glass tables during the transition. This planning ensures smooth movement from vows to celebration.
Use Coordination Services Fully
Your package includes unlimited access to a professional coordinator who starts working with you at booking. Schedule your welcome call to discuss vendor selection and timeline preferences. Request comprehensive event files that outline your ceremony setup, reception layout, and detailed schedule. Book your 30-day venue walkthrough to finalize arrangements. On your wedding day, up to two coordinators manage everything for up to 10 hours, including setting up personal décor and collecting your items at the end.
Arrange Reception Tables Strategically
The Grand Verre at The Whitewood Ranch accommodates up to 200 guests with rectangular farmhouse tables and wooden cross-back chairs. Floor-to-ceiling windows bring in natural light, and stone pillars add architectural interest to the space. The minimalist design with sleek white walls works as a clean backdrop. Think about your guest count and how you want tables arranged. Our coordinators handle the setup and breakdown of your reception floorplan, so communicate your vision during planning meetings.
Set Up Bar Service Early
A licensed and insured bartender is included with every booking. You can stock your own bar with preferred selections or choose from available packages. Either way, the bartender serves all alcohol throughout your reception. Plan what you'll stock ahead of time, and coordinate with your bartender during the rehearsal so everyone understands the bar setup.
Choose Reception Vendors Early
We maintain relationships with trusted professionals for photography, florals, beauty services, DJ entertainment, and catering. These vendors know our property and have worked here successfully. Browse the preferred vendor list and reach out to those whose work matches your preferences. Outside caterers are allowed with approval and a service fee. Our coordinators manage vendor communication leading up to your event.
Keep Guests Comfortable Throughout
Our reception hall and cocktail hall are air-conditioned year-round, with an industrial generator on-site for uninterrupted service. Focus on your reception timeline, ensuring guests have enough time for cocktails, dinner, and dancing. Your rental runs from 10 am to 11 pm, with events ending at 10 pm.
Conclusion
Ready to plan your reception at The Whitewood Ranch? We provide the venue space, coordination services, and infrastructure you need. Contact us at (386) 852-9703 or email jacy@whitewoodranch.com to discuss your reception plans. We're located at 2120 State Road 40, De Leon Springs, FL 32130, and tours are by appointment only.
FAQs
What furniture is included for our reception?
We provide rectangular farmhouse tables, wooden cross-back reception chairs, and white padded Chiavari ceremony chairs. Our coordinators handle the setup and breakdown of your reception floorplan.
Can we bring our own caterer?
Yes. Outside caterers are allowed with approval and a $2,000 service fee. They must be licensed and insured. We also maintain a preferred catering vendor list with trusted professionals.
What happens if we need to flip the room from ceremony to reception?
Room flips are available and require an extended cocktail hour. Guests can gather in the cocktail atrium at Esme Lane Chapel while our team transitions The Grand Verre from ceremony to reception setup.
How long do we have access to the venue?
Your rental runs from 10 am to 11 pm. Your reception must end by 10 pm, and all vendors must exit by 11 pm. Bridal suite early access is available for purchase if you need additional preparation time.