A reception comes together in a predictable order, and most of the stress comes from doing things out of that order. Here is the sequence we see work best for couples at SandHills, with the venue-specific details folded in.
12 months out: date and venue
Everything else waits on the date, so book the venue first. Our live calendar shows what is open. A Saturday is $999 and the full Friday-to-Sunday weekend is $1,899, which gives you Friday for decorating and the rehearsal dinner and Sunday morning for a relaxed clean-up. A $150 refundable deposit holds the date.
Settle your rough guest count now. Our hall seats up to 300, and the count drives nearly every other decision.
10 to 11 months out: caterer and bar
Because we have no required vendor list, you can hire anyone you like, bring in a restaurant, or have family cook. Good caterers book up, so start here. Our full prep kitchen has a fridge and freezer, a stove, a microwave, and two commercial coffee pots, so whoever you choose has what they need. If you want a recommendation, Sunflower Supper Club in Hutchinson is our preferred caterer, but using them is never required.
8 to 9 months out: the people who make the party
- Photographer and videographer. Ask to see a full wedding gallery, not just highlights.
- DJ or band. Our 25′ × 16′ stage holds a full band. If you book a DJ, the $149 A/V package gives them a sound system and wireless mics.
- Florist and decor. Share the hall dimensions, 50′ × 70′, so they can plan for scale.
6 months out: invitations and the room plan
Send save-the-dates if you have not already. Start sketching the room: where the head table goes, where the dance floor sits, and where guests line up for food. Our floor plan guide walks through the common layouts. Decide whether you want the $395 dance floor and whether you would rather have our team set the tables and chairs for $249 or do it yourselves.
3 months out: details
- Mail invitations with an RSVP date about five weeks before the wedding.
- Book hair and makeup. The private get-ready suites at SandHills are yours for the day.
- Taste the cake and confirm the delivery time with the baker.
- Choose linens and rentals. We provide tables and chairs; linens are up to you.
1 month out: numbers and money
Chase the last RSVPs and give your caterer a final count. Your venue balance is due 14 days before the wedding; we email a payment link, so there is nothing to remember. Build a timeline for the day and share it with your vendors and your wedding party.
2 weeks out: the walkthrough
Walk the room with whoever is handling setup. Confirm the table plan, the power needs for the DJ or band, and where the caterer will stage food. Read the Event Day Guide, which covers getting in with your door code, the thermostat, Wi-Fi, the kitchen, and the clean-up checklist.
The week of
- Pack a venue box: tape, scissors, a lighter for enclosed candles, extension cords, trash bags, and a phone charger.
- Assign one person who is not in the wedding party to be the point of contact for vendors on the day.
- If you booked the weekend package, use Friday to decorate so Saturday morning is calm.
After the party
Pack out your decorations, bag the trash, and leave the room as you found it. Once we have confirmed that, your $150 deposit is returned. Then there is nothing left to do but look at the photos.