The 325-Guest Wedding That Tested (and Proved) the Arcadia Academy Magic

When you host a Southeast Missouri wedding at Arcadia Academy, you’re not just booking a venue, you’re becoming part of a living, breathing operation that runs on family, caffeine, and sheer determination.

This weekend, Madi and Gavin celebrated their wedding here at the historic Arcadia Academy, and with 325 guests, it was the kind of event that makes your Oura ring think you ran a marathon. Between the perfect weather, stunning decor, and a crowd that came ready to party, it was one for the books.

Keep reading to find out what went perfectly, what went hilariously wrong, and how our family antics (and quick thinking) turned chaos into one of the most unforgettable Southeast Missouri weddings we’ve ever hosted at Arcadia Academy.

3 tents, 325 chairs, 32 tables, lots and lots of memories.

The Calm Before the Celebration

The day kicked off in the bridal suite with hair, makeup, breakfast, and laughter echoing through the halls. Meanwhile, Tony and Sam (the kitchen dream team) were whipping up enough food to feed the entire county, while our forever “Academy Dad,” was outside helping me put forks and knives on the tables (spoiler alert he forgot a whole table of forks, but are we surprised?).

And then came the pre-show antics. Ariel, ever the perfectionist, rolled in a solid three hours early to set up her bar like it was the Super Bowl halftime show. Stir sticks aligned, limes perfectly symmetrical, and multiple bar towels.

In the middle of the madness, the crew paused for a very serious (and absolutely necessary) TikTok moment, because what’s a wedding day without a little content creation? (Subtle hint hint, go follow us @arcadiaacademyresort)

Meanwhile, Dad lost his brand-new shirt somewhere between the ice cream shop and his closet. A mystery that could’ve launched a full-scale investigation if not for Sam, who eventually found it ....hanging....in his closet.... It’s just another day at the Academy: we lose shirts, gain stories, and somehow still start on time.

Guests began arriving around 4:15 p.m., greeted by our legendary parking crew: Garrison on golf-cart taxi duty (offering VIP shuttle service and unsolicited comedy), with Lexie, Riley, Bailey, and JJ managing traffic like seasoned airport ground control. Smooth arrivals set the tone for the day. A reminder that good parking logistics = good guest experience.

Pro Tip: If you’re hosting a large wedding, assign a clear parking plan and team. Guests notice! A smooth arrival sets the tone for the entire event.

A Ceremony Straight Out of a Fairytale

Now was the time we all had been waiting for, Dad was directing traffic like a hero.. For a moment, all was calm and I breathed a big sigh of relief that everything was going smooth until....the guestbook incident.

We’d placed the guestbook right at the chapel entrance, which apparently triggered something primal in the human brain because every single person stopped to sign it... all at once. Within minutes, we had a full-blown line forming out the door like a limited-edition iPhone drop. We relocated the book to the reception area, thinking we’d solved it.

But then came round two: guests walked inside, stopped dead in the doorway, and just… looked around. Like they were trying to find their seats using echolocation. I tried my best “keep it moving, folks!” and was met with the kind of looks you’d expect if I’d just told them brunch was canceled. Mostly from the Boomer Brigade, bless their well-meaning but stubborn hearts.

Look, we love our older guests, but if you take anything from this blog, let it be these simple truths of Wedding Guest Etiquette 101:

1. The aisle is not a photo booth line. Keep moving.

2. If someone in a headset tells you where to go, they are not the enemy—they are the reason dinner happens on time.

3. If you can see chairs, walk toward them. It’s not a trap.

   
   

Once everyone was finally seated, though, it was perfection again. The Arcadia Academy's St. Joseph's Chapel was glowing, bathed in perfect golden light. The décor was dreamy (major credit to Madi’s mom for her creative magic), and when Madi walked down the aisle, the entire room went silent. It was one of those moments that reminded everyone why we do this—because love, when done right, looks like this.

And yes, the weather? Absolute perfection. Sunshine, light breeze, not a hint of the dreaded “wedding humidity.” We’ll take that as divine favor.

Cocktail Hour Chaos (The Fun Kind)

After the vows, guests made their way to cocktail hour where the party really began. Our bartenders, Ariel, Kayla, JJ, and Lydia, kept drinks flowing—margaritas, whiskey and coke, and the couple’s dog-inspired signature drink, the Ollie Driver (a screwdriver that hit just right).

Passed appetizers—mozzarella sticks, bacon mac bites, and pretzel bites with beer cheese—disappeared faster than Jeremiah could snap photos. Every guest was full, happy, and blissfully unaware that behind the scenes, the Academy crew was executing a military-grade coordination plan.

Planning Tip: Always plan for multiple bar runners and pre-cut garnishes. You’ll thank yourself when 300 guests hit the bar at once. Keep backups of mixers cold and ready but not over-iced—melted ice = watery cocktails = sad guests.

Dinner for 325? Challenge Accepted.

Dinner service kicked off with three full buffet lines. A layout that looked great on paper and worked even better in practice. At the last minute, we moved the third buffet line to the opposite side of the tent to help serve the far side faster, and it was a total game-changer.

Kathy, our catering commander, ran those lines like a symphony conductor. Runners swapped trays, I floated between stations (may or may not have forgotten to release a table in the middle of the tent...eek), and

Dad checked in from bar central to make sure no one was going thirsty.

Everything ran so smoothly you’d think we planned 325-person weddings every weekend (don’t tell our feet we don’t). Every guest made it through the buffet line in less than 20 minutes. And if you've ever attended a wedding or you're a wedding vendor, you know that is a record fast time for 325 guests.

Pro Tip for Brides: When you’re planning a large wedding, trust your catering team’s flow. A well-organized buffet with multiple access points can cut guest wait time in half.

The Reception: Energy, Laughter, and a Little Chaos

Once the buffet wrapped up and the first dances began, the tent turned into a full-blown celebration. The photo booth and phone booth guestbook were massive hits (we can’t wait to hear those voice messages). Guests danced, laughed, and filled every inch of the tent with joy.

And then… the frat boy energy kicked in.

Let’s just say this crowd celebrated hard. When the lights came up, the tent looked like a music festival had rolled through. But before we could even break out the trash bags, the bride and groom’s families jumped into action and cleaned up everything. Absolute heroes.

Advice for Couples: Don’t underestimate the power of a great support team. Whether it’s family, friends, or your wedding coordinator, having people who step up when things get messy (literally) is priceless.

Lessons from the 325-Guest Extravaganza

This wedding was a perfect reminder that even the biggest, most complex events are made up of little wins: the right layout, clear communication, a solid game plan, and a team that shows up ready to pivot.

There will always be surprises, like an extra buffet line, an unexpected crowd dynamic, or a dance floor that looks like a frat reunion, but at Arcadia Academy, we thrive on that energy.

When you combine historic charm, experienced staff, and family-level teamwork, even a 325-guest wedding feels like a breeze (okay, maybe a slightly sweaty breeze...but still a good one).

Planning Your Own Wedding in Southeast Missouri?

If you’re dreaming of a celebration that’s equal parts elegant, joyful, and full of personality, Arcadia Academy Weddings is the place to bring it to life. Our venue offers historic spaces, gorgeous backdrops, and a team that’s seen, and conquered, it all.

We serve couples from St. Louis, Farmington, Cape Girardeau, and all across Southeast Missouri, helping them plan unforgettable wedding days filled with laughter, good food, and the kind of stories that guests still talk about months later.

✨ Book a tour today and see why couples like Madi and Gavin chose Arcadia Academy as the place to start their forever.

Photography Credit: Arcadia Academy Photography

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