How to organise a Mehndi night
A Mehndi night runs smoothly when guest numbers, henna appointments and food are planned together. Start with the guest list and RSVP process, then confirm the venue, caterer, henna artists and equipment before choosing the final layout. Build the evening around timed henna appointments so guests are not waiting in one queue. In the final week, check deliveries, fresh produce, henna cones, tableware and drinks rather than leaving them for the event day.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Compile guest list
2 people
- 2
Send invitations
2 people
- 3
Open the RSVP form
- 4
Process registrations
- 5
Collect dietary requirements
- 6
Confirm henna artists
- 7
Confirm catering arrangements
- 8
Reserve venue
- 9
Reserve furniture
- 10
Reserve music equipment
- 11
Finalize the program
2 people
- 12
Select henna designs
2 people
- 13
Arrange the table layout
- 14
Reserve seating for the bride
- 15
Calculate catering quantities
2 people
- 16
Create final guest list
- 17
Confirm deliveries
- 18
Print the run sheet
- 19
Make name badges
2 people
- 20
Schedule henna appointments
2 people
- 21
Check decorations
2 people
- 22
Do the shopping
3 people
- 23
Collect fresh produce
2 people
- 24
Chill drinks
2 people
- 25
Check henna cones
- 26
Prepare catering
4 people
- 27
Create a music playlist
- 28
Pick up venue keys
- 29
Receive deliveries
2 people
- 30
Set up tables and chairs
4 people
- 31
Set up the henna corner
3 people
- 32
Decorate the bride’s chair
2 people
- 33
Set the tables
4 people
- 34
Set up buffet
4 people
- 35
Hang decorations
3 people
- 36
Hang lights
2 people
- 37
Test sound system
2 people
- 38
Set up the presentation table
2 people
- 39
Set up the drink station
2 people
- 40
Check toilets
- 41
Set up the welcome table
2 people
- 42
Brief the henna artists
2 people
- 43
Brief the catering team
2 people
Event
- 44
Welcome guests
3 people
- 45
Serve welcome drinks
3 people
- 46
Receive gifts
- 47
Guide henna sign-ups
2 people
- 48
Have henna applied
4 people
- 49
Serve snacks
3 people
- 50
Refill drinks
2 people
- 51
Keep the bride's chair free
- 52
Provide music
- 53
Supervise the photo corner
- 54
Announce the welcome speech
- 55
Assist with the traditional ceremony
3 people
- 56
Open the buffet
2 people
- 57
Serve dinner
5 people
- 58
Restock the buffet
3 people
- 59
Serve diet meals
2 people
- 60
Serve dessert
3 people
- 61
Explain henna aftercare
2 people
- 62
Say goodbye to guests
2 people
Aftercare
- 63
Pack leftovers
3 people
- 64
Collect tableware
4 people
- 65
Sort waste
2 people
- 66
Take down decorations
3 people
- 67
Put furniture back
4 people
- 68
Wash dishes
3 people
- 69
Clean the kitchen
2 people
- 70
Clean the room
3 people
- 71
Clean the restrooms
2 people
- 72
Check borrowed items
2 people
- 73
Return rented items
2 people
- 74
Take out the trash
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 60
- Bride's chair
- Buffet tablesqty 3
- Bar tablesqty 2
- Henna tableqty 4
- Stoolsqty 8
- Clothes racksqty 2
- Waste binsqty 5
Tableware
- Dinner platesqty 60
- Dessert platesqty 60
- Bowlsqty 60
- Tablespoonsqty 60
- Forksqty 60
- Knivesqty 60
- Tea glassesqty 60
- Water glassesqty 60
- Coffee cupsqty 50
- Serving plattersqty 16
- Serving tongsqty 8
- Serving spoonsqty 8
Decorations
- Tableclothsqty 8
- Table runnersqty 8
- Cushionsqty 30
- Decorative clothsqty 12
- Artificial flowersqty 30
- Flower vasesqty 10
- LED candlesqty 30
- Lanternsqty 8
- Balloonsqty 100
- Balloon ribbonqty 2
- Welcome sign
- Photo backdrop
- Photo propsqty 20
- Name badgesqty 60
- Card box
- Gift table sign
- Henna inspiration cardsqty 30
Equipment
- Bluetooth speakerqty 2
- Microphone
- Microphone stand
- Extension cordsqty 4
- Power stripsqty 4
- Coolersqty 3
- Food warmersqty 6
- Coffee makerqty 2
- Kettlesqty 2
- Ice cube traysqty 4
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Aluminum foilqty 2
- Cling filmqty 2
- Serving jugsqty 6
- Teapotsqty 4
- Milk jugsqty 4
- Sugar bowlsqty 4
- Cooling carafeqty 4
Lighting
- String lightsqty 6
- Batteriesqty 24
- Night lightsqty 4
Cleaning
- Bucketsqty 3
- Mopsqty 3
- Broomsqty 2
- Dustpan and brushqty 2
- Cleaning glovesqty 6
- Microfiber clothsqty 12
Catering
- Henna conesqty 80
- Henna applicator bottlesqty 20
- Henna aftercare oilqty 6
- Disposable napkinsqty 300
- Paper strawsqty 100
- Takeaway containersqty 60
- Tealight candlesqty 40
- Wedding cake knife
- Groceries
Tips
- Set the RSVP deadline at least 10 days before the Mehndi night. Use the responses to create the final guest list, record dietary requirements and calculate catering quantities instead of ordering for an uncertain headcount.
- Schedule henna appointments in time slots and leave a short buffer between them. Confirm the designs with the artists beforehand, and reserve a clearly marked henna table with enough stools and working space.
- Plan the room around three separate areas: seating for guests, buffet and drinks service, and the henna station. Reserve the bride’s chair before arranging the rest of the furniture so it remains visible and accessible.
- Confirm catering, furniture, music equipment and venue access at least 7 days before the event. Ask when each delivery will arrive, because late tables or serving equipment can delay both dinner and henna appointments.
- Use the last 24 hours for perishable tasks: collect fresh produce, chill drinks and check the henna cones. Print the run sheet, prepare name badges and place tableware, waste bins and decorations before guests arrive.
Frequently asked questions
- How far in advance should I plan a Mehndi night?
- Start planning 6 to 8 weeks before the event. Send invitations once the venue, date and main suppliers are confirmed, then close RSVPs about 10 days before the night.
- How do I schedule henna appointments at a Mehndi night?
- Create timed slots after you know the final guest count and the number of henna artists. Allow a short buffer between appointments and keep at least one person available to handle late arrivals or design changes.
- When should I confirm the catering and dietary requirements?
- Collect dietary requirements through the RSVP form and give the final list to the caterer 7 to 10 days before the event. Confirm quantities again after the RSVP deadline, especially for buffet dishes and drinks.
- What should I check the day before a Mehndi night?
- Check the henna cones, decorations, table layout, deliveries and printed run sheet the day before. Chill drinks and collect fresh produce within 24 hours of the event, while setting out non-perishable tableware earlier.
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