How to organise a reception without last-minute problems

A reception runs smoothly when guest information, catering and room setup are handled in that order. Start by setting the venue and registration deadline, then use the final guest list to plan food, drinks, seating and name badges. Close registrations early enough to brief the caterer and create an accurate dietary overview. On the day, allow time to inspect the rooms, receive deliveries, chill drinks and set up the welcome and buffet areas before guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Register sign-ups
3
Send reminder
4
Collect dietary requirements
5
Close registrations
6
Check the guest list
7
Create a dietary overview
8
Reserve venue
9
Book catering
10
Arrange music
11
Reserve chairs and tables
12
Check permits
13
Print the program
14
Prepare name badges
2 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Mark allergens
19
Print directions
20
Check the weather forecast
21
Open venue
2 people
22
Inspect the rooms
2 people
23
Receive deliveries
2 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up buffet tables
2 people
27
Set up the reception table
2 people
28
Set out tableware
2 people
29
Set out glasses
2 people
30
Set up coffee station
2 people
31
Set up drink station
2 people
32
Display snacks
3 people
33
Set dietary options aside
2 people
34
Hang up decorations
2 people
35
Test the lighting
2 people
36
Test the music
37
Check toilets
38
Place waste bins
39
Brief reception team
4 people
40
Briefing for the catering team
4 people

Event

41
Welcome guests
3 people
42
Check attendance
2 people
43
Hand out name badges
2 people
44
Serve welcome drinks
3 people
45
Serve snacks
3 people
46
Serve coffee and tea
2 people
47
Refill drinks
2 people
48
Restock the buffet
2 people
49
Collect used dishes
2 people
50
Wipe down tables between uses
2 people
51
Check toilets periodically
52
Empty trash bins
53
Serve farewell drinks
2 people
54
See off guests
2 people

Aftercare

55
Turn off the music
56
Store food safely
2 people
57
Clear away drinks
2 people
58
Wash dishes
3 people
59
Clean the kitchen
2 people
60
Clear tables and chairs
3 people
61
Remove decorations
2 people
62
Dispose of waste
2 people
63
Clean the floors
2 people
64
Clean the restrooms
65
Lock up the venue
2 people
66
Return materials
2 people
67
Clear away leftover stock
68
Return borrowed items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Reception tablesqty 8
Tall cocktail tablesqty 8
Chairsqty 40
Buffet tablesqty 4
Reception desk
Coat racksqty 2

Tableware

Wine glassesqty 100
Water glassesqty 100
Champagne glassesqty 90
Coffee cupsqty 60
Platesqty 120
Cake platesqty 100
Forksqty 120
Knivesqty 100
Teaspoonsqty 80
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving jugsqty 6
Serving tongsqty 8
Serving spoonsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Food containersqty 12
Allergen labelsqty 40

Decorations

Tableclothsqty 16
Napkin holdersqty 12
Flower arrangementsqty 8
Welcome sign
Program boardsqty 4
Name card holdersqty 4
Name badgesqty 100
Badge holdersqty 100
Pensqty 20
Tapeqty 4
Scissorsqty 4
Ropeqty 2
Clothes hangersqty 100
Cloakroom numbersqty 100
Photo framesqty 8

Equipment

Speakersqty 2
Microphone
Microphone stand
Power stripsqty 6
Extension cordsqty 6
Laptop
Music player
Chargersqty 4

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4
Spongesqty 8
Microfiber clothsqty 12
Rubber squeegee

Catering

Groceries
Wine openersqty 4
Bottle openersqty 4
Corkscrewsqty 2
Water carafesqty 12
Drink dispensersqty 4
Milk jugsqty 6
Sugar bowlsqty 6
Ice packsqty 16
Serving plattersqty 16
Food warmersqty 4
Thermometerqty 2

Tips

Set the registration deadline at least 5 days before the reception. Use the final list to print name badges, prepare the welcome desk and send dietary requirements to the caterer.
Plan the room around how guests will move. Keep the reception desk near the entrance, place coat racks where they do not block the doorway, and leave clear access to buffet and drinks tables.
Count glassware by use, not just by guest. For a two-hour reception, allow about 3 wine or champagne glasses per guest if glasses will not be washed during the event, plus one water glass per person.
Finish food planning only after dietary information is closed. Mark allergens on dishes and keep separate serving tongs or spoons available so guests are not guessing what they can eat.
Work backwards from guest arrival: open the venue about 2 hours beforehand, inspect the rooms, receive deliveries, chill drinks, and complete tables, chairs and buffet setup before the first arrival.

Frequently asked questions

How far in advance should I organise a reception?: Reserve the venue and catering at least 4 to 6 weeks ahead when possible. Set the registration deadline 5 days before the event so you still have time to confirm numbers, dietary needs and catering quantities.
How many drinks do I need for a reception?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Also provide water throughout and keep extra ice or coolers ready if drinks cannot be refrigerated on site.
When should I close reception registrations?: Close registrations 5 to 7 days before the reception. That gives you a reliable guest list for catering, name badges, seating or table planning, and the dietary overview.
How early should I arrive to set up a reception?: Allow at least 2 hours before guests arrive. Use the first 30 minutes to inspect the rooms and receive deliveries, then set up tables, chairs, buffet areas, drinks, name badges and signage.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.