How to organise a wedding dance party

A wedding dance party works best when the guest flow, food and music are planned in that order. Start with the guest list and dietary requirements, then lock in the venue, furniture and sound setup before building the evening schedule. Leave enough time to practise the opening dance and confirm every delivery. On the day, chill drinks early, prepare food in stages and clear the dance floor before guests arrive.

Organize this event for free with Lizzt

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
Process registrations
4
Collect dietary requirements
5
Create final guest list
2 people
6
Confirm venue
7
Reserve tables and chairs
8
Arrange the sound system
9
Put together playlist
2 people
10
Choose the opening dance
2 people
11
Practice opening dance
2 people
12
Confirm deliveries
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Store non-perishable groceries
2 people
16
Keep fresh produce cool
2 people
17
Chill drinks
2 people
18
Prepare snacks
4 people
19
Set out dessert
2 people
20
Prepare coffee station
2 people
21
Open venue
2 people
22
Check the venue
2 people
23
Set up tables
4 people
24
Set up chairs
4 people
25
Clear the dance floor
3 people
26
Set up buffet
3 people
27
Set up the drinks station
2 people
28
Set out coffee and tea
2 people
29
Set out tableware
3 people
30
Set out cutlery
2 people
31
Hang up decorations
3 people
32
Place table decorations
3 people
33
Connect the lighting
2 people
34
Connect speakers
2 people
35
Test the music
2 people
36
Test microphone
2 people
37
Check toilets
38
Place waste stations
2 people
39
Arrange snacks on platters
3 people
40
Label diet dishes
2 people
41
Set out the welcome drink
2 people
42
Final safety check
2 people

Event

43
Welcome guests
4 people
44
Serve welcome drinks
3 people
45
Host the gift table
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Open the buffet
2 people
49
Restock the buffet
3 people
50
Serve diet meals
2 people
51
Collect used plates
2 people
52
Serve coffee and tea
2 people
53
Serve dessert
3 people
54
Announce the first dance
55
Play the opening dance
56
Provide dance music
57
Check Dance Floor
58
Serve the last round
2 people
59
See off guests
3 people
60
Turn off the music

Aftercare

61
Clear away food and drinks
3 people
62
Collect waste
3 people
63
Wash dishes
4 people
64
Clean the kitchen
3 people
65
Wipe down tables
3 people
66
Remove decorations
3 people
67
Stack chairs
3 people
68
Fold up the tables
3 people
69
Clean the floor
2 people
70
Clean the restrooms
2 people
71
Pack equipment
2 people
72
Pack leftover food
2 people
73
Conduct the final venue check
2 people
74
Gather borrowed items
2 people
75
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Gift table
Stoolsqty 6
Clothing rack

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 75
Dinner knivesqty 75
Dinner forksqty 75
Serving spoonsqty 12

Kitchen

Serving plattersqty 12
Serving trays with lidsqty 6
Serving utensilsqty 12
Cutting boardsqty 4
Chef's knivesqty 3
Measuring cupsqty 3
Mixing bowlsqty 5
Corkscrewsqty 3
Bottle openersqty 3
Thermos flasksqty 4
Water jugsqty 8
Drink dispensersqty 3
Coolersqty 5

Equipment

Portable speakersqty 2
Microphone
Microphone stand
Music player
Extension cordsqty 5
Power stripsqty 4
Chargersqty 3

Lighting

String lightsqty 6
LED lampsqty 8
String lightsqty 4

Decorations

Table runnersqty 8
Cloth napkinsqty 75
Flower arrangementsqty 8
Candle holdersqty 16
LED candlesqty 32
Balloonsqty 80
Balloon ribbonqty 2
Ropeqty 2
Welcome sign
Table cardsqty 8
Name badgesqty 70
Photo framesqty 8
Gift card box

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Spongesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Close registrations and create the final guest list at least 7 days before the party. Use it to confirm dietary requirements and calculate seating, plates, glasses and drinks instead of relying on early invitation numbers.
Confirm the venue, tables, chairs and sound system 2–3 weeks ahead. Check where the dance floor, buffet tables, gift table and coffee station will go so furniture does not end up blocking the speakers or dancing area.
Build the music plan around the opening dance, then check the playlist and speakers 3–5 days before the event. Practise the opening dance at least twice in the final week, including the song start and stopping point.
Do the main shopping 1–2 days before the party, store non-perishables immediately and keep fresh produce cool. Chill drinks several hours before guests arrive; water jugs and drink dispensers should be ready before the first dance.
Open and check the venue at least 3 hours before guests arrive. Set tables and chairs first, prepare the buffet and coffee station next, and clear the dance floor last so setup does not leave bags, boxes or furniture in the way.

Frequently asked questions

How far in advance should I plan a wedding dance party?: Start the guest list and venue planning 6–8 weeks ahead. Confirm the final guest list, dietary requirements, furniture and deliveries no later than 7 days before the party.
How much time do I need to set up a wedding dance party?: Allow at least 3 hours at the venue for checking the room, setting tables and chairs, arranging food and testing the sound system. Add extra time if deliveries arrive separately.
When should I chill drinks for a wedding dance party?: Chill bottled and canned drinks for several hours before guests arrive. Prepare water jugs and drink dispensers during setup so water is available before the music and dancing begin.
When should we practise the opening dance?: Practise at least twice during the final week and once more on the day if possible. Check the exact song version, starting cue and available dance-floor space before guests enter.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!