How to organise a wedding drinks reception

Start by fixing the guest count, reception length and serving style before ordering anything. Then confirm dietary requirements, catering, drinks, glassware and the layout of tables, high tables and seating. Most problems happen when drinks are collected too late, refrigerators are full, or outdoor equipment has no weather or power plan. Work backwards from guest arrival so chilling, setup, flowers, music and final checks happen in the right order.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Finalise the guest list at least 10 days before the reception. Use that number to order food, glasses, chairs and drinks, while keeping dietary requirements visible for the caterer and anyone serving food.
For the first hour, allow roughly two to three drinks per guest, then about one drink per person per hour. Add water throughout the reception and arrange separate chilled storage for beer, wine and soft drinks rather than relying on one cooler.
Chill drinks the day before, not on the morning of the reception. Empty the refrigerators first, collect drinks early enough to cool them properly, and keep ice in containers that can be reached without blocking the serving area.
Set the room or tent in guest-flow order: drinks and glasses near the entrance, food on separate buffet tables, waste containers where people can see them, and coffee equipment away from the main queue. Leave clear access for serving platters and replenishment.
Check the practical details two hours before guests arrive: tableware, charged speakers, microphone, extension cords, toilets, waste containers and the weather setup. A party tent, power strips and a backup indoor layout should be ready before the forecast becomes a problem.

Frequently asked questions

How many drinks do I need for a wedding drinks reception?: Plan for two to three drinks per guest in the first hour, then one drink per guest per hour. Add water for the full reception and increase the total if the event lasts more than two hours or takes place in warm weather.
When should I send wedding drinks reception invitations?: Send invitations around 8 to 12 weeks before the reception. Set the RSVP deadline at least 3 weeks before the event so you can confirm the final guest list, dietary requirements, catering and drink quantities.
When should I chill drinks for a wedding reception?: Chill the main drinks the day before. Put last-minute purchases into coolers or refrigerators at least 4 to 6 hours before guests arrive, and keep enough ice available for serving and topping up.
How long before the reception should setup start?: Begin physical setup at least 4 hours before guest arrival, especially if you need a party tent, buffet tables, flowers and sound equipment. Complete the final checks, including toilets, waste containers and glassware, about 2 hours beforehand.