How to organise a wedding reception

Start with the guest list and work forward from confirmed numbers. Those numbers affect catering, table layouts, drinks, glassware and the amount of equipment you need. Confirm the venue and catering before buying fresh food or scheduling deliveries, then leave enough time to check dietary requirements and test coffee machines, kettles and other equipment. On the day, assign setup tasks, receive deliveries, and check each room 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
Compile guest list
2 people
2
Design invitations
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Arrange the table layout
2 people
7
Confirm venue booking
8
Confirm catering
9
Create a music playlist
2 people
10
Plan photo moments
2 people
11
Schedule deliveries
12
Check the shopping list
2 people
13
Purchase drinks
2 people
14
Do non-perishable shopping
2 people
15
Buy fresh groceries
2 people
16
Sort decorations
2 people
17
Check tableware
2 people
18
Test equipment
2 people
19
Hand out task cards
20
Empty coolers
2 people
21
Open venue
2 people
22
Receive deliveries
2 people
23
Check rooms
2 people
24
Set up tables
4 people
25
Set up chairs
4 people
26
Lay table linen
3 people
27
Set tableware on the table
3 people
28
Set out cutlery
2 people
29
Set out glasses
2 people
30
Hang decorations
4 people
31
Place floral arrangements
2 people
32
Set up the welcome desk
2 people
33
Set up the gift table
2 people
34
Set out the guestbook
35
Chill drinks
3 people
36
Set up the bar
3 people
37
Prepare snacks
4 people
38
Set up coffee station
2 people
39
Set up buffet
4 people
40
Label diet meals
2 people
41
Connect music equipment
2 people
42
Test microphone
43
Check toilets
44
Place waste stations
2 people
45
Conduct final safety check
2 people

Event

46
Welcome guests
4 people
47
Serve welcome drinks
3 people
48
Receive gifts
2 people
49
Serve snacks
4 people
50
Refill drinks
3 people
51
Supervise the photo corner
52
Hand out toast glasses
2 people
53
Serve toast
2 people
54
Open the buffet
2 people
55
Restock the buffet
3 people
56
Serve diet meals
2 people
57
Cut the cake
2 people
58
Serve pastries
3 people
59
Serve coffee and tea
3 people
60
Clear the dance floor
2 people
61
Provide music
62
Announce the final round
63
See off guests
3 people

Aftercare

64
Chill leftovers
3 people
65
Collect tableware
4 people
66
Collect glasses
3 people
67
Sort waste
3 people
68
Clean the kitchen
4 people
69
Clean the restrooms
2 people
70
Remove decorations
4 people
71
Dismantle tables and chairs
4 people
72
Clean the venue
4 people
73
Pack equipment
2 people
74
Return rental items
2 people
75
Distribute leftover food
2 people
76
Collect lost and found items
77
Return keys

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Bar tableqty 2
Gift table
Guestbook table
Table linenqty 12
Chair coversqty 90

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 3
Mixing bowlsqty 5
Aluminum foilqty 2
Cling filmqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Speakersqty 2
Microphone
Music player
Power stripsqty 4
Extension cordsqty 4

Decorations

Flower arrangementsqty 12
Table décorqty 12
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
LED string lightsqty 6
Candlesqty 30
Candle holdersqty 15
Welcome sign
Table numbersqty 10
Photo frame
Photo propsqty 20
Guest book
Pen setqty 4

Lighting

LED lampsqty 8
Atmospheric lanternsqty 6

Catering

Cake knife
Cake stand
Drink dispensersqty 3
Ice packsqty 12
Ice tongsqty 2
Groceries

Cleaning

Waste binsqty 6
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Toilet brushesqty 2
Microfiber clothsqty 12

Tips

Set a clear RSVP deadline before ordering food or arranging seating. Allow at least 7 days after the deadline to chase missing replies and record dietary requirements.
Plan the room around separate functions: dining tables, buffet tables, a bar table, gift table and guestbook table. Leave clear routes between them instead of filling every available space with chairs.
Schedule deliveries with a named person and a time window. Keep non-perishable shopping separate from fresh groceries, and check each delivery against the shopping list as it arrives.
Count tableware by place setting before setup, including dinner and dessert plates, forks, knives, water and wine glasses. Add a practical reserve rather than discovering missing items when dinner is being served.
Keep drinks cold without blocking access to the venue. Empty coolers before closing, prepare ice cube trays in advance, and test coffee machines and kettles before the reception starts.

Frequently asked questions

How far in advance should I send wedding reception invitations?: Send invitations around 8 to 12 weeks before the reception, or earlier if guests need to travel. Set the RSVP deadline at least 3 weeks before the event so catering and seating can be finalised.
When should I confirm the wedding reception venue and caterer?: Confirm both before buying food, drinks or decorations. Recheck the booking and catering details 7 days before the reception, including delivery access, serving times and dietary requirements.
How much time do I need to set up a wedding reception?: Allow at least 3 hours for tables, chairs, linen, decorations, tableware and equipment. Add 30 to 60 minutes for deliveries, room checks and fixing unexpected problems.
How many drinks should I plan for a wedding reception?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Buy or arrange the final quantities only after the guest count and serving plan are confirmed.

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.