How to organise a wedding reception

Start by fixing the date and venue, then build the guest list and invitation process around the space available. Track registrations and dietary requirements before confirming the final headcount, because catering, seating, rentals and tableware all depend on it. In the final week, check deliveries, shopping and the cake pickup rather than leaving them to the wedding day. On the day itself, allow time to ventilate the rooms, arrange tables and chairs, chill drinks and prepare the buffet 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
Confirm date and location
2 people
2
Compile the guest list
2 people
3
Design invitations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Determine the final number of guests
2 people
8
Create catering menu
2 people
9
Confirm venue booking
10
Confirm rental reservation
11
Create music playlist
12
Print the program
13
Create the seating plan
2 people
14
Check deliveries
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Collect fresh produce
2 people
18
Picking up the cake
2 people
19
Chill drinks
2 people
20
Prepare snacks
4 people
21
Sort tableware
2 people
22
Open venue
2 people
23
Ventilate the rooms
2 people
24
Set up tables
4 people
25
Set up chairs
4 people
26
Set table linen
3 people
27
Set out tableware
3 people
28
Lay out cutlery
3 people
29
Set out glasses
2 people
30
Set up buffet
4 people
31
Arrange snacks
3 people
32
Set up cake table
2 people
33
Hang decorations
3 people
34
Place floral arrangements
2 people
35
Place name tags
2 people
36
Set up the welcome desk
2 people
37
Set up the cloakroom
2 people
38
Test the music
2 people
39
Test the lighting
2 people
40
Check toilets
2 people
41
Place waste stations
2 people
42
Give staff briefing
2 people

Event

43
Welcome guests
4 people
44
Serve welcome drinks
4 people
45
Escort guests to tables
2 people
46
Serve snacks
4 people
47
Refill drinks
3 people
48
Collect glasses
2 people
49
Open the buffet
2 people
50
Restock the buffet
3 people
51
Serve diet meals
2 people
52
Clear tables
3 people
53
Serve coffee and tea
3 people
54
Cut the cake
2 people
55
Serve cake
3 people
56
Provide music
57
Keep the dance floor clear
58
Check toilets periodically
2 people
59
Empty trash bins
2 people
60
Manage the cloakroom
2 people
61
Announce the final round
62
See off guests
3 people

Aftercare

63
Clear away drinks
3 people
64
Collect tableware
4 people
65
Sort waste
2 people
66
Wipe down tables
3 people
67
Clean the kitchen
3 people
68
Clean the restrooms
2 people
69
Remove decorations
3 people
70
Dismantle furniture
4 people
71
Clean the venue thoroughly
4 people
72
Pack supplies
2 people
73
Collect lost and found items
74
Return rental items
2 people
75
Distribute leftover food
2 people

What to bring

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

Furniture

Buffet tablesqty 4
Dining tablesqty 10
Chairsqty 90
High tablesqty 6
Table service tableqty 2
Coat racksqty 2
Stoolsqty 12

Tableware

Dinner platesqty 100
Pastry platesqty 100
Coffee cupsqty 90
Wine glassesqty 120
Water glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Serving traysqty 12
Soup bowlsqty 20

Decorations

Tableclothsqty 10
Napkinsqty 120
Chair coversqty 90
Name badgesqty 90
Menusqty 12
Welcome sign
Photo framesqty 12
Flower vasesqty 12
Artificial flower arrangementsqty 12
Balloon archesqty 2
String lightsqty 8
Confetti cannonsqty 4
Table numbersqty 10
Ring cushion
Guest book
Pensqty 6

Equipment

Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Hot platesqty 4
Bluetooth speakersqty 2
Microphone
Laptop
Extension cordsqty 6
Power stripsqty 6
Mobile phone chargersqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Serving plattersqty 12
Cake knife
Cake stand
Aluminum foilqty 3
Cling filmqty 3
Paper towel rollsqty 8

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Spongesqty 10
Microfiber clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 4

Lighting

LED lampsqty 12
Lanternsqty 8
Tealight holdersqty 30
Batteriesqty 24

Catering

Groceries

Tips

Set a firm RSVP deadline at least 3 weeks before the reception. Use the final guest count to confirm the menu, seating plan, rental quantities and dietary requirements instead of estimating separately.
Create the seating plan only after registrations have been processed. Print a few spare menus and keep the plan accessible to the person arranging dining tables, chairs and name details.
Check every delivery when it arrives, including buffet tables, tablecloths, dinnerware, glasses and serving utensils. Count items against the reservation before the venue setup begins, when missing pieces are hardest to replace.
Collect fresh produce and pick up the cake as late as practical, but schedule both before guests arrive. Chill drinks for several hours and leave enough refrigerator or ice capacity for the full reception.
Give the setup team a written order and a start time. Open and ventilate the venue first, arrange tables and chairs next, then add table settings, decorations, welcome signage and the food service area.

Frequently asked questions

How far in advance should I plan a wedding reception?: Confirm the date and location first, then allow at least 6 to 8 weeks for invitations, registrations and dietary information. Finalise the guest count and catering details about 3 weeks before the reception.
When should I send wedding reception invitations?: Send invitations around 8 to 12 weeks before the reception and set an RSVP deadline 3 weeks before the event. That gives you time to process registrations, update the seating plan and confirm catering quantities.
How many glasses and plates do I need for a wedding reception?: Plan one dinner plate and one dinner cutlery set per seated guest, plus pastry plates for cake and separate wine, water and champagne glasses where those drinks are served. Add at least 10% spare tableware so breakage, late additions and items still being washed do not disrupt service.
When should I set up the wedding reception venue?: Allow at least 3 to 4 hours for a reception with dining tables, chairs, buffet service and decorations. Open and ventilate the rooms first, check deliveries next, and finish with chilled drinks, fresh food and the cake before guests arrive.

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.