How to organise an opening reception

An opening reception works best when guest numbers, catering and the room layout are fixed in that order. Start by confirming the venue and date, then send invitations early enough to process registrations and dietary requirements. In the final week, lock the guest list, menu and shopping list. On the day, set up the welcome desk, buffet, drinks bar and standing tables before guests arrive, with chilled drinks and separate vegan and gluten-free snacks ready to serve.

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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 location and date
2
Draft invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Create final guest list
7
Confirm venue booking
8
Confirm the catering menu
2 people
9
Check the shopping list
10
Do the shopping
2 people
11
Store drinks refrigerated
2 people
12
Collect the flower arrangements
13
Prepare snacks
3 people
14
Set vegan snacks aside
2 people
15
Set aside gluten-free snacks
2 people
16
Prepare coffee and tea
2 people
17
Set up tables and chairs
3 people
18
Set up buffet tables
2 people
19
Set up high tables
2 people
20
Set out dishes and glasses
2 people
21
Arrange the buffet and snacks
3 people
22
Set up the drinks bar
2 people
23
Hang decorations
2 people
24
Place floral arrangements
25
Set up the welcome desk
2 people
26
Test the music
27
Check toilets

Event

28
Welcome guests
3 people
29
Take coats
2 people
30
Serve welcome drinks
3 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Restock the buffet
2 people
34
Serve coffee and tea
2 people
35
Clear used dishes
2 people
36
Empty trash bins
37
Check toilets periodically
38
Say goodbye to guests
2 people

Aftercare

39
Pack leftovers safely
2 people
40
Collect tableware
3 people
41
Clear tables and chairs
3 people
42
Do the dishes
2 people
43
Clean the venue
3 people
44
Remove decorations
2 people
45
Return rental items
2 people
46
Take waste to the collection point
47
Store leftover groceries

What to bring

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

Furniture

Standing tablesqty 8
Buffet tablesqty 3
Chairsqty 50
Clothes racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 80
Water glassesqty 80
Champagne glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Teaspoonsqty 50
Serving plattersqty 12
Serving tongsqty 10
Serving spoonsqty 8
Carafesqty 8
Serving traysqty 8
Ice cube traysqty 6

Equipment

Coolersqty 4
Coffee machinesqty 2
Thermos flasksqty 4
Bluetooth speakersqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Storage binsqty 10

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Welcome sign
Name badgesqty 70
Plate holdersqty 8

Lighting

Atmosphere lightsqty 6

Cleaning

Broomqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Send invitations at least three weeks before the reception and set a clear RSVP deadline. Use the final guest list to confirm dietary requirements and catering quantities rather than relying on rough estimates.
Confirm the venue booking and catering menu no later than one week before the event. This gives you time to adjust table numbers, glassware and serving equipment when the attendance changes.
Plan drinks in two stages: keep the main stock refrigerated and place only the first round on the bar. Prepare roughly two to three drinks per guest for the first hour, plus water in carafes.
Set up the room in a guest-flow order: welcome desk at the entrance, buffet tables nearby, standing tables throughout the room and the drinks bar away from the busiest doorway. Allow at least 30 minutes for this setup.
Separate vegan and gluten-free snacks before arranging the buffet, and label them clearly. Prepare coffee and tea in thermos flasks shortly before doors open so the welcome desk is not left unattended.

Frequently asked questions

How far in advance should I send invitations for an opening reception?: Send them three to four weeks before the reception, with an RSVP deadline around one week before the event. Use that deadline to create the final guest list and collect dietary requirements.
How many drinks do I need for an opening reception?: Allow two to three drinks per guest for the first hour, then adjust for the planned duration. Add water separately and keep reserve drinks chilled in coolers or a refrigerator rather than putting everything out at once.
When should I confirm the catering menu and guest numbers?: Confirm both about one week before the reception, after the RSVP deadline has passed. Recheck the final guest count, vegan options and gluten-free snacks before shopping or approving the catering order.
How long does it take to set up an opening reception?: Allow at least 60 to 90 minutes for a reception with buffet tables, standing tables, a drinks bar, decorations and a welcome desk. Finish the room layout first, then place dishes, glasses, food and drinks so nothing sits out unnecessarily long.

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