Opening reception checklist: what to arrange and when

An opening reception runs smoothly when guest numbers, catering and room setup are settled in the right order. Start by confirming the location and date, then send invitations early enough to process registrations and collect dietary requirements. In the final days, confirm the menu, shopping list and venue booking, and keep drinks refrigerated. On the day, allow time for buffet tables, standing tables, the welcome desk, drinks bar and separate vegan and gluten-free snacks.

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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

Confirm location and date
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Confirm venue booking
Confirm the catering menu
2 people
Check the shopping list
Do the shopping
2 people
Store drinks refrigerated
2 people
Collect the flower arrangements
Prepare snacks
3 people
Set vegan snacks aside
2 people
Set aside gluten-free snacks
2 people
Prepare coffee and tea
2 people
Set up tables and chairs
3 people
Set up buffet tables
2 people
Set up high tables
2 people
Set out dishes and glasses
2 people
Arrange the buffet and snacks
3 people
Set up the drinks bar
2 people
Hang decorations
2 people
Place floral arrangements
Set up the welcome desk
2 people
Test the music
Check toilets

Event

Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Serve coffee and tea
2 people
Clear used dishes
2 people
Empty trash bins
Check toilets periodically
Say goodbye to guests
2 people

Aftercare

Pack leftovers safely
2 people
Collect tableware
3 people
Clear tables and chairs
3 people
Do the dishes
2 people
Clean the venue
3 people
Remove decorations
2 people
Return rental items
2 people
Take waste to the collection point
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

Set a registration deadline at least 7 days before the reception so you have time to create the final guest list and pass dietary requirements to the caterer.
Confirm the venue booking and catering menu 3–5 days before the event, then check whether the number of wine, water and champagne glasses matches the final guest count.
Buy or collect drinks no later than the day before and store them refrigerated; prepare coolers, ice cube trays and carafes before guests arrive.
Begin room setup at least 2 hours before opening time: place tables and chairs first, then arrange the buffet, high tables, welcome desk and drinks bar.
Prepare vegan and gluten-free snacks separately and label them before placing the main buffet, so guests can identify suitable food without asking during the reception.

Frequently asked questions

How early should I send opening reception invitations?: Send invitations 3–4 weeks before the reception. Set the reply deadline at least 7 days before the event, leaving time to process registrations and confirm dietary requirements.
When should I confirm the catering for an opening reception?: Confirm the menu and final guest numbers 3–5 days beforehand. Check vegan and gluten-free requirements at the same time, rather than trying to adjust the buffet on the event day.
How much time do I need to set up an opening reception?: Allow at least 2 hours for the room setup, and 30 extra minutes if furniture or equipment must be collected. Put out dishes, glasses and serving utensils only after the buffet tables are in position.
What should I prepare on the day of an opening reception?: Prepare snacks, coffee and tea, the drinks bar and the welcome desk before guests arrive. Keep a final 15-minute check for refrigerated drinks, separate dietary food, extension cords, waste bins and the welcome sign.

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