Reception checklist: what to arrange and when

A reception runs smoothly when guest numbers, food, drinks and room setup are confirmed before the first delivery arrives. Start with invitations and registration, then close the guest list early enough to give catering accurate numbers and prepare dietary information. In the final week, print directions, the programme and name badges, check permits and review the weather forecast. On the day, allow time to inspect the rooms, receive deliveries, chill drinks and arrange tables, chairs and serving points 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

Send invitations
Register sign-ups
Send reminder
Collect dietary requirements
Close registrations
Check the guest list
Create a dietary overview
Reserve venue
Book catering
Arrange music
Reserve chairs and tables
Check permits
Print the program
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Mark allergens
Print directions
Check the weather forecast
Open venue
2 people
Inspect the rooms
2 people
Receive deliveries
2 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
2 people
Set up the reception table
2 people
Set out tableware
2 people
Set out glasses
2 people
Set up coffee station
2 people
Set up drink station
2 people
Display snacks
3 people
Set dietary options aside
2 people
Hang up decorations
2 people
Test the lighting
2 people
Test the music
Check toilets
Place waste bins
Brief reception team
4 people
Briefing for the catering team
4 people

Event

Welcome guests
3 people
Check attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Wipe down tables between uses
2 people
Check toilets periodically
Empty trash bins
Serve farewell drinks
2 people
See off guests
2 people

Aftercare

Turn off the music
Store food safely
2 people
Clear away drinks
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Dispose of waste
2 people
Clean the floors
2 people
Clean the restrooms
Lock up the venue
2 people
Return materials
2 people
Clear away leftover stock
Return borrowed items

What to bring

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

Furniture

Reception tablesqty 8
Tall cocktail tablesqty 8
Chairsqty 40
Buffet tablesqty 4
Reception desk
Coat racksqty 2

Tableware

Wine glassesqty 100
Water glassesqty 100
Champagne glassesqty 90
Coffee cupsqty 60
Platesqty 120
Cake platesqty 100
Forksqty 120
Knivesqty 100
Teaspoonsqty 80
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving jugsqty 6
Serving tongsqty 8
Serving spoonsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Food containersqty 12
Allergen labelsqty 40

Decorations

Tableclothsqty 16
Napkin holdersqty 12
Flower arrangementsqty 8
Welcome sign
Program boardsqty 4
Name card holdersqty 4
Name badgesqty 100
Badge holdersqty 100
Pensqty 20
Tapeqty 4
Scissorsqty 4
Ropeqty 2
Clothes hangersqty 100
Cloakroom numbersqty 100
Photo framesqty 8

Equipment

Speakersqty 2
Microphone
Microphone stand
Power stripsqty 6
Extension cordsqty 6
Laptop
Music player
Chargersqty 4

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4
Spongesqty 8
Microfiber clothsqty 12
Rubber squeegee

Catering

Groceries
Wine openersqty 4
Bottle openersqty 4
Corkscrewsqty 2
Water carafesqty 12
Drink dispensersqty 4
Milk jugsqty 6
Sugar bowlsqty 6
Ice packsqty 16
Serving plattersqty 16
Food warmersqty 4
Thermometerqty 2

Tips

Close registrations before placing the final catering order. Use the confirmed guest list to create one dietary overview and mark allergens clearly at the buffet.
Plan separate areas for the reception desk, coats, food and drinks. This prevents queues from forming around one table and makes it easier to welcome guests while catering is being set up.
Count glassware and serving equipment before the event, not when the first delivery arrives. A reception may need wine, water and champagne glasses as well as coffee cups, plates and serving trays.
Chill drinks as soon as they arrive and keep a backup cooling option available. Drinks that are delivered shortly before opening often need more time than expected to reach serving temperature.
Set up the room in stages: inspect the venue first, receive and check deliveries, then place tables, chairs, tablecloths and buffet equipment. Leave a clear route for staff carrying hot food and drinks.

Frequently asked questions

How far in advance should I send reception invitations?: Send invitations at least 4 to 6 weeks before the reception. Set a registration deadline about 10 to 14 days before the event so you can confirm catering, seating and dietary requirements.
When should I close reception registrations?: Close registrations 10 to 14 days before the reception whenever catering needs a final headcount. Check the guest list again 2 to 3 days before the event and send a reminder to anyone who has not responded.
How early should I set up a reception venue?: Open the venue at least 3 to 4 hours before guests arrive. Use the first hour for room inspection and deliveries, the next 1 to 2 hours for tables, chairs and buffet setup, and keep the final 30 minutes for drinks and last checks.
How many glasses do I need for a reception?: Plan at least 2 glasses per guest for a short reception, usually one for water and one for the main drink. Add 10 to 15% extra glassware for breakage, replacements and guests using more than one serving point.

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