Rehearsal Dinner Checklist

A rehearsal dinner brings together wedding-party logistics and a proper meal, so small omissions can become awkward quickly. Use this checklist to work from guest information and dietary requirements through the menu, reservation, deliveries and shopping. Leave time to check plates, glasses, tables and chairs, then test lighting, presentations and coffee service before guests arrive. The final setup is easier when drinks are chilled, dry goods are sorted and speeches are collected in advance.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Provide dietary requirements
Finalize the menu
2 people
Confirm reservation
Plan deliveries
Check the shopping list
2 people
Do the shopping
2 people
Collect fresh produce
Chill drinks
2 people
Sort dry goods
Check tableware
Check glasses
Work out table arrangement
2 people
Make name badges
Create menus
Compile music list
Collect speeches
Check presentations
Test the lighting
2 people
Inspect venue
2 people
Set out chairs
3 people
Set up tables
3 people
Set table linen
2 people
Set out tableware
2 people
Set out cutlery
2 people
Set out glasses
2 people
Place name tags
Place menus
Set up decorations
2 people
Distribute flowers
2 people
Set up buffet
3 people
Set up the bar
2 people
Set up coffee station
Connect the technical equipment
2 people
Test the music
Restock toiletries
Place waste bins
Prepare the kitchen
2 people
Wash vegetables
2 people
Prepare salads
2 people
Portion the dessert
2 people
Prepare snacks
2 people
Prepare hot dishes
3 people
Label diet meals
Clear the coat check
Brief reception team
2 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Escort guests to their table
2 people
Serve snacks
2 people
Refill drinks
2 people
Open the buffet
Serve starter
3 people
Serve the main course
3 people
Serve diet meals
2 people
Clear plates
3 people
Serve coffee and tea
2 people
Serve dessert
2 people
Guide speeches
Operate the music
See off guests
2 people

Aftercare

Pack leftovers
2 people
Collect tableware
3 people
Collect glasses
2 people
Clear tables
3 people
Sort waste
2 people
Clean the kitchen
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the venue
3 people
Check stock
Return rental items
2 people
Empty the coolers
2 people
Disconnect equipment
2 people
Collect lost and found items
Take out general waste
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Bar
Coat rackqty 2
Stoolsqty 4

Tableware

Dinner platesqty 40
Deep platesqty 40
Dessert platesqty 40
Coffee cupsqty 40
Water glassesqty 45
Wine glassesqty 45
Champagne glassesqty 40
Coffee spoonsqty 40
Dinner knivesqty 40
Dinner forksqty 40
Coffee spoonsqty 40
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 6
Roasting pansqty 3
Baking dishesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2
Cling filmqty 2
Coolersqty 3
Ice cube traysqty 4

Equipment

Coffee makerqty 2
Kettleqty 2
Food warmersqty 4
Refrigeratorsqty 2
Bluetooth speaker
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 6
Napkinsqty 45
Name badgesqty 40
Menusqty 40
Flower arrangementsqty 6
Vasesqty 6
Candlesqty 24
Candle holdersqty 12
String lightsqty 4

Lighting

Standing lampsqty 2

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Dish brushesqty 3
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the final guest count and dietary requirements at least 7 days before the dinner. Give the kitchen the updated information, including allergies and vegetarian or other meal needs, rather than relying on guests to explain them on arrival.
Finish the menu and reservation before planning deliveries. Schedule fresh produce to arrive close to service, while dry goods, drinks and serving equipment can be checked and stored earlier.
Plan drinks by service period: chill wine and other cold drinks several hours ahead, and prepare ice before guests arrive. Keep coolers available so bottles do not warm up while the bar is busy.
Set the room at least 2 hours before dinner. Check the table arrangement, name badges, menus, chairs, tableware and glasses together so missing items are found before the wedding party arrives.
Collect speeches and test presentations, lighting and music no later than the afternoon before. Keep the final files and running order in one place, and allow 30 minutes for a technical recheck on the day.

Frequently asked questions

When should I send rehearsal dinner invitations?: Send them 4 to 6 weeks before the dinner, with an RSVP deadline about 14 days before it. This gives you time to process responses, collect dietary requirements and confirm the final menu and reservation.
How far in advance should I confirm the rehearsal dinner menu?: Confirm the menu at least 2 weeks before the dinner, then send the final guest count and dietary requirements to the kitchen 7 days beforehand. Recheck the order after the RSVP deadline.
How early should I set up a rehearsal dinner?: Start room setup at least 2 hours before guests arrive, and allow another 30 minutes for lighting, music, presentations and coffee equipment. Chill drinks several hours ahead rather than during setup.
How many glasses and plates do I need for a rehearsal dinner?: Plan one complete place setting per confirmed guest, plus 5 to 10% spare plates, forks, knives and glasses. Count wine, water, champagne and coffee cups separately because they are used at different points in the meal.

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.