Wedding drinks reception checklist

A drinks reception has a short service window, so timing matters more than having a complicated menu. This checklist takes you from the guest list and dietary information through catering, flowers, drinks, music and venue setup. It also covers the tasks that are easy to leave too late, such as chilling bottles, checking power for sound equipment and making space in the refrigerators. Use it to work out what must be ordered, collected and completed 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

Compile guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Create final guest list
2 people
Order catering
2 people
Order flowers
Put together the music
Determine the table layout
2 people
Report allergies
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Pick up drinks
2 people
Pick up flowers
Pick up snacks
2 people
Empty the refrigerators
2 people
Chill drinks
2 people
Check tableware
2 people
Charge equipment
Vacuum the Venue
2 people
Check toilets
Set up waste containers
Set up party tent
4 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
3 people
Set up the drink station
2 people
Set up coffee station
2 people
Lay out crockery and cutlery
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Put up the welcome sign
Set out the guestbook
Connect the music
2 people
Test microphone
2 people
Test the lighting
2 people
Portion snacks
3 people
Set aside allergen-free snacks
2 people
Prepare coffee and tea
2 people
Fill coolers
2 people
Restock toilets

Event

Staff the reception desk
2 people
Welcome guests
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Restock the buffet
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect glasses
2 people
Clear away dirty plates
2 people
Empty trash bins
Check toilets periodically
Operate the music
Operate lighting
Serve the last round
2 people
See off guests
2 people

Aftercare

Store food and drinks safely
2 people
Take down the decorations
3 people
Take down tables and chairs
4 people
Take down the party tent
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the venue
3 people
Dispose of waste
2 people
Gather borrowed items
2 people
Clean equipment
2 people
Check the supplies
2 people
Return rental items
2 people

What to bring

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

Furniture

Party tent
Tablesqty 8
High tablesqty 4
Chairsqty 60
Buffet tablesqty 3
Table skirtsqty 8

Tableware

Wine glassesqty 72
Beer glassesqty 60
Water glassesqty 72
Champagne glassesqty 72
Coffee cupsqty 60
Platesqty 90
Cake platesqty 72
Cutlery setsqty 90
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 3
Teapotsqty 2
Water carafesqty 8
Ice spoonsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Beer coolersqty 2
Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Lighting

String lightsqty 6
LED lampsqty 8
Table lanternsqty 6

Decorations

Flower vasesqty 8
Flower arrangementsqty 8
Balloonsqty 100
Balloon pump
Balloon ribbonqty 2
Buntingqty 4
Candlesqty 24
Candle holdersqty 12
Welcome sign
Guest book
Pensqty 4
Photo framesqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Serving plattersqty 8
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Spongesqty 6
Dish brushesqty 3
Hand soap dispensersqty 3
Pedal binsqty 4

Catering

Groceries

Tips

Finalise the guest list before ordering catering, drinks or glassware. Send invitations early enough to allow time for registrations, then set a firm deadline for dietary requirements and allergies.
Plan drinks in service order: chill what will be served first, prepare water in carafes, and keep coolers or beer coolers accessible to the people serving. Do not leave chilling all bottles until the reception morning.
Check the table layout against the number of high tables, seated tables, buffet tables and chairs. Leave clear routes to the drinks, snacks and toilets so queues do not block the entrance.
Test every powered item before setup is complete. Charge the speakers and microphone, check extension cords and power strips, and keep coffee machines and kettles on circuits that can handle them.
Use the weather forecast to make the final call on the party tent. If it may be needed, allow time to set it up, secure it and move tables, flowers and serving equipment under cover before guests arrive.

Frequently asked questions

How far in advance should I send wedding drinks reception invitations?: Send invitations far enough ahead to collect registrations and dietary requirements before ordering catering. Set the RSVP deadline at least 3 to 4 weeks before the reception, leaving time to create the final guest list.
How many glasses do I need for a wedding drinks reception?: Allow at least one wine, beer or champagne glass per guest for each planned serving style, plus water glasses. Add around 10% extra, so a reception for 80 guests needs at least 88 of each glass type used.
When should I chill drinks for a wedding reception?: Move drinks into refrigerators, coolers or beer coolers at least 12 hours before serving. Clear the refrigerators first; large bottles and cases often need more space than expected.
How early should I set up a wedding drinks reception?: Begin venue setup 3 to 4 hours before guests arrive. This gives you time to place tables and tableware, arrange flowers and snacks, test music and the microphone, check toilets and deal with weather changes.

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.