Wedding reception checklist: what to arrange and when

A wedding reception runs smoothly when guest numbers, food, rentals and room setup are handled in the right order. Start with the date, venue and guest list, then use the confirmed headcount to finalise catering, seating and tableware. In the final week, check deliveries, complete the shopping and collect fresh food. On the day, allow time to ventilate the rooms, arrange tables and chairs, chill drinks and set out service items 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

Confirm date and location
2 people
Compile the guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine the final number of guests
2 people
Create catering menu
2 people
Confirm venue booking
Confirm rental reservation
Create music playlist
Print the program
Create the seating plan
2 people
Check deliveries
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Picking up the cake
2 people
Chill drinks
2 people
Prepare snacks
4 people
Sort tableware
2 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set table linen
3 people
Set out tableware
3 people
Lay out cutlery
3 people
Set out glasses
2 people
Set up buffet
4 people
Arrange snacks
3 people
Set up cake table
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Place name tags
2 people
Set up the welcome desk
2 people
Set up the cloakroom
2 people
Test the music
2 people
Test the lighting
2 people
Check toilets
2 people
Place waste stations
2 people
Give staff briefing
2 people

Event

Welcome guests
4 people
Serve welcome drinks
4 people
Escort guests to tables
2 people
Serve snacks
4 people
Refill drinks
3 people
Collect glasses
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Serve coffee and tea
3 people
Cut the cake
2 people
Serve cake
3 people
Provide music
Keep the dance floor clear
Check toilets periodically
2 people
Empty trash bins
2 people
Manage the cloakroom
2 people
Announce the final round
See off guests
3 people

Aftercare

Clear away drinks
3 people
Collect tableware
4 people
Sort waste
2 people
Wipe down tables
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Remove decorations
3 people
Dismantle furniture
4 people
Clean the venue thoroughly
4 people
Pack supplies
2 people
Collect lost and found items
Return rental items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Buffet tablesqty 4
Dining tablesqty 10
Chairsqty 90
High tablesqty 6
Table service tableqty 2
Coat racksqty 2
Stoolsqty 12

Tableware

Dinner platesqty 100
Pastry platesqty 100
Coffee cupsqty 90
Wine glassesqty 120
Water glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Serving traysqty 12
Soup bowlsqty 20

Decorations

Tableclothsqty 10
Napkinsqty 120
Chair coversqty 90
Name badgesqty 90
Menusqty 12
Welcome sign
Photo framesqty 12
Flower vasesqty 12
Artificial flower arrangementsqty 12
Balloon archesqty 2
String lightsqty 8
Confetti cannonsqty 4
Table numbersqty 10
Ring cushion
Guest book
Pensqty 6

Equipment

Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Hot platesqty 4
Bluetooth speakersqty 2
Microphone
Laptop
Extension cordsqty 6
Power stripsqty 6
Mobile phone chargersqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Serving plattersqty 12
Cake knife
Cake stand
Aluminum foilqty 3
Cling filmqty 3
Paper towel rollsqty 8

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Spongesqty 10
Microfiber clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 4

Lighting

LED lampsqty 12
Lanternsqty 8
Tealight holdersqty 30
Batteriesqty 24

Catering

Groceries

Tips

Set the final guest count before confirming the catering menu, rental quantities or seating plan. Recheck dietary requirements at the same time so special meals are not missed.
Send invitations early enough to leave time for registrations and follow-up. Set a clear RSVP deadline, then reserve several days to contact guests who have not replied.
Check every delivery against the rental and shopping lists as soon as it arrives. Missing chairs, glasses, serving trays or tablecloths are much harder to replace on the reception day.
Collect fresh produce and pick up the cake as late as practical, while still leaving enough time for safe transport and storage. Chill drinks before guests arrive rather than relying on the first hour of service.
Allow at least 60–90 minutes for opening and setting up the venue. Ventilate the rooms first, then place tables and chairs, organise tableware and finish the welcome sign, menus and seating plan.

Frequently asked questions

When should I send wedding reception invitations?: Send them early enough to collect registrations and dietary requirements before you need the final headcount. A practical deadline is 4–6 weeks before the reception, leaving several days for follow-up.
How many drinks should I plan for a wedding reception?: For the first hour, plan on 2–3 drinks per guest, then about 1 drink per person per hour afterward. Add water for the full reception and keep chilled drinks ready before guests enter.
When should I finalise the wedding reception seating plan?: Finalise it after the RSVP deadline and once the guest count is confirmed, usually 1–2 weeks before the reception. Print the plan and menus only after late changes have been checked.
How long does it take to set up a wedding reception?: Allow at least 60–90 minutes for a basic setup with tables, chairs, tablecloths, tableware and decorations. Add more time if deliveries need checking or the room includes a buffet, music area and seating plan.

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.