Wedding reception checklist: what to arrange and when

A wedding reception runs more smoothly when guest information, catering, drinks, furniture and setup are handled in a clear order. Start with the guest list and dietary requirements, then confirm the venue and suppliers before buying anything that can spoil. In the final days, check tableware, decorations, equipment and deliveries against the plan. On the day itself, leave enough time to open the venue, inspect the rooms and set up tables, chairs and service areas 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
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange the table layout
2 people
Confirm venue booking
Confirm catering
Create a music playlist
2 people
Plan photo moments
2 people
Schedule deliveries
Check the shopping list
2 people
Purchase drinks
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Sort decorations
2 people
Check tableware
2 people
Test equipment
2 people
Hand out task cards
Empty coolers
2 people
Open venue
2 people
Receive deliveries
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Lay table linen
3 people
Set tableware on the table
3 people
Set out cutlery
2 people
Set out glasses
2 people
Hang decorations
4 people
Place floral arrangements
2 people
Set up the welcome desk
2 people
Set up the gift table
2 people
Set out the guestbook
Chill drinks
3 people
Set up the bar
3 people
Prepare snacks
4 people
Set up coffee station
2 people
Set up buffet
4 people
Label diet meals
2 people
Connect music equipment
2 people
Test microphone
Check toilets
Place waste stations
2 people
Conduct final safety check
2 people

Event

Welcome guests
4 people
Serve welcome drinks
3 people
Receive gifts
2 people
Serve snacks
4 people
Refill drinks
3 people
Supervise the photo corner
Hand out toast glasses
2 people
Serve toast
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Cut the cake
2 people
Serve pastries
3 people
Serve coffee and tea
3 people
Clear the dance floor
2 people
Provide music
Announce the final round
See off guests
3 people

Aftercare

Chill leftovers
3 people
Collect tableware
4 people
Collect glasses
3 people
Sort waste
3 people
Clean the kitchen
4 people
Clean the restrooms
2 people
Remove decorations
4 people
Dismantle tables and chairs
4 people
Clean the venue
4 people
Pack equipment
2 people
Return rental items
2 people
Distribute leftover food
2 people
Collect lost and found items
Return keys

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Bar tableqty 2
Gift table
Guestbook table
Table linenqty 12
Chair coversqty 90

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 3
Mixing bowlsqty 5
Aluminum foilqty 2
Cling filmqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Speakersqty 2
Microphone
Music player
Power stripsqty 4
Extension cordsqty 4

Decorations

Flower arrangementsqty 12
Table décorqty 12
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
LED string lightsqty 6
Candlesqty 30
Candle holdersqty 15
Welcome sign
Table numbersqty 10
Photo frame
Photo propsqty 20
Guest book
Pen setqty 4

Lighting

LED lampsqty 8
Atmospheric lanternsqty 6

Catering

Cake knife
Cake stand
Drink dispensersqty 3
Ice packsqty 12
Ice tongsqty 2
Groceries

Cleaning

Waste binsqty 6
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Toilet brushesqty 2
Microfiber clothsqty 12

Tips

Send invitations early enough to allow time for replies, then process registrations and collect dietary requirements before confirming final catering numbers. A late dietary update can affect menus, serving labels and table arrangements.
Confirm the venue booking and catering separately, including delivery times and who receives each order. Schedule deliveries so food, furniture and drinks do not arrive while the room is being prepared.
Plan drinks by service point, not just by total quantity. Check that the bar table, coolers, ice cube trays, water glasses, wine glasses and champagne glasses are ready before the first guests arrive.
Set the room on paper before moving furniture. Mark the positions of tables, chairs, buffet tables, the gift table and guestbook table so the setup team can work from one layout instead of making decisions during setup.
Do a final equipment and tableware check at least one day before the reception. Test coffee machines and kettles, and count plates, cups, glasses, cutlery and serving utensils before fresh groceries and chilled items are collected.

Frequently asked questions

How far in advance should I send wedding reception invitations?: Send them early enough to give guests a clear reply deadline and leave time to process registrations. Set the final guest count and dietary requirements before confirming catering quantities, preferably several weeks before the reception.
How many drinks should I buy for a wedding reception?: Plan around two to three drinks per person for the first hour, then about one drink per person per hour after that. Add water throughout the event and keep chilled drinks in coolers with enough ice ready before guests arrive.
When should I buy food for a wedding reception?: Buy non-perishable items several days in advance and check them against the shopping list. Purchase fresh groceries as close to the reception as practical, then schedule deliveries so chilled food reaches the venue before service begins.
How early should the venue be opened for wedding reception setup?: Allow at least three hours for a reception with tables, chairs, buffet furniture, decorations, tableware and equipment to arrange. Open the venue early enough to receive deliveries, check the rooms and correct the layout before guests arrive.

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.