Wedding reception checklist and planning guide

A wedding reception involves more than booking a venue and choosing a menu. You also need to track guest registrations, dietary requirements, transport, seating, speeches, music, drinks and every item needed at the tables. Start with the fixed bookings, then work through guest information and layout details before ordering food, flowers, decorations and rentals. Use the final checks to catch missing tableware, printed materials and shelf-stable supplies before the reception day.

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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

Set the date and guest list
2 people
Reserve venue
Book catering
Reserve photographer
Arrange music
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange transportation for guests
Arrange the table layout
2 people
Confirm menu choices
Order cake
Order flowers
Purchase decorations
2 people
Determine beverage stock
2 people
Confirm rental items
Compile the music program
2 people
Collect speeches
Print the run sheet
Make name badges
2 people
Create table numbers
Check the playlist
Check the shopping list
2 people
Buy stock of shelf-stable products
2 people
Buy drinks and ice
2 people
Buy fresh produce
2 people
Collect cake and flowers
2 people
Check the venue
2 people
Arrange keys and access
Set up tables and chairs
4 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Set out glasses
2 people
Set table linen
2 people
Place table decorations
3 people
Hang decorations
3 people
Set up the welcome desk
2 people
Set out the guestbook
Connect music equipment
2 people
Test microphone
2 people
Check the lighting
2 people
Chill drinks
3 people
Distribute ice
2 people
Prepare snacks
3 people
Prepare the buffet
4 people
Set up coffee station
2 people
Set up cake-cutting table
2 people
Check toilets
Place waste stations
2 people
Do the final safety check
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Escort guests to tables
2 people
Serve snacks
3 people
Refill drinks
2 people
Provide music
Guide speeches
Open the buffet
2 people
Refill buffet
3 people
Clear away dishes
3 people
Serve coffee and tea
2 people
Cut the cake
2 people
Serve cake
3 people
Clear the dance floor
2 people
Announce the final round
See off guests
3 people

Aftercare

Store food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Dismantle music equipment
2 people
Dismantle lighting
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Sort borrowed items
2 people
Pack return materials
2 people
Return rental items
2 people
Distribute leftover food
2 people
Take waste to collection
2 people
Collect lost property
Return keys
Return photo equipment
Thank the guests
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Tablecloth tablesqty 8
Coat racksqty 2
Umbrella binsqty 2

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Coffee spoonsqty 70
Serving utensilsqty 12
Serving plattersqty 12
Cake serving plattersqty 4
Carafesqty 10
Coffee potsqty 4
Thermos flasksqty 4

Decorations

Table runnersqty 8
Cloth napkinsqty 70
Name badgesqty 70
Table numbersqty 8
Guest book
Pensqty 6
Balloonsqty 80
Balloon ribbonqty 2
Balloon pumpqty 2
Buntingqty 10
Flower vasesqty 12
Table decorationsqty 12
Welcome sign
Photo framesqty 8
Cake stand
Cake knife

Equipment

Speakersqty 2
Music player
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Party tent

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 3
Mixing bowlsqty 4
Aluminum foilqty 2
Cling filmqty 2
Serving tongsqty 8
Storage binsqty 12
Ice packsqty 12

Cleaning

Bucketsqty 3
Cleaning glovesqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Trash binsqty 6

Catering

Groceries

Tips

Set the date, guest list and venue before confirming catering or transport. Catering numbers should be based on processed registrations and collected dietary requirements, not on the first invitation list.
Confirm the table layout before creating table numbers or ordering table linens. Count tables, chairs, buffet tables and high tables against the layout, then check that coat racks and umbrella bins have a practical position.
Plan drinks by service period rather than buying one mixed stockpile. For the first hour, allow roughly two to three drinks per guest, then adjust the remaining wine, water and other beverages to the meal and reception length.
Finish the run sheet, music programme and speeches at least one week before the reception. Print the final run sheet and check the playlist again after the last speech and timing changes.
Do a tableware and supply count two to three days before setup. Check plates, glasses, cutlery, serving utensils, platters, carafes, coffee equipment, napkins, pens and the guest book rather than assuming the rental order is complete.

Frequently asked questions

When should I send wedding reception invitations?: Send invitations about 8 to 12 weeks before the reception, or earlier if many guests need to arrange travel. Set the registration deadline at least 3 to 4 weeks before the event so catering, seating and transport can be confirmed.
How much alcohol do I need for a wedding reception?: For the first hour, plan on approximately two to three drinks per guest. For each additional hour, allow around one drink per person, then add water, coffee and non-alcoholic options based on the menu and guest group.
When should I finalise the wedding reception seating plan?: Finalise the seating plan 2 to 3 weeks before the reception, after registrations and dietary requirements are processed. Keep a final check 3 to 5 days before the event for late changes, then print table numbers and the run sheet.
What should I check the day before a wedding reception?: Check the venue layout, rental items, tableware, drinks, decorations, flowers, cake arrangements, printed materials, speeches and music. Also verify transport times and place shelf-stable supplies where they can be found quickly during setup.

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.