Wedding reception checklist: plan it in the right order

A wedding reception involves more than confirming the meal and ordering flowers. You need to close the guest list, collect dietary requirements, coordinate the cake and drinks, and prepare the venue for guests arriving at the same time. This checklist puts those jobs in a practical order, from invitations and reservations to tables, lighting and music equipment. Use it to spot details that are easy to leave until the last day, such as glassware, parking spaces and cake pickup.

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

Finalize guest list
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm catering arrangements
Confirm the cake order
Order flowers
Compile the music playlist
Make reservations
Check the shopping list
Do the shopping
2 people
Pick up drinks
2 people
Pick up flowers
Picking up the cake
2 people
Check the venue
2 people
Clear parking spaces
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set table linen
2 people
Set up buffet tables
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Hang lighting
2 people
Connect music equipment
2 people
Test microphone
Fill coolers
2 people
Chill drinks
2 people
Set up the coffee corner
2 people
Set out tableware
2 people
Set out glasses
2 people
Prepare snacks
3 people
Prepare salads
2 people
Fill bread baskets
Keep cake refrigerated
2 people
Check toilets
Place waste bins
Set up the welcome desk

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
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
2 people
Cut the cake
2 people
Serve cake
3 people
Provide music
Manage microphone
Check lighting
Check toilets periodically
Empty trash bins
2 people
See off guests
2 people

Aftercare

Clear away the last drinks
2 people
Clear the buffet
3 people
Store food chilled
2 people
Collect tableware
3 people
Collect glasses
2 people
Sort waste
2 people
Take down tables
3 people
Clear away chairs
3 people
Remove decorations
2 people
Take down party tents
4 people
Disconnect equipment
2 people
Wash dishes
3 people
Clean the venue
3 people
Clean the restrooms
2 people
Empty the coolers
2 people
Distribute leftover food
2 people
Pack rental materials
2 people
Return rental items
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 3
Dining tablesqty 6
Folding chairsqty 85
High tablesqty 6
Tableclothsqty 12
Chair coversqty 85
Clothes racksqty 2

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
Dessert spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12
Cake knife
Cake forksqty 90

Decorations

Flower vasesqty 12
Flower arrangementsqty 12
Welcome sign
Table numbersqty 6
Menusqty 90
Place cardsqty 90
String lightsqty 8
Paper lanternsqty 20
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Guest book
Pens for the guestbookqty 4

Equipment

Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 4
Charging cablesqty 4
Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Cake stand

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Serving plattersqty 8
Aluminum foilqty 2
Cling filmqty 2
Storage boxesqty 20

Cleaning

Waste binsqty 6
Waste binsqty 3
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a firm RSVP deadline before confirming catering numbers. After registrations close, allow time to follow up with missing replies and record dietary requirements before giving the final guest count to the caterer.
Arrange cake and flower collection as separate timed jobs on the day. The cake needs a safe, level place and a cake knife and forks; flowers need vases ready before they are picked up.
Count tableware by use, not just by guest. For a meal with dessert and drinks, check dinner and dessert plates, forks and spoons, water, wine and champagne glasses, plus coffee cups and spoons.
Walk through the venue at least one week before the reception and check parking, table positions, buffet space and power for string lights and music equipment. Clear parking spaces and solve access problems before setup day.
Build the setup schedule around the largest items first: party tents, dining and buffet tables, then chairs and linen, followed by decorations, floral arrangements, lighting and the playlist connection. Keep a short list of who is responsible for each area so setup does not depend on the couple.

Frequently asked questions

How far in advance should I send wedding reception invitations?: Send them early enough to close registrations before you confirm catering and seating. Set the RSVP deadline at least 4 to 6 weeks before the reception, leaving time to contact guests who have not replied.
When should I confirm the wedding reception guest count with the caterer?: Confirm the final count after the RSVP deadline and after checking dietary requirements. Aim to send the caterer the confirmed number 2 to 3 weeks before the reception, unless their agreement requires an earlier deadline.
What should I prepare the day before a wedding reception?: Check the venue, shopping list, parking spaces and setup access the day before. Pick up or receive items that can be stored safely, while scheduling drinks, flowers and the cake close enough to the reception that they remain in good condition.
How many glasses and plates do I need for a wedding reception?: Start with one dinner plate and one dessert plate per guest, then add at least 10% spare pieces. For drinks, plan one water glass and one wine glass per guest, plus champagne glasses if a toast is planned; add extra glasses when washing or replacement access is limited.

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.