Wedding welcome party checklist

A welcome party sets the tone for the wedding weekend, but it usually happens alongside travel arrivals, dietary questions and last-minute changes. This checklist takes you from invitations and registrations to the final checks on food, drinks, flowers, furniture and tableware. Use it to keep the planning in order and to avoid problems such as missing glassware, an unfinished seating layout or drinks that still need collecting on the 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

Send invitations
Process registrations
Collect dietary requirements
Check the guest list
2 people
Finalize the menu
2 people
Calculate catering quantities
Order flowers
Order cake
Order snacks
Order drinks
Reserve tableware
Reserve furniture
Put together the music
Design welcome sign
Create the table layout
2 people
Write personal cards
2 people
Check the weather forecast
Set up indoor backup
2 people
Check the shopping list
2 people
Buy fresh groceries
2 people
Pick up drinks
2 people
Pick up flowers
Picking up the cake
Check tableware
2 people
Check furniture
2 people
Chill drinks
2 people
Check the snacks
2 people
Mark allergens
2 people
Clean the venue
3 people
Clean the restrooms
2 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
3 people
Set up the lounge area
3 people
Hang lighting
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Set up the welcome desk
2 people
Set out the guestbook
Set up the gift table
2 people
Connect the music
2 people
Test microphone
2 people
Set up the cold buffet
3 people
Display snacks
3 people
Present the cake
2 people
Set out tableware
3 people
Set out drinks
3 people
Place waste stations
2 people
Brief the host team
3 people
Do the final safety check
2 people

Event

Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Host the guestbook
Receive gifts
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve diet meals
2 people
Restock the buffet
3 people
Empty trash bins
2 people
Check toilets
Cut the cake
2 people
Serve cake
3 people
Provide music
Adjust the lighting
Say goodbye to guests
2 people
Serve the last drinks round
2 people

Aftercare

Collect tableware
4 people
Store food safely
2 people
Clear away drinks
2 people
Remove decorations
3 people
Put furniture back
4 people
Collect waste
3 people
Clean the venue
4 people
Wash dishes
3 people
Empty coolers
2 people
Check borrowed equipment
2 people
Return furniture
2 people
Return tableware
2 people
Take out the trash
2 people
Clean coolers
2 people
Keep guest book and cards

What to bring

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

Furniture

Tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 8
Lounge sofasqty 2
Lounge tablesqty 3
Coat racksqty 2
Clothes hangersqty 75
Tablecloth tablesqty 8

Tableware

Dinner platesqty 75
Cake platesqty 75
Water glassesqty 75
Wine glassesqty 75
Champagne glassesqty 70
Coffee cupsqty 50
Tea glassesqty 30
Coffee spoonsqty 50
Forksqty 75
Knivesqty 75
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 8
Champagne bucketsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Cake serverqty 2
Bread basketsqty 4
Aluminum foilqty 2
Cling filmqty 2
Measuring cupsqty 2
Kitchen scale
Serving room traysqty 6

Equipment

Coolersqty 4
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakerqty 2
Microphone
Music player

Lighting

String lightsqty 6
Lanternsqty 8
LED lampsqty 6
Extension cordsqty 4

Decorations

Welcome sign
Guest book
Pensqty 6
Table runnersqty 8
Vasesqty 10
Candle holdersqty 16
LED candlesqty 24
Balloonsqty 80
Balloon ribbonqty 2
Photo framesqty 8
Gift box
Name badgesqty 70
Menusqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Trash binsqty 3
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Collect dietary requirements as registrations come in, then confirm the final guest list before you calculate catering quantities. This prevents late menu changes and helps you order the right amount of food.
Plan drinks in two stages: place the order early, then schedule collection close to the party so chilled drinks and fresh supplies do not sit around for days. Keep champagne buckets, carafes and serving glasses together for setup.
Confirm furniture and tableware before the event, not just on delivery day. Check that you have enough tables, folding chairs, buffet tables, plates, wine glasses, water glasses and serving utensils for the final headcount.
Prepare the welcome sign, table layout and personal cards before setup begins. A printed layout and labelled boxes save time when several people are arranging tables, buffet items and lounge areas.
Check the weather forecast several days ahead and again on the morning of the party. If any part is outdoors, have the indoor backup ready before guests arrive rather than waiting for rain or strong wind.

Frequently asked questions

How far in advance should I send wedding welcome party invitations?: Send them at least 6 to 8 weeks before the welcome party, or earlier if guests are travelling. Set the registration deadline about 3 weeks before the event so you have time to confirm dietary requirements and catering quantities.
How many drinks should I order for a wedding welcome party?: For the first hour, allow around 2 to 3 drinks per guest, then about 1 drink per person per hour. Add water throughout the event and base the final order on the party length, guest list and whether dinner is being served.
When should I finalize the menu and guest list?: Aim to finalize both about 3 weeks before the party. Use that deadline to confirm dietary requirements, calculate portions and place orders for food, cake, snacks and drinks.
When should I check the weather for an outdoor welcome party?: Check the forecast 5 to 7 days before the party and again on the morning itself. Keep the indoor backup plan ready at least 24 hours beforehand, including the room layout, furniture and welcome sign.

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.