Complete Wedding Reception Checklist for 2023

Wedding receptions are about celebrating the fact that you said “I do” with your friends and family.

But there’s a lot to do to ensure that everyone has fun and this day goes as perfectly as you’ve always imagined.

Starting from the essentials, like sorting out the music and seat chart, all the way to details like floral arrangements and printed materials, getting your picture-perfect wedding reception can get overwhelming if you don’t know where to start.

Luckily, we’re here to help!

We’ve put together the most comprehensive wedding reception checklist you’ll ever come across, covering everything from picking out decorative items to choosing the right venue.

Let’s get started!

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#1. The Basics

Ask anyone who’s had a successful wedding reception - planning the perfect event starts the moment you say “yes” and announce your engagement!

Starting early allows you to secure the best venue and vendors.

It also gives you time to make informed decisions and avoid last-minute stress. Planning early also can save you money, since you may have more options and better rates.

So, if you recently got engaged, here is where to start:

• Set the date. Do you want a summer wedding or a fall wedding? Maybe, there’s a significant date you’re after. No matter the case, setting a date is the first thing you and your partner should decide on after getting engaged.
• Choose the theme of your reception. Even if you want to keep your wedding reception on the casual side of things, choosing a general theme can help with your preparations. Some popular wedding and reception themes include (but are not limited to) romantic, rustic, vintage, modern, and bohemian.
• Find a planner. Finding and hiring a good wedding planner can get plenty of worries off your shoulders. Think of it as a long-term investment and go with someone you click with professionally and personally. After all, you’ll be spending quite some time with them until the big day arrives.
• Decide on a budget. The average wedding and reception costs reach $28,000. More than half of that budget will go to food, drinks, decorations, and entertainment, so decide on this number and keep it in consideration when picking your venue, events rental company, florist, and stationery vendor.
• Create your guest list. To decide on the right venue and announce your wedding to everyone that matters to you, you need to know how many guests you’re inviting. So, make sure to do this as early in the planning process as possible.
• Choose a venue. Once you have decided on a budget and compiled your guest list, it’s time to go venue-hunting. When evaluating venues, we advise you to consider things like comfort and guest capacity, as well as ask the venue what they can provide for the reception (e.g. sound system, dance floor, flatware, etc.
• Order your “Save The Dates.” These pre-invitation cards are great to let your guests know essential wedding-related information, like when to free up their schedule to attend your wedding festivities. Sending a Save The Date is particularly important if you’re planning a weekend-long wedding or a destination wedding.

Want completely unique Save The Date cards that match your wedding theme? Design a Save The Date postcard with Mixbook.

#2. Venue

Choosing the right venue sets the tone and atmosphere for your entire event. It also determines the number of guests you can invite, as well as the logistics of the event.

Here’s a venue-related checklist to make sure your wedding reception runs smoothly:

• Book your chosen venue in advance. It’s no secret that wedding reception venues, especially the top-tier ones, are very sought after. Considering that there were around 1.68 million marriages in the US alone in 2020,  we’d recommend booking your favorite place well in advance.
• Contact the venue again one or two months before the reception. This is to make sure your vendors will have access to the venue when needed.
• Drop off anything that your vendors are not in charge of (e.g. guest book, place cards, thank you cards, bathroom amenities basket, etc.), one day before the reception.

Design your own wedding guest book using Mixbook and make a lasting impression on your friends and family! 

#3. Food and Beverages

They say that “the way to a man’s heart is through his stomach.” 

While we don’t know if that’s true, we can guarantee that food and beverages done right at a wedding reception are a recipe for a great party:

• Hire a caterer (if needed). Sometimes, the venue provides the menu. If that’s not the case (or if you simply don’t like their options), you can hire a professional caterer and create your menu.
• Join a tasting event. This is arguably one of the most enjoyable parts of planning your wedding reception. Tasting events can help you choose among several caterers or different menu options.
• Finalize the menu and decide on service details. This may sound easy, but once you realize you need to decide on the appetizers, entrée(s), side dishes, dishes, bread and butter, and dessert, things get complicated fast. So, the menu should be one of the first things you sort out for your wedding reception. Keep in mind that some of your guests might be vegetarian or vegan, so it’s always good to include some meatless options on the menu.
• Pick your beverages. Some of the most popular options for beverages include beer, wine, liquor, mixers, signature cocktails, and non-alcoholic beverages.
• Inform your caterer about the final guest count. Once you’ve sent out the invitations and have a clear idea of how many guests have RSVP-ed, give your caterer the final number. To err on the side of caution, you can tell them to prepare a few extra dishes, just in case some guests decide to come at the last minute.

#4. Wedding Cake

Your wedding cake is meant to look beautiful, taste amazing, and feed all your guests.

Here is what you need to do to ensure it does all three:

• Hire a wedding cake vendor. This is in case your caterer doesn’t make wedding cakes or if you have a specific wedding cake vendor in mind for your special day.
• Place your order a month in advance. Once you do a wedding cake tasting and decide on your dream wedding cake, place your order! Wedding cake vendors tend to be busy, so it’s safer to place your order one or two months in advance and give them plenty of time to work on your cake.
• Confirm delivery details. Let your wedding cake vendor know exactly when and where they should bring the wedding cake and instruct your planner to remind them again a few days before the reception.
• Pick your wedding cake rentals. These include the cake stand, cake topper, plates, forks, and napkins. If you don’t like the cake vendor’s options (or if they don’t have anything that fits your wedding’s style), then you get them from an events rental company or the venue itself.

#5. Music

We can’t think of a more picture-perfect wedding reception moment than when the bride and groom dance as a married couple for the first time.

Ultimately, the music you decide to play at your reception will be something both you and your guests will remember for years to come, so you need to make sure it’s just right. Here’s how you can make that happen:

• Hire a band or a DJ. This choice comes down to your budget, wedding theme, and personal preference. Both options have their pros and cons, which we suggest you weigh out before deciding.
• Pick songs for the reception’s most important moments. These include the introductions, the first dance, the cake cutting, the father-daughter dance, and the last dance.
• Make and provide a list of “must-play” songs and “don’t-play” songs. You likely have favorite songs you can’t picture your wedding reception without and songs you just can’t stand. Give the band or the DJ a list of each so they can set the mood just right.
• Create copies of the playlists. You probably won’t be needing this, but better to be safe than sorry. If there’s an issue with the original playlist, the backup will save the day!

#6. Rentals

An events rental company, along with the venue and the catering company, can be super helpful in providing you with many essential items for your wedding, including chairs, tables, and lighting, which is why it’s important to pick and hire one in advance.

Doing so saves you the trouble of buying items that you’ll likely never use again while still having everything you need for the perfect reception.

Give these options a view before you finalize your order:

• Lightning. From fairy lights to disco balls, having the right lighting for your wedding reception is a must if you want to achieve a specific theme and make your guests’ jaws drop.
• Dance floor. Some venues provide a dance floor, but if you’re organizing an outdoor reception, chances are you’ll need to install one.
• Band staging. The same goes for the band’s stage. If you hired a band for the reception, a rental company can help set up the stage, while your planner and florist can help you decorate it accordingly.
• Chairs and tables. If you thought you only need enough tables to sit your guests, think again. You’ll need a gift table, buffet table, wedding cake table, and more. The options are endless, so consult with your planner and venue manager for the best possible option for you.
• Dishes and chargers. To create a cohesive wedding reception theme, we recommend that you pick all your dishes and charger plates in one place. You’re going to need a lot of them, but all you need to do is decide on the style and let your rental company and planner do the rest.
• Flatware and glassware. Forks, knives, spoons, champagne glasses and flutes, water and wine glasses…you name it. Remember to get extras of anything you choose, just in case more guests turn up.
• Dinner table accessories. These include additional items like salt and pepper shakers, bread baskets, pitchers, butter knives and plates, etc.
• Serving trays and utensils. Your serving pieces and utensils will depend on the catering style you pick (e.g. family-style, plated, buffet, etc.). Your planner can help you pick the best fit for your choice.
• Table linens, napkins, and napkin rings. Here, too, there are a lot of options to choose from, so take some time to find what fits the other items on this list just right. Napkin rings are, in our humble opinion, an interesting (albeit optional) addition to your napkins and table aesthetic.
• Chair covers. Some chairs require chair covers or sashes. Since you’ll likely never need these again, it’s better to rent them instead of buying them.
• Tent. If you’re hosting an outdoor wedding or want to make sure everything goes smoothly regardless of the weather, you should consider using a tent. Depending on the venue and location, you may also need a generator and kitchen tents, both something that the rental company can help with.

#7. Decoration

Your reception deco goes a long way in bringing the theme and style of your wedding to life, but there are a lot of things to consider if you want to make that happen.

Whether you’re planning an outdoor reception, a modern theme, or a classic style, these are the items you should decide on with your planner, florist, venue, and rental company:

• Signage. Signs have both decorative and informative purposes, so they deserve their due share of attention. From welcoming and directing your guests to decorating your guest book table, choosing the right signage can speak tons about your wedding reception.
• Garlands. These are decorative pieces made from greenery and flowers that can decorate the venue’s staircases, mantles, and other areas.
• Wreaths. If you’re really attentive to details, you can also decorate your venue’s doors by picking and placing wreaths on them.
• Draping. These are large pieces of fabric used to cover ceilings, walls, windows, or other venue areas. You can consult with the venue manager to check if draping is needed or even allowed.
• Table accessories. There’s no limit to how you can accessorize the venue tables, from vintage pieces, geometric accents, lanterns, and the sorts.
• Candles. Candles can add a natural, romantic glow to your reception and make some special moments, such as the cake cutting or first dance, even more memorable. There are countless options to choose from, which means you’re guaranteed to find something to fit your reception theme.
• Centerpieces. Talk to your florist in advance to settle on the best possible centerpieces for your reception that will add color, texture, and character to your tables. You can pick luxury arrangements, minimalistic styles, or anything in between. Once you’ve decided, your florist will also provide you with vessels for your centerpieces.
• Chair signs. Special chair signs, wreaths, or other decorative touches can make you and your partner stand out in a classy, modern, or fun way.
• Photo booth. If your budget and reception theme allows it, you can add a photo booth to your venue. Pick the photo booth type that best suits your reception theme and add one more layer of entertainment for your guests.
• Floral arrangements. You’ll likely need centerpieces and floral arrangements in more places than just your guest tables. Consult with your planner and florist on where floral arrangements could add some color and style and decorate the venue accordingly.

#8. Photography and Videos

Your wedding day is too special to depend on that one friend who’s really into photography.

To make sure your most important moments stay with you forever, make sure to hire a professional. Here’s what you need to do to make sure this part of your wedding reception goes as smoothly as possible:

• Hire a photographer. Ask married friends for suggestions, look up photographers in your area, or even hire someone you know and whose work you love, regardless of whether they’re official photographers or not. After all, your wedding photo book deserves nothing but high-quality pictures.
• Hire a videographer. Oftentimes, a photographer doubles as a videographer too. In case they don’t, you can hire a videographer to capture moments like your first dance, your entrance to the reception venue, your take-off, and other special moments.
• Provide your “must-have” photo moments. If there’s any particular moment that you must have a memory of, let the photographer know. Chances are, they’ll know exactly what to capture, but it doesn’t hurt to give them a nudge in the right direction.
• Get some photo booth props. If you’re planning to set up a photo booth, provide your guests with some fun photo booth props.
• Confirm the time, date, and location with them. Make sure to remind your photographer and/or videographer where and when the reception takes place a few days before the date.

#9. Stationery

Wedding reception stationery serves an essential function - keeping your guests informed and comfortable throughout the entire reception. The stationery you pick, from the menus to the name tags, can add the final touch to your reception’s aesthetic.

Here is what a professional stationer can help you with:

• Place cards. Place cards show guests their exact seats on their table and, though optional, they’re typically used if you’re hosting many guests.
• Seating chart. The seating chart is what you use to direct guests to their tables. You can only create it after all guests RSVP and you have a clear idea of how many will be attending. So, save your stationer some time and effort and ask them to create the seating chart the moment you have an exact guest number.
• Table numbers and holders. You need these to orient your guests to their tables. Optionally, you can also have them match the overall style of your other decorations such as your centerpieces and table decorations.
• Menu cards or signs. You can either choose to provide a menu for each guest, for each table, or a general menu that guests can check as they enter the venue.
• Bar menu. A bar menu can be a great addition if you’re offering many beverage options to choose from or if you’re serving signature cocktails and want your guests to know exactly what’s in them.
• Personalized napkins. While it’s likely that the venue will be offering napkins, if you want them to really fit the theme and style of the reception, you can always personalize them accordingly.

#10. Other Items

Last but not least, here is a checklist of several other important wedding reception items that don’t fit in any of the above-mentioned categories, but are just as important to keep in mind:

• Guest book and pens. In addition to the wedding guest book, make sure to provide several pens just in case some of them get lost.
• Bouquet and garter. Are you doing a bouquet (or garter) toss? Bring both of these items to the venue a day before the wedding.
• Dance floor giveaways. Sunglasses, glow sticks, props, and other fun items can give your reception an additional touch of fun.
• Favors. Wedding favors are gifts given as a gesture of appreciation to guests from the bride and the groom. If you’ve decided on some favors for your guests, don’t forget to talk to your rental company or venue manager about setting up a table and stationery to let the guests know.
• Audio/visual equipment. Microphones for toasts, digital signage for slideshows and cute videos your friends and family made, and everything else related. These are some extra audio and visual equipment you may need that your DJ or band can probably help you with.
• Send-off items. Your departure as a couple is just as important as your entrance. Start off your “happily ever after” in style with a grand send-off! Think about what send-off items you need to make it a memorable one, from sparklers to confetti, to rice, or anything else you may think of.
• Emergency kit. It’s always good to have an emergency kit close at hand, just in case a guest, family member, or wedding party member has a minor medical emergency that needs attention.
• Bathroom amenity baskets. Bathroom amenities can include female products, mini mouthwashes, hand sanitizers, hand lotion, baby powder, contact lens solution, and many other things, depending on what your budget can afford you.
• Copies of important documents. Toasts, the contact information of all your vendors, guest list, music playlists, and wedding reception timeline are just some of the most important documents it wouldn’t hurt to have a copy of, just in case.

Conclusion

And that’s a wrap!

We hope this checklist helps you organize the wedding reception of your dreams with minimal effort and headache. And if you found it helpful, feel free to check out our other articles, too!