Complete Wedding Reception Checklist for 2025

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

But there’s a lot of wedding planning involved to make sure everyone has fun and the day goes as perfectly as you’ve imagined.

From essentials like music and seating charts to details like floral arrangements and printed materials, creating your picture-perfect wedding reception can feel overwhelming if you don’t know where to start.

Luckily, we’re here to help.

We’ve put together a comprehensive wedding reception checklist, covering everything from picking out decorative items to choosing the right venue.

Let’s get started!

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.

If you start planning early, you can secure the best venue and vendors and save money. You may have more options and better rates. It also gives you time to make informed decisions and avoid last-minute stress.

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

• Set the date: Do you want a summer or fall wedding? Maybe there’s a significant date you’re after. No matter the case, 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 casual, choosing a general theme can help with your preparations. Some popular wedding and reception themes include rustic, vintage, or bohemian.
• Find a planner: Hiring a good wedding planner can get plenty of worries off your shoulders. 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: Average wedding and reception costs reach $33,000. When picking your venue, event rental company, florist, and stationery vendor, consider that more than half of that budget will typically go to food, drinks, decorations, and entertainment.
• 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 will invite. Do this early in the planning process to get a head start on writing wedding invitations.
• Choose a venue: Once you have decided on a budget and compiled your guest list, it’s time to go venue-hunting. Consider things like comfort and guest capacity, and ask the venue what they can provide for the reception (e.g. sound system, dance floor, flatware, etc.).
• Order your Save the Date cards: These pre-invitation cards give your guests essential information, like when to free their schedule to attend your reception. Sending a Save the Date is particularly significant when planning a weekend or destination wedding.
• Send official wedding invitations: After your date and menu are set, design your wedding invitations and send them out. Wedding invitation wording only includes the essential details; consider including separate information cards or a wedding website link for additional information about wedding colors, directions, lodging options etc.

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2. The Venue

Choosing the right venue sets the tone and atmosphere for your entire event. It also determines the number of guests you can invite and 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 highly sought after. Considering that marriage rates have been rising since 2020, we recommend booking your favorite place well in advance.
• Purchase event insurance: Many venues require event insurance. Don't skip this step—even if you're planning a backyard wedding. It helps protect you in case a guest gets hurt, a vendor damages venue equipment, or if there's extreme weather.
• Contact the venue again one to two months before the reception: This step ensures your vendors will have access to the venue when needed.
• Drop off anything that your vendors are not in charge of one day before the reception: This includes the guest book, place cards, thank you cards, bathroom amenities basket, and any other miscellaneous supplies.

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3. Food and Beverages

They say, “The way to a person’s heart is through their 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 you simply don’t like their options), you can hire a professional caterer to create your menu.
• Join a tasting event: This is perhaps 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 the details can get complicated fast. So, the menu should be one of the first things you sort out for your wedding reception.
• Pick your beverages: Some of the most popular beverage options include beer, wine, liquor, mixers, signature cocktails, and non-alcoholic drinks.
• Inform your caterer about the final guest count: Once you have a clear idea of how many guests have RSVP-ed, give your caterer the final number. You may want to request a few extra dishes, just in case there are unexpected attendees.

4. The Wedding Cake

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

Add these tasks to your wedding reception to-do list 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 favorite, place your order. Wedding cake vendors tend to be busy, so even if you're planning a small wedding, book their services at least one or two months in advance.
• 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, you can usually get them from an event rental company or the venue itself.

5. Music

We can’t think of a more picture-perfect wedding reception moment than when the newly married couple dances for the first time.

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

• Hire a band or a DJ: This choice depends on your budget, wedding theme, and personal preference. Both options have 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 child-parent dances, and the last dance.
• Make a list of “must-play” and “don’t-play” songs: There are always songs you can’t picture your wedding reception without, and then there are the super-popular songs you just can’t stand. Give the band or the DJ a list of each so they can set the mood just right.
• Save a backup of your playlist: If you’re using a playlist from a music app (like Spotify or Apple Music) instead of hiring a DJ or band, download a backup or keep it handy on another device. That way, the music keeps going even if there’s a tech hiccup.

6. Rentals

An event rental company, venue, and catering company are there to provide wedding reception essentials, including chairs, tables, and lighting. It’s crucial to pick and hire the right companies in advance.

Review these necessities before you finalize your rental order:

• Lighting: From fairy lights to disco balls, the proper lighting is a wedding reception must-have. Choose lighting that suits your wedding’s specific theme.
• Dance floor: Some venues provide a dance floor, but if you’re organizing an outdoor reception, you’ll likely 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 needed enough tables to seat your guests, think again. You’ll need a gift table, buffet table, wedding cake table, and more. Consult with your planner and venue manager for the best option.
• Dishes and chargers: You’ll need plenty of dishes and charger plates for dinner service, plus extras for things like the cake table. Work with your rental company or planner to pick a style that ties everything together.
• Flatware and glassware: Forks, knives, spoons, champagne glasses and flutes, water and wine glasses—you name it. Your planner or caterer can help confirm what’s needed for each course and toast.
• Dinner table accessories: These include additional items like salt and pepper shakers, bread baskets, pitchers, butter knives, plates, etc.
• Serving trays and utensils: Your serving pieces and utensils will depend on the catering style you choose (e.g., family-style, plated, buffet). Your planner can help you choose the best fit for your needs.
• Table linens, napkins, and napkin rings: Take some time to find linens that fit your wedding style. Napkin rings are optional, but can complement your table aesthetic.
• Chair covers: Depending on your chairs and style, you may want to add chair covers or sashes for a polished look. Renting them is usually the easiest and most cost-effective option.
• Tent: If you’re hosting an outdoor wedding or want to make sure everything goes smoothly, consider using a tent. Depending on the venue and location, you may also need a generator and kitchen tents, which the rental company can help with.
• Guest transportation: If you're planning a wedding ceremony and reception in different locations or have many guests staying in a hotel nearby, consider hiring a company to safely transport guests between the hotel, ceremony, and reception.

7. Decorations

Your reception decor 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:

• Floral arrangements: You’ll likely need floral arrangements, including centerpieces, in more places than your guest tables. Consult with your planner and florist about where floral arrangements could add color and style, and decorate the venue accordingly.
• Signage: Signs serve both practical and decorative purposes, from welcoming guests to directing them to the guest book table. Choosing thoughtful signage can help you keep things organized while tying into your wedding style.
• Garlands: These are decorative pieces made from greenery and flowers that can decorate the venue’s staircases, mantels, and other areas.
• Wreaths: Wreaths can add a beautiful decorative touch to the venue’s doors and help bring your wedding style to life.
• 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, including vintage pieces, hand-crafted accents, lanterns, and other items.
• Candles: Candles can add a natural, romantic glow to your reception during special moments like the cake cutting or first dance. Depending on your venue’s rules, you may want to use battery-operated candles for a safe and hassle-free option.
• Centerpieces: Talk to your florist to choose the best centerpieces for your reception. These can add color, texture, and character to your tables.
• Chair signs: Signs or small decorations hung on the back of the couple’s chairs, often labeled “Mr. and Mrs.” or “Bride and Groom,” can add a fun or elegant personal touch.
• Guest book: It's easy to forget this detail, but having a wedding guest book and plenty of pens is important. You'll be able to look back and read the funny and heartfelt messages from guests. Another secret? This can also provide inspiration for thank you cards later!

8. Photography and Videography

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, hire a professional who knows how to organize wedding photos. 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 hire someone whose work you love. After all, your wedding photo book deserves nothing but the highest quality pictures.
• Hire a videographer: Oftentimes, a photographer doubles as a videographer, too. If they don’t, you can hire a videographer to capture moments like your first dance, entrance to the reception venue, 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. They’ll likely know the best shots, but it’s always helpful to share any special requests.
• Photo booth: If your budget and reception theme allow it, you can add a photo booth to your venue. Pick the photo booth type that best suits your reception theme and add another layer of entertainment for your guests.
• Get some photo booth props: If you plan to set up a photo booth, provide your guests with some fun props.
• Confirm the time, date, and location: Make sure to remind your photographer and/or videographer where and when the reception will be held, and confirm all the details, a few days before the date.

9. Stationery

Wedding reception stationery serves an essential function—keeping your guests informed and adding another layer to your reception’s style. The stationery you pick, from the programs to the menus to the name tags, can add the final touch to your reception’s aesthetic.

Here’s what stationery can help with:

• Place cards: Place cards show guests where to sit at their tables and, though optional, are typically used if you’re hosting many guests.
• Seating chart: The seating chart directs guests to their tables. Wait to create the seating chart until you have the exact guest count.
• 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.
• Bar menu: A bar menu can be a great addition if you offer many beverage options or serve signature cocktails and want your guests to know exactly what’s in them.
• Personalized napkins: While the venue will likely offer napkins, you can always personalize them with your names, wedding date, or a custom design to match your reception style.

10. Other Items

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

• 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: These include fun items like sunglasses, glow sticks, and props that can keep the energy up and get guests excited to hit the dance floor.
• 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: Don't forget microphones for toasts, screens or projectors for videos, and a killer sound system. Your DJ or band can probably help you out here.
• Send-off items: Your departure as a couple is just as important as your entrance. Start your “happily ever after” in style with a grand send-off! Think about what send-off items you need to make it memorable, from fun sparklers or confetti, to rice or dried flowers.
• First aid kit: It’s always good to have a first aid kit close with items like bandages, pain relievers, stain remover, and other essentials for minor mishaps.
• Bathroom amenity baskets: Depending on your budget, bathroom amenities can include menstruation products, mouthwash, hand sanitizer, hand lotion, contact lens solution, and many other things.
• Copies of important documents: Toasts, the contact information of all your vendors, guest list, music playlists, and a wedding reception timeline are just some of the most important documents that it wouldn’t hurt to have a copy of, just in case.

11. Post-Party Logistics

You're spending a lot of time planning the perfect wedding, so it can be easy to forget about what comes after. Take the extra effort to plan ahead, so you can enjoy a worry-free wedding day:

• Confirm post-event cleanup: Vendors usually handle their own equipment, and venues often have staff for general cleanup once the wedding is over. Check what’s covered in your contracts and arrange in advance when you’ll pick up personal items or decor after the event.
• Plan an afterparty: You may choose to have an afterparty for late-night fun with close friends and family. Luckily, this is much simpler and can be planned at a local bar or back at the hotel with light snacks and drinks.
• Consider a next-day brunch: If close friends and family are traveling for the event, consider a send-off brunch to thank them for coming.
• Write thank you notes: Don't forget to send out thank you cards to all your guests!

Make Your Invitations Stand Out With Custom Save the Dates

Planning your perfect wedding doesn't need to be a stressful experience. With help from our wedding reception checklist, you can organize the reception of your dreams with minimal effort.

Kick off your planning process in style with personalized Save the Date cards and let Mixbook help you out from engagement to "I do."