the ultimate wedding reception checklist: every detail you need for an unforgettable celebration

Planning your wedding reception can feel overwhelming, but it doesn't have to be! Whether you're a minimalist or a maximalist, a DIY bride or a full-service client, there are key elements every reception needs to ensure it's both functional and unforgettable.

VENDORS TO BOOK FOR YOUR RECEPTION

These are the pros who bring your reception to life. Booking the right vendor team is the foundation for a seamless and stunning celebration.

1. Catering Team

• Full-service meal (plated, buffet, family style)

• Late-night snacks

• Water stations

• Servers & bussers

2. Bar Service

• Bartenders & bar setup

• Signature cocktails

• Glassware (wine, champagne, cocktail)

• Ice & mixers

3. Rentals Company

• Tables & chairs

• Linens & napkins

• Glassware, flatware, plates

• Serving dishes & buffet equipment

• Dance floor

4. Florist

• Centerpieces/bud vases

• Sweetheart or head table floral pieces

• Floral for lounge areas, bars, signage

• Candles for tables, signage, bars

5. DJ or Live Band

• Reception music

• Grand entrance/first dance/dance party

• Microphones for speeches

6. Photographer, Videographer & Content Creator

• Capturing all reception moments

• Details shots (tables, signs, food, guests)

• Candid party photos

7. Photo Booth or Guest Experience

• Vintage booth, 360 camera, audio guestbook, etc.

• Props & custom backdrop

8. Cake Designer or Dessert Vendor

• Wedding cake

• Dessert station

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DÉCOR & RECEPTION DETAILS

This is where you can get creative! These are the elements that tie your wedding design together and ensure your guests feel welcomed and wowed.

Essentials for Every Table:

• Table numbers or names

• Menu cards

• Guest name cards or place cards

• Chargers, plates, flatware

• Glassware (water, wine, champagne)

Seating & Layout:

• Tables (rounds or rectangles)

• Chairs (Chiavari, cross-back, ghost, etc.)

• Seating chart or escort display

• Head table or sweetheart table setup

Textiles:

• Table linens

• Cloth napkins (folded creatively)

• Lounge furniture (optional)

Florals & Ambience:

• Centerpieces or garlands

• Hanging installations or floral arches

• Ceremony-to-reception floral repurposing

Cake & Toasting:

• Cake stand

• Cake knife & server set

• Champagne flutes for toasts

• Dessert signage

Signage:

• Welcome sign

• Bar menu/signature drinks sign

• Guestbook signage

Lighting:

• String lights, chandeliers, or uplighting

• Candles on tables or in lanterns

• Spotlight for first dance or cake cutting

Guest Experience:

• Favors at place settings or a favor station

• Custom drink stirrers or cocktail napkins

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Final Tips:

• Prioritize functionality and beauty, don’t skip on signage, lighting, or guest flow.

• Incorporate personal touches (signature drinks, family recipes, monograms).

• Ask vendors if they can repurpose ceremony items for the reception.

• Create a mood board to maintain consistency with your aesthetic.

• Build a timeline with your coordinator for the reception to stay on track.

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Need help bringing your dream reception to life? Let us help!