Planning A Dinner Party Wedding: A Step-By-Step Guide

Planning a wedding rehearsal dinner can be a daunting task, but with the right approach, it can be a fun and memorable experience. Whether you're keeping things simple or going all out, it's important to consider the guest list, venue, décor, and menu. Traditionally, the groom's parents host and plan the rehearsal dinner, but modern couples often take control of the planning process to ensure it aligns with their vision. It's also essential to have open and honest discussions with both families about plans, budgets, and expectations to avoid any drama or stress. Seating arrangements and timelines for cutting the cake are other important considerations to ensure a smooth and enjoyable celebration.

Seating arrangements: decide where the happy couple and their guests will sit

Seating arrangements can be a tricky task, so it's a good idea to get an early start on this. The happy couple can either sit alone at a "sweetheart table", usually facing their guests, or they can join their bridal party at a larger table. Some couples prefer to place the table amongst the guests for a more modern feel.

The guest list is ultimately up to the couple, but traditionally, everyone in both families, members of the wedding party, and any out-of-town guests are invited. However, sometimes it will be a mix of all parties. It's important to have an open and honest discussion with both families about your plans, budget, and hopes to ensure a drama- and stress-free dinner.

Cake: choose where it will be placed and when it will be cut

Cake is an important part of any wedding, and you should consider where it will be placed and when it will be cut. Usually, there will be a separate small cake table, but you can decide where to put it. You should also decide if you want the cake to be part of the dessert or if guests will take a piece home with them at the end of the night. You can cut the cake whenever you are ready to serve dessert – some couples choose to do so right after dinner or earlier in the evening so there are no interruptions in dancing. Alternatively, you can cut the cake about an hour before the end of the reception.

Budget: have an open and honest discussion about finances with both families

It's important to have an open and honest discussion about finances with both families when planning a wedding dinner party. This will ensure that everyone is on the same page and that there are no surprises down the line.

Traditionally, the groom's family organises and pays for the wedding rehearsal dinner, but in modern times, this is not always the case. It's important to discuss who will be paying for what and how much each family is comfortable spending. This conversation can be tricky, but it's crucial to ensuring that the wedding dinner party is a success.

Be transparent about your budget and what you can afford. It's important to be realistic and not overspend. Discuss the guest list and how many people each family would like to invite. The final guest list is ultimately up to the couple, but it's important to consider the budget when deciding on the number of guests.

Consider the venue, décor, and menu. These can all add up quickly, so it's important to prioritise and decide what is most important to each family. For example, one family may want a more elaborate menu, while the other may prefer to spend more on décor. It's also a good idea to get an early start on seating arrangements, as this can be a tricky task, especially if there are a lot of guests.

By having an open and honest discussion about finances, both families can work together to create a memorable and stress-free wedding dinner party that fits within everyone's budget.

Guest list: decide who to invite, including immediate family, the wedding party, and out-of-town guests

When it comes to planning a dinner party wedding, the guest list is an important consideration. Traditionally, the guest list for a wedding rehearsal dinner includes immediate family members from both sides, the wedding party, and any out-of-town guests. However, the final decision on who to invite lies with the couple, and they may choose to include or exclude certain groups as they see fit.

For example, some couples may prefer to have a more intimate gathering with only close family and friends, while others may want to include extended family and acquaintances. It's also important to consider the budget and the size of the venue when deciding on the guest list.

If you're having a sit-down dinner, sorting out the seating arrangement can be a task. The bride and groom can choose to sit alone at a "sweetheart table" facing their guests or join their bridal party at a larger table. Alternatively, for a more modern feel, they can place their table among the guests.

It's also essential to have open and honest discussions with both families about plans, budgets, and expectations to ensure a stress-free rehearsal dinner.

Venue: choose a location and decide on decor

The venue you choose will play a significant role in the overall look and feel of your wedding decor. If you want a relaxed atmosphere with rustic and bohemian undertones, for example, a barn venue adds rustic charm, while a ballroom offers an elegant setting. An outdoor garden location may need minimal extra decor thanks to its natural beauty, and sites with built-in features like chandeliers or unique lighting can also save you money.

When choosing a venue, it's important to consider location and accessibility. Look at your guest list and what unique needs some of your guests may require, such as accessible parking or special seating arrangements. If your loved ones are travelling to your wedding, they may need nearby hotel accommodation.

Make a rough guest list so you can immediately get rid of options that are too small or big. Always choose a venue that allows for a few extra people and has plenty of space for free movement to mingle and dance. If you hire a venue that holds 300 people for a wedding of 50, your guests might feel lost in the space.

Before booking your wedding venue, spend some time reading reviews on sites like WeddingWire and The Knot for the locations you are considering. If possible, view the venue when it is set up for a wedding. If this isn't possible, ask to see photographs; most venues should have a photo book or slideshow that will illustrate what their spaces look like when set up for a wedding. Ask for a seating plan of the room at capacity, this will give you a good idea of how much space there is and how comfortably your guests will fit.

When it comes to decor, you can't choose your wedding decor without having a solid idea of how you want your venue to ultimately look. Is it classic, glamorous, bohemian, or minimalist? Before you can decide on your wedding decor, you need to set a realistic budget, know what your venue is likely to be, and consider your vision for the wedding theme. Tell your vendors something like, "I want a relaxed atmosphere with rustic and bohemian undertones" to leave room for creativity and flexibility. While it's important to know the general wedding colours you want, try to be open-minded and use the colour palette as a guideline for your wedding decor rather than feeling obligated to have everything match perfectly.

To avoid becoming overwhelmed while going through your wedding decor checklist, start with the absolute essential items. This includes all of the functional pieces, such as tables, chairs, flatware, china, and decorative lighting, if necessary. You’ll also need table numbers and a seating chart or escort cards, so guests know where they’re sitting at the reception.

Frequently asked questions