Rhiannon Hendricks
Planning a wedding reception can be a daunting task, but it's important to remember that you don't have to do it alone. Many professionals, like event rentals companies, caterers, and wedding planners, are available to help bring your vision to life. From choosing a venue and selecting a caterer to deciding on the perfect decorations, there are many items you'll need to consider for your wedding reception. It's essential to create a detailed checklist to ensure that no detail is overlooked, so you can focus on enjoying your special day.
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What You'll Learn
Food and drink-related items
When it comes to food and drink, there are a few key things to consider for your wedding reception. Firstly, decide whether you want to cater the food yourself or hire a caterer. If you choose to cater it yourself, you can prepare the food in advance and serve it buffet-style or as single-serve plates. If you hire a caterer, they can help you create a custom menu that reflects your personal tastes, cultural background, or dietary restrictions.
Once you've decided on the food, consider the portion sizes. Daytime receptions typically require less food per person, with lighter options being more appropriate. If you're serving a full meal, a good rule of thumb is to offer three to five servings per person per hour for appetizers and six to eight pieces per person per hour if appetizers are the only food option. For side dishes, plan for smaller portions, especially if you're also serving a big meal with appetizers, a main course, and dessert.
As for drinks, it's essential to have a variety of options available, including alcoholic and non-alcoholic beverages. Wine and beer are typically expected, and if your budget allows, you can offer a full bar. It's a good idea to have drinks available as soon as guests arrive, and don't forget to include soft drinks and water as well. If you're serving alcohol, be mindful of this when selecting appetizers, ensuring at least one option includes bread or rice.
Lastly, don't forget about the presentation! Choose table linens, decorations, and serving utensils that complement your wedding theme. Pay attention to the colour, size, weight, and shape of your dishes, as these elements can influence the dining experience and enhance the taste of the food. Don't forget to have plenty of glassware for toasting, including water and wine glasses, as well as glasses for alcoholic and non-alcoholic beverages at the bar area.
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Tableware and decorations
Tableware
- Dishes and chargers: Picking dishes and charger plates that match your wedding theme and colour palette is essential. Decide on the style and rent or borrow them from a rental company.
- Flatware and glassware: Ensure you have enough forks, knives, spoons, champagne flutes, water and wine glasses for your guests. It is a good idea to have some extras in case more guests arrive.
- Dinner table accessories: Don't forget the additional items like salt and pepper shakers, bread baskets, pitchers, butter knives, and plates. These items will enhance your table setting.
- Serving trays and utensils: The type of serving pieces and utensils you need will depend on your catering style (e.g., family-style, plated, or buffet). If you're having a buffet-style reception, you'll also need warming trays.
- Napkins and napkin rings: Choose napkins that fit your theme, and consider personalizing them with your names or a cute hashtag. Napkin rings are optional but can add a stylish touch to your table setting.
Decorations
- Tablecloths and runners: Select styles that complement your wedding theme and colour palette.
- Chair covers and sashes: Certain styles of chairs may require covers or sashes. Renting these items is a more cost-effective option than buying them.
- Signage: Signs serve both decorative and informative purposes. Welcome your guests with a sign that sets the tone for your celebration. You can also use signs to direct guests to different areas, such as the restrooms or the guest book table.
- Garlands and wreaths: Garlands made from greenery and flowers can adorn staircases and mantles, while wreaths can decorate the venue's doors.
- Draping: Large pieces of fabric can be used to cover ceilings, walls, or windows, adding to the ambiance of the space. Check with your venue manager if draping is needed or allowed.
- Centrepieces: Floral centrepieces are traditional, but you can also get creative with vintage lanterns, stacks of classic books, or mini neon signs.
- Candles: Create a romantic and intimate atmosphere by placing candles near your centrepieces, on mantles, or even hanging above your reception tables.
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Furniture and fittings
When it comes to furniture and fittings for your wedding reception, there are a few essentials you'll need to consider. Firstly, tables and chairs are a must. You can choose from a variety of styles, such as ghost chairs, Chiavari chairs, velvet chairs, or bentwood chairs, to fit your wedding theme and aesthetic. If your venue provides chairs, you can still look into rental options to enhance your wedding's vibe and carry your style throughout the event.
Next, you'll want to think about table linens, napkins, and napkin rings. These can be chosen to match your wedding's colour palette and theme, adding a stylish touch to your reception. Table accessories, such as vintage pieces, geometric accents, lanterns, candles, and centrepieces, can also bring texture and colour to your tables. A cake stand is another essential item, creating a gorgeous base for your wedding cake.
If you're serving food, you'll need serving trays and utensils, as well as dishes and charger plates. Flatware and glassware are also important, including forks, knives, spoons, and various types of glasses. It's a good idea to get extras in case more guests arrive or if something gets broken.
Lastly, don't forget about the dance floor! If your reception venue doesn't have one installed, you may need to arrange for one to be installed, especially if your wedding is outdoors or in a tent.
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Lighting and power
First, you'll need to determine whether your venue has adequate power sources for your lighting and other electrical needs. If not, you may need to rent a generator to ensure you have enough power. This is especially important if you're having an outdoor wedding or using a tent, as these may not have access to the venue's power supply.
Next, consider your lighting needs. An experienced lighting company can transform your reception space and create a beautiful atmosphere. They can help you choose the right type of lighting to match your theme and create the desired ambiance. For example, you might want to use string lights, lanterns, or candles to create a romantic and intimate setting.
If you're having an outdoor wedding, natural light will also be a factor. Consider the time of day your reception will take place and how the changing light will impact the atmosphere. For example, a sunset cocktail hour can be magical, but you'll need to ensure you have the right lighting for when it gets dark.
Finally, don't forget about the small details, like ensuring that power cords are safely tucked away so guests don't trip, and that any lighting fixtures are securely installed. A reputable rental company and lighting team will be able to advise you on the best options for your venue and ensure that everything is set up safely.
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Entertainment and extras
Music and Performances
A live band or DJ is a popular choice for wedding entertainment. You could also hire a singer, tribute band, circus performers, or even a celebrity impersonator. If you're after something more unusual, how about a drag performance or a live wedding painter? If you're having an outdoor wedding, consider garden swings as a fun feature for photos.
Games and Activities
For indoor weddings, a photo booth with fun props is a great way to keep guests entertained. You could also set up casino tables, a dance floor, or a bouncy castle. For outdoor weddings, lawn games like cornhole, giant Jenga, or a mini-golf course are perfect for keeping guests occupied during cocktail hour. If you're having a wedding during the colder months, a warm bonfire is a great idea—you can have a s'mores station, or provide instruments for a sing-song.
Children's Entertainment
If you're inviting children to your wedding, it's a good idea to provide some activities to keep them entertained. Set up a kids' activity table with colouring books, crayons, and small craft kits, or a bubble station with bubble wands and guns. You could also organise simple games like a scavenger hunt or a mini relay race.
Stationery and Decor
Stationery items like menus, programs, place cards, and escort cards are all important as they help inform your guests and create a cohesive theme. You could also provide a welcome sign, a guest book, and a card box. Decor-wise, centrepieces, candles, and lighting can all help to create a stylish and memorable atmosphere.
Food and Drink
In addition to the wedding meal, you might want to provide a bar menu, signature cocktails, and a champagne toast. You could also set up a fun beverage service, such as servers passing out prosecco. Don't forget to provide plenty of glassware, including water and wine glasses, and champagne flutes if you have a special pair for toasting.
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Frequently asked questions
The number of items you need for a wedding reception can be overwhelming, but here is a list of some of the most important ones:
- Seating and tables
- Food and drink
- Power sources for lights
- Restroom signs
- Tableware, including dishes, chargers, flatware, and glassware
- Table accessories, such as salt and pepper shakers, bread baskets, pitchers, and butter knives
- Serving trays and utensils (these will depend on your catering style)
- Tablecloths and napkins
Some extra items that will help make your reception unique and memorable include:
- A photo booth
- A guest book and pen
- A card box for guests to drop off cards
- Personalized menus and programs
- A welcome sign
- Decorations such as garlands, wreaths, and draping
- A dance floor (if your venue doesn't have one)
- Generators and kitchen tents (for outdoor venues)
Here are some ideas to add a personal touch to your wedding reception:
- Incorporate framed photos of loved ones who couldn't be there to honour them.
- Create a romantic ambiance with candles placed near your centrepieces or hanging above your reception tables.
- Add a stack of classic books, vintage lanterns, or mini neon signs as centrepieces.
- Use custom napkins with your names, wedding date, or a cute hashtag.
