Wedding Reception Setup Checklist

You've spent months planning every detail—now it's time to bring it all together.

Use this checklist to make sure your reception is ready before guests begin to arrive.

Every wedding is unique, so feel free to customize this list to fit your celebration.

Before Guests Arrive

• ☐ Place personalized favors at each place setting or display them on the favor table.
• ☐ Arrange the guest book and pens.
• ☐ Set out welcome table décor and signage.
• ☐ Place menus, place cards, and table numbers.
• ☐ Set cocktail napkins at the bar.
• ☐ Place cake or dessert napkins near the dessert table.
• ☐ Set personalized coasters where needed.
• ☐ Arrange frosted cups at the bar or drink station.
• ☐ Place matchbooks or matchboxes at each place setting, cigar bar, candle station, or welcome table.
• ☐ Light candles just before guests arrive (if permitted by your venue).

Bar & Beverage Station

• ☐ Cocktail napkins stocked.
• ☐ Personalized cups ready.
• ☐ Beverage signage displayed.
• ☐ Coasters available if needed.
• ☐ Drink stirrers, straws, or garnishes stocked.

Dessert Table

• ☐ Dessert napkins ready.
• ☐ Cake cutting utensils available.
• ☐ Dessert signage displayed.
• ☐ Cake topper in place.

Guest Comfort

• ☐ Guest towels stocked in restrooms.
• ☐ Welcome bags delivered (if applicable).
• ☐ Seating chart displayed.
• ☐ Directional signs placed.

Special Reception Areas

• ☐ Cigar bar stocked with matchbooks or matchboxes.
• ☐ Sparkler send-off station prepared.
• ☐ Memory table complete.
• ☐ Gift table ready.
• ☐ Card box secured.

Emergency Kit

Even the best-planned weddings can have little surprises. Having a small emergency kit nearby can make all the difference.

• ☐ Extra personalized napkins
• ☐ Extra favors
• ☐ Extra cups or coasters
• ☐ Scissors
• ☐ Clear tape
• ☐ Safety pins
• ☐ Bobby pins
• ☐ Stain remover pen
• ☐ Lint roller
• ☐ Pain reliever
• ☐ Sewing kit
• ☐ Phone charger
• ☐ Lighter

Final Walkthrough

• ☐ Walk through the reception space one final time.
• ☐ Make sure tables are complete.
• ☐ Check that favors are displayed as planned.
• ☐ Confirm signage is visible.
• ☐ Take a deep breath.
• ☐ Go enjoy your celebration—you've earned it!

Planning Something Special?

We're honored to be part of your celebration. If you have questions about personalized favors, quantities, or coordinating products, contact us. We'd love to help you create beautiful keepsakes for your big day.