wedding reception checklist pdf free download
Venue confirmation and setup
Catering menu selection and final headcount
Music playlist and DJ or band details
Table seating chart and place cards
Decorations: centerpieces, lighting, and floral arrangements
Timeline of events: cocktail hour, dinner, speeches, first dance, cake cutting
Guest book and photo booth setup
Favors and gifts for guests
Photography and videography schedule
Emergency kit: first aid, extra outfits, vendor contacts
Payment confirmations for all vendors
Final walkthrough of the venue day before the event
Backup plans for weather or other issues
Post-reception cleanup and thank-you notes plan
Download a free PDF template from sites like TheKnot.com, WeddingWire.com, or MarthaStewart.com by searching for "wedding reception checklist PDF"
wedding reception checklist excel
Venue confirmation and setup
Finalize guest list and RSVPs
Create seating chart
Arrange catering menu and service
Book DJ, band, or playlist
Plan reception timeline (e.g., cocktail hour, dinner, speeches, first dance)
Order decorations (e.g., flowers, centerpieces, lighting)
Schedule photography and videography
Prepare wedding favors and gifts
Confirm transportation for guests if needed
Arrange bar service and alcohol
Set up audio-visual equipment
Plan for special events (e.g., cake cutting, bouquet toss)
Assign tasks to wedding party or coordinators
Prepare emergency kit (e.g., first aid, sewing kit)
Review vendor contracts and payments
Conduct walkthrough of venue
Ensure accessibility for all guests
Post-reception cleanup and breakdown
Track expenses and budget allocations
free wedding reception checklist
Confirm venue booking and setup details
Finalize menu with caterer
Arrange for decorations, floral arrangements, and lighting
Book DJ, band, or other entertainment
Send invitations and track RSVPs
Create seating chart and place cards
Organize transportation for guests if needed
Prepare speeches, toasts, and program timeline
Set up photo booth, photographer, and videographer
Ensure audio-visual equipment is tested
Arrange for cake cutting, first dance, and other key events
Plan for guest favors and gifts
Check emergency supplies like first aid kit and fire extinguishers
Coordinate with vendors for setup and teardown times
Verify payment and contracts for all services
Double-check guest list and accommodations for special needs
Test run the reception timeline for smooth flow
Confirm cleanup and waste disposal arrangements
Review legal requirements like permits or insurance
wedding venue checklist excel
Venue Name
Venue Address
Contact Person and Phone Number
Email Address
Website
Date of Wedding
Time of Event (Start and End)
Number of Guests Expected
Maximum Capacity of Venue
Indoor/Outdoor Options
Backup Plan for Weather (e.g., tents, alternate spaces)
Rental Fee
Deposit Amount and Due Date
Total Cost Breakdown (e.g., base fee, overtime charges, cleaning fees)
Payment Schedule
Cancellation Policy
Contract Signed (Yes/No)
Amenities Included (e.g., tables, chairs, linens, lighting)
Additional Services Available (e.g., catering, bar, DJ setup)
Parking Availability and Cost
Accessibility Features (e.g., ramps, elevators for disabled guests)
Restroom Facilities
Power Outlets and Electrical Needs
WiFi Availability
Decorations Allowed (e.g., restrictions on candles, confetti)
Noise Restrictions or Curfews
Insurance Requirements
Permits Needed (e.g., for alcohol, fireworks)
Vendor Access and Restrictions
Setup and Teardown Times
Photoshoot Areas
Emergency Exits and Safety Measures
Reviews or References from Past Events
Final Walkthrough Scheduled (Date and Time)
Notes or Special Requests
wedding venue checklist questions
What is the maximum capacity of the venue, including both guests and staff?
Is the date and time we want available, and what is the booking process?
What is the total cost for renting the venue, including any deposits, fees, or overtime charges?
Are there any restrictions on outside vendors like caterers, photographers, or DJs?
What amenities are included in the rental, such as tables, chairs, linens, lighting, and sound systems?
Is there an on-site coordinator or event planner available to assist on the day of the wedding?
What are the policies regarding alcohol, including whether it's provided by the venue or if we can bring our own?
Are there any noise restrictions or curfew times for the event?
What backup options are available for outdoor venues in case of bad weather?
Does the venue provide parking, and if so, how many spaces are there and is valet service an option?
What insurance requirements do we need to meet, and does the venue have liability coverage?
Can we tour the venue at different times of day to see how lighting and ambiance change?
Are there any exclusive contracts or preferred vendors we must use?
What is the cancellation policy, including refund details?
How far in advance do we need to provide a final guest count or make changes to the setup?
event venue checklist template
Verify venue name, address, and contact information
Check maximum capacity and layout suitability for the event size
Assess accessibility features, including wheelchair ramps, elevators, and parking options
Evaluate restroom facilities for quantity, cleanliness, and accessibility
Inspect seating arrangements for comfort, configuration, and adequacy
Confirm availability of stage, podium, or presentation areas if needed
Review audio-visual equipment, including microphones, speakers, projectors, and screens
Assess lighting systems for event requirements, such as stage lighting or general illumination
Check power supply and outlets for all equipment needs
Ensure internet connectivity and Wi-Fi strength
Examine emergency exits, fire extinguishers, and first aid kits
Verify security measures, including on-site personnel or surveillance
Confirm catering facilities, such as kitchens or service areas
Assess decoration and signage possibilities
Review permits, licenses, and insurance requirements
Check for compliance with health, safety, and local regulations
Evaluate parking and transportation access for attendees
Inspect setup and teardown timelines with venue staff
Assess noise restrictions and neighboring environment impacts
Confirm any additional services, like coat check or cloakrooms
Document any potential issues or follow-up actions needed
wedding checklist
Set wedding date and time
Determine overall budget
Choose wedding venue
Select and book photographer
Hire caterer or select menu
Book DJ or band
Choose wedding attire for bride, groom, and wedding party
Create guest list
Design and send save-the-dates
Order wedding invitations
Arrange transportation for wedding day
Book accommodations for out-of-town guests
Select and book florist
Plan ceremony details including officiant
Obtain marriage license
Organize rehearsal dinner
Finalize seating chart
Select wedding cake or desserts
Purchase wedding rings
Arrange hair and makeup services
Create wedding day timeline
Prepare emergency kit for wedding day
Send thank-you notes after the wedding
wedding venue comparison checklist
Compare the location and accessibility (e.g., distance from hotels, public transport options, parking availability).
Compare the capacity and layout (e.g., maximum guest numbers, indoor vs. outdoor spaces, room configurations).
Compare the cost and packages (e.g., rental fees, minimum spend, included services, additional charges for catering or decor).
Compare the amenities and services (e.g., on-site catering, bar options, AV equipment, setup assistance).
Compare date availability and flexibility (e.g., whether your preferred dates are open, blackout periods).
Compare the style and atmosphere (e.g., aesthetic appeal, theme suitability, lighting, views).
Compare reviews and reputation (e.g., online ratings, past client testimonials, any complaints).
Compare contracts and policies (e.g., deposit requirements, cancellation terms, insurance needs, restrictions on vendors).
Compare unique features (e.g., gardens, historical elements, exclusive access options).
Compare overall value (e.g., how well the venue meets your priorities and budget).