Wedding Reception Plan Checklist

Set a Budget

Before any of the preparations can be made, the couple must first set a budget for the reception and decide how it will be funded. The budget for the food should include money for the main course, the cake, drinks and any appetizers. The location should include the site, tips for the wait staff and any money required for cleanup. A decoration budget should cover all of the table coverings, flowers and favors. The budget also will play a role when deciding upon the entertainment. For instance, it may be more cost effective to hire a DJ instead of a live band.

The location for the event should be chosen and secured at least eight months before the date of the wedding. There are many considerations when deciding upon the location for a wedding reception including the budget, the number of guests and the amenities that are offered with the location fee, including the wait staff and any cleanup costs. A hotel is a possible location if there are several out-of-town guests who will be attending the affair. Otherwise, a smaller wedding reception can be held in a friend or family member's backyard or a restaurant.

Plan the layout of the reception at least four to six months before the affair. This includes renting any tables, chairs or tents. Flowers for the reception and wedding can be ordered at the same time or separately if the wedding and reception have two different themes. Any other decorations for the reception should also be purchased at this time. These decorations could include any party favors, balloons, tablecloths and centerpieces. This is also a time to enlist any friends or family members to help decorate the hall or hire a company to decorate for the reception.

The entertainment for the reception should be secured at least six months before the date of the wedding and reception. There are several choices that can be made for the entertainment, from a DJ to a live band to a CD player or iPod featuring mixes for a smaller, more intimate affair. Take a few months to compile a list of songs you want played at the reception, but do not wait until the last minute before giving the entertainment a list of songs you want played at the reception.

The menu, including the wedding cake, should be chosen approximately six months before the date of the wedding. When choosing a menu for the reception, keep in mind the number of guests, their tastes and the budget. Interview several caterers and taste test the food before making a final decision. The site of the reception may also offer a catering service that can be utilized. The cake should be chosen at this time. Stay in contact with the caterer and the cake's baker in the weeks and days before the reception and make any changes to the guest count and types of food that will be served no later than two weeks before the wedding day.