Rehearsal Dinner Checklist: What to Plan and When

A rehearsal dinner brings the people closest to the wedding together after the ceremony rehearsal, usually on the evening before the wedding.

Use this rehearsal dinner checklist to organize the guest list, venue, food, invitations, speeches and final details without turning it into a second wedding reception.

Rehearsal dinner checklist

• Set the budget and decide who is hosting
• Build the guest list
• Choose the date, time and location
• Reserve the venue
• Plan the menu and drinks
• Send invitations and track responses
• Confirm speeches, payments and transportation

Four to six months before

Decide who is hosting Set a realistic budget Draft the guest list Choose the general style of the dinner Research restaurants and event spaces Confirm the rehearsal date and expected end time

Set the budget first

Confirm who is paying and what the budget needs to cover. Include food, drinks, service charges, taxes, gratuities, venue fees, transportation and any decorations.

Choose the type of event

The rehearsal dinner can be a restaurant dinner, backyard gathering, private dining-room meal or casual welcome party. Choose an option that works for the guest count and budget.

Who should be invited?

The rehearsal dinner traditionally includes the people participating in the ceremony and their partners. Your exact guest list can reflect the size and structure of your wedding.

Usually invited

The couple, wedding party, partners of wedding-party members, immediate family, officiant and anyone participating in the ceremony rehearsal.

Often invited

Grandparents, readers, ushers, close extended family and out-of-town guests.

Optional additions

Additional friends and relatives may be included when the budget and venue capacity allow.

Keep invitations consistent

If a wedding-party member has a spouse, fiancé or established partner, include that person in the rehearsal dinner invitation.

Three to four months before

Reserve the venue or restaurant Review the contract and cancellation policy Select the menu format Discuss dietary accommodations Decide whether to offer a full bar, limited bar or hosted drinks Plan transportation between the rehearsal, dinner and hotel

Choose a convenient location

Look for a venue near the ceremony rehearsal, guest hotel or wedding venue. Guests should have enough time to travel without rushing.

Review what the price includes

Ask about room fees, minimum spending requirements, taxes, service charges, gratuities, cake-cutting fees and bar costs before signing.

Six to eight weeks before

Send rehearsal dinner invitations Set an RSVP deadline Collect meal choices if required Record dietary restrictions and allergies Decide who will give a toast Plan any gifts for the wedding party or parents

What to include on the invitation

List the hosts, event name, date, start time, location, dress code and response instructions. If the dinner follows the rehearsal immediately, explain the transportation plan.

Simple rehearsal dinner wording

Please join us for dinner following the wedding rehearsal on Friday, October 17 at 6:30 PM at The Example Restaurant. Kindly respond by September 19.

Two to four weeks before

Follow up with guests who have not responded Confirm the final guest count Finalize menu selections Confirm dietary accommodations Create a seating plan if needed Confirm speeches and their order Review final payment deadlines

A formal seating chart is not always necessary. Assigned tables or a thoughtful arrangement may be enough for a smaller rehearsal dinner.

The week of the rehearsal dinner

Reconfirm the reservation and arrival time Share the final count with the venue Confirm transportation and parking Prepare place cards or name cards Pack gifts, speeches and personal items Confirm who is handling payment and gratuity Send guests a brief reminder

Protect the wedding-day schedule

Set a reasonable end time so the couple and wedding party can rest, prepare personal items and stay on schedule the following morning.

A simple rehearsal dinner timeline

6:00 PM

Guests arrive

Serve drinks and light appetizers while everyone settles in.

6:30 PM

Dinner begins

Welcome guests and serve the first course or open the buffet.

7:30 PM

Toasts and gifts

Keep the number and length of speeches manageable.

8:30 PM

Dinner concludes

Share any final wedding-day reminders before guests leave.

What you do not need

A rehearsal dinner does not need to match the size, formality or design of the wedding reception.

• An elaborate theme
• A large floral installation
• A full entertainment schedule
• Formal printed menus
• Multiple hours of speeches
• A second wedding-level budget

Prioritize a comfortable setting, enough food, clear logistics and time with the people involved in the wedding.

Rehearsal dinner questions

Who traditionally pays for the rehearsal dinner?

Traditionally, one partner’s family may host, but there is no requirement. The couple, either family or several people together can pay.

Does everyone at the rehearsal attend the dinner?

Everyone participating in the ceremony rehearsal should generally be included in the dinner, along with their invited spouses or partners.

Do out-of-town guests need to be invited?

No, but couples sometimes invite traveling guests or host a broader welcome party instead. Base the decision on the budget and type of event.

How long should a rehearsal dinner last?

About two to three hours is usually enough time for dinner, conversation and a few speeches without keeping guests out too late.

When should rehearsal dinner invitations be sent?

Send them about six to eight weeks before the event. They can be mailed separately or included with the wedding invitation for guests attending both.

Keep the dinner and wedding schedule together.

Organize events, guests, vendors, payments and timelines in one shared wedding plan with LaBelle Bridal.

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