Reception Running Sheet: Minute-by-Minute Coordinator Checklist

Confirm table layout matches the seating plan, escort cards or chart in place, gift table set up, signage out, AV tested.

Florist finishes centrepieces, DJ tests sound, photographer sets up reception lights, caterer confirms timing.

Run the MC through the running order, names and pronunciations, song cues, speech order, and any in-jokes the couple wants flagged.

Microphone level for speeches, music volume during meal vs dancing, DJ booth lighting, any speeches needing lapel mic.

Total cover, dietary marker count, kid meals, vendor meals.

Wait staff circulate canapes. Bar opens. Background music at low-medium volume.

Photo booth, lawn games, signature cocktail station, slideshow. Keeps energy up while couple is away.

Radio check with photographer. Aim to have couple back 10-15 minutes before grand entrance.

Older guests, parents of small kids — let them find their seats early.

5 minutes before entrance, MC asks guests to take their seats.

MC announces wedding party in pairs to walk-in song. 30 seconds per pair.

MC pauses, music shifts, couple enters to their chosen song. 60-90 seconds.

Couple, parent, or MC — 2-3 minutes thanking guests and kicking off the meal.

Cue caterer to begin entree service.

Couple often circulates between courses to greet tables. Background music at conversational volume.

Best man, maid of honour, parent. 4-7 minutes each MAX. MC introduces each speaker, manages timing, leads applause + toasts.

MC holds the room. Couple sits down and actually eats — 15 minutes minimum.

Wait staff confirm allergens with the couple's nominated guests. Mistakes here can land in hospital — verify.

Dinner music gradually shifts toward upbeat as dessert approaches. DJ pre-plans this.

Couple to cake table. Cut a small slice. Photographer captures the moment. Cake then taken backstage to be cut + served as dessert or supper.

Couple takes the floor. MC announces. Photographer signals when guests can join — usually 60-90 seconds in.

Bride + parent, then groom + parent. Or skip — many couples now do.

DJ shifts to upbeat opener. MC invites everyone to the floor.

Build for 30 minutes, sustain for 60+, leave 15 minutes of slow songs at the end.

If doing, MC announces. 5 minutes. Most couples now skip — it can feel dated.

90 minutes into dancing. Pizza, sliders, or something hand-held. Optional but loved.

Dance together for one slow song. Steal 5 quiet minutes. The day is almost done.

15 minutes before bar close. Final drinks, last songs requested.

Sparkler tunnel, confetti, or just a hug-line at the door. MC organises guests if doing a tunnel.

Coordinator or family member hands envelopes to each vendor before they leave.

Decor, gifts, cards, leftover cake, signage. Most venues require everything out by midnight.

Hotel, Airbnb, or home. Order pizza. The day is officially done.