Your Step-by-Step Guide to Planning a Rehearsal Dinner Without the Stress

A rehearsal dinner is a special pre-wedding event that gives the couple and their families a chance to relax, connect, and show appreciation to those playing a key role in the wedding. While it's meant to be more casual than the big day, planning it can still feel like a challenge. That’s why this guide will walk you through every step to help make it smooth and stress-free.

1. What is a Rehearsal Dinner?

A rehearsal dinner usually takes place the evening before the wedding, right after the ceremony run-through (aka the rehearsal). It’s typically a cozy, intimate meal shared with close family and friends.

The guest list often includes the couple, both sets of parents, the wedding party, anyone involved in the rehearsal, and a few other loved ones. The couple or their parents usually give short speeches or toasts to thank everyone, and close guests are welcome to do the same.

Note: Many wedding planners do not include rehearsal dinner planning in their standard packages, but can offer it as an add-on service or give you guidance to help you organize it yourself.

2. Make a To-Do List

Even though the rehearsal dinner is more relaxed than the wedding day, you should still create a clear checklist – from choosing the venue and menu to confirming the guest list and decorations. It's best to create a shared document that both partners and any co-hosts can access and update.

3. Decide Who Will Host

Traditionally, the side of the family not paying for the wedding covers the rehearsal dinner. However, if both families are sharing the wedding costs, they might also split this event. These days, many couples prefer to host it themselves so they can manage the details their way.

The host is responsible for greeting guests and giving a welcome toast. If you’d rather have someone else coordinate things, your venue or wedding planner might offer a point person—or you can take the reins yourself. There's no strict rule here—just choose what works best for your situation.

4. Choose a Style or Theme

If your wedding already has a theme, let that inspire your rehearsal dinner. Or pick a colour palette, personal symbol, or vibe that’s meaningful to you both. For example, if your special song is Come Fly With Me, you could use mini suitcases and airplane details in the décor.

Other fun themes include backyard BBQs, fondue nights, board games, mini golf, or a laid-back casino night. It’s a great time to let your personality shine and enjoy a relaxed evening before the big day.

5. Pick the Right Date

Most rehearsal dinners happen the night before the wedding (e.g., Friday night if you're marrying on Saturday). That said, you can absolutely adjust based on what works best. Think about travel schedules, weather, and downtime for you and your guests.

If things feel too rushed, you can simplify the evening to light refreshments after the rehearsal—or even skip the dinner altogether. The goal is to reduce stress, not add to it.

6. Choose a Venue and Confirm Services

Restaurants are the go-to option, but you can think outside the box—host it at a villa, garden, hotel, or even your backyard if it fits your vibe.

When selecting a venue, consider the number of guests, the ambience, the cost, and what’s included (catering, drinks, AV equipment, etc.). If certain services aren’t provided, you’ll have the freedom to hire vendors you like. Once decided, confirm the date, get a quote, and place a deposit to secure the booking.

7. Build Your Guest List

A typical rehearsal dinner includes:

- The couple

- Parents of the couple

- Wedding party (bridesmaids and groomsmen)

- Ceremony officiant, celebrant, or priest (if applicable)

- Any children involved in the ceremony and their parents
Keep the list between 30–50 people, or about 30–40% of your total wedding guest count, depending on the size and budget.

8. Plan the Menu

Work with your caterer or restaurant to create a set menu that fits your budget. A starter, main course, dessert, and drinks (wine or beer) are usually enough. You can make it feel more special with custom cocktails or keep it relaxed with a BBQ.

9. Send Out Invitations

Send rehearsal dinner invites after the main wedding invitations. If you're including the dinner invite in your wedding package, make sure the information is clearly separated.

Ideally, send them at least 45 days in advance, and confirm RSVPs 2–3 weeks before the dinner. For casual events, digital invitations work great. If you're going for a more elegant look, choose printed invites that complement your wedding stationery—just keep them more low-key.

10. Plan the Evening Schedule

Rehearsal dinners usually last 2 to 3 hours, structured as follows:

- First 30 minutes: Welcome guests, drinks, and mingling

- 60–90 minutes: Dinner service
- 10–20 minutes: Speeches, thank-you gifts, or fun activities

If you're planning extras like watching a game, playing cards, or hosting a cookout, be sure to factor in time for that too.

11. Prepare Decorations

Ask the venue if they provide any signage or decorations. If you're hosting at home or outdoors, feel free to DIY with things like name tags, balloons, or simple centrepieces. Avoid reusing floral arrangements from your wedding day—this could cause logistics issues later. If needed, ask your florist to create small, budget-friendly pieces specifically for the dinner.

12. Confirm Final Details

Roughly two weeks before the dinner, confirm everything with:

- The venue or restaurant
- Your catering team
- Final headcount and dietary requirements
- Schedule, layout, and any speeches or roles assigned

If you’re not the main organiser, make sure the host is looped in on all updates.

13. Don’t Be Afraid to Ask for Help

Feeling overwhelmed? Talk to your planner about adding rehearsal dinner coordination to your wedding package. Bringing in a professional can help reduce stress, keep everything on track, and ensure your evening runs smoothly.

If you need support or expert advice while planning your big day, December Wedding Planner is here for you. With years of experience and deep industry know-how, we’re dedicated to helping you create a wedding that is personal, polished, and unforgettable.

Don’t hesitate to contact us:

(+84) 936 436 602 - Ms. Tiên

(+84) 983 03 61 03 - Ms. Hạnh 

Visit our fanpage: December Wedding Store