Rehearsal Dinner Coordination Guide
The rehearsal dinner is more than just a pre-wedding meal — it’s a chance to bring close friends and family together, relieve pre-wedding jitters, and show appreciation to your inner circle. This guide walks you through every step of planning and coordinating a successful, from setting a budget to managing the evening. Read more pages
What Is a Rehearsal Dinner?
Traditionally held the night before the wedding, the follows the ceremony rehearsal and is typically attended by close family, the wedding party, and any out-of-town guests.
Purpose:
Practice the ceremony (logistics and flow)
Share a relaxed meal with loved ones
Toast the couple
Give out gifts to the wedding party
Set the tone for the wedding weekend
Tip: The is often more casual and intimate than the wedding itself.
Who Hosts (and Pays) for the Rehearsal Dinner?
Traditionally, the groom’s family hosted and paid for the , but today, it’s flexible.
Common Options:
Groom’s or bride’s family
Both families splitting the cost
The couple (especially for smaller or destination weddings)
Tip: Whoever hosts typically has more say in the planning, but the couple’s preferences should still be considered.
Set a Budget
Your budget will shape everything — from the venue and guest list to the menu and entertainment.
Average Costs:
Can range from $500 (casual dinner at home) to $5,000+ (restaurant or private event space)
Expect around $30–$100 per person depending on location and style
Budget Items to Consider:
Venue or restaurant rental
Food and drinks
Décor or flowers (if any)
Entertainment (optional)
Transportation (if needed)
Tips and taxes
Tip: Keep the rehearsal dinner less elaborate than the wedding — it’s meant to be warm, not formal.
Create the Guest List
The rehearsal dinner should be smaller than the wedding, focusing on those directly involved in the wedding.
Who to Invite:
Immediate family (both sides)
Wedding party (bridesmaids, groomsmen, etc.)
Officiant (if not a professional)
Children of the couple
Out-of-town guests (optional but appreciated)
Tip: If budget allows, including out-of-town guests is a thoughtful gesture. If not, consider hosting a welcome drink instead.
Choose the Venue
Book your venue 3–6 months in advance, especially during peak wedding seasons.
Venue Ideas:
Private dining room in a restaurant
Backyard or home of a family member
Rooftop bar or winery
Beach or park pavilion
Hotel banquet room
Considerations:
Proximity to the ceremony/rehearsal site
Group size and privacy
Food and drink options
Ambience and formality
Accessibility and parking
Tip: Keep travel time under 30 minutes from the rehearsal site to the dinner venue.
Select the Style and Theme
Decide on the tone you want to set. Unlike the wedding, this event can be more personal, fun, or themed.
Popular Styles:
Casual BBQ or picnic
Elegant cocktail dinner
Beach party or luau
Family-style Italian feast
Fiesta or taco night
Decor:
Keep it simple — use candles, string lights, fresh flowers, or photo displays
Include a welcome sign or seating chart if needed
Tip: Match the style to your personality and budget. It doesn’t have to match the wedding theme.
Plan the Menu and Drinks
Food is the heart of the evening. Choose a menu that’s crowd-pleasing, accommodating to dietary needs, and fits your vibe.
Menu Options:
Plated meal
Buffet
Food stations
BBQ or cookout
Catered meal at home
Drinks:
Open bar (beer/wine/cocktails)
Signature drinks
Self-serve options (drink tubs or pitchers)
Tip: Always include vegetarian or gluten-free options, and let guests know if there’s a set menu.
Organize the Timeline
The rehearsal dinner should be relaxed but well-organized. Aim for a 2–3 hour event.
Sample Timeline:
| Time | Activity |
|---|---|
| 4:00 PM | Ceremony rehearsal at venue |
| 5:30 PM | Arrivals and cocktails |
| 6:00 PM | Dinner served |
| 6:45 PM | Toasts and speeches |
| 7:30 PM | Gift-giving and mingling |
| 8:30 PM | Wrap-up and goodnights |
Tip: Keep things on schedule to ensure everyone gets enough rest before the big day.
Coordinate Speeches and Toasts
The rehearsal dinner is a great time for heartfelt and informal speeches.
Who Might Speak:
Parents of the couple
Siblings
Maid of honor/best man (short version if saving the main toast for the wedding)
The couple (to thank guests)
Tip: Keep each toast under 3 minutes. Ask speakers in advance so they can prepare.
Give Out Wedding Party Gifts
It’s customary to present gifts to bridesmaids, groomsmen, or others who’ve helped with the wedding during the rehearsal dinner.
Gift Ideas:
Personalized items (robes, cufflinks, bags)
Jewelry or accessories for the wedding
Handwritten thank-you notes
Experience gifts (spa treatments, excursions for destination weddings)
Tip: Present gifts after toasts when attention is still on the group.
Add Personal Touches
The rehearsal dinner is the perfect place to include meaningful or fun extras that wouldn’t fit into your wedding day.
Ideas:
A slideshow of childhood or couple photos
Karaoke, trivia, or games
A guest book or video messages
Signature cocktails named after the couple
Custom playlists
Tip: Keep the vibe fun and low-pressure. It’s okay to laugh, cry, or both.
Communicate With Guests
Ensure all attendees know the schedule, location, dress code, and transportation arrangements.
How to Share Info:
Wedding website
Printed inserts in invitations
Email reminders
Text message group (for last-minute updates)
Tip: Send a map or pin drop if the venue is tricky to find.
Plan for Logistics
Ensure everything runs smoothly by confirming details a few days ahead.
Checklist:
Confirm guest count with the venue or caterer
Check for dietary needs
Finalize seating arrangement (if needed)
Bring any supplies or décor
Arrange transport if necessary
Tip: Assign a point person (planner or friend) to help coordinate on-site.
Handle Last-Minute Details Gracefully
Like any event, the might have small hiccups. Stay flexible and focused on the purpose: gathering with loved ones.
Tips:
Have a rain plan for outdoor events
Bring extra chairs or tableware if hosting at home
Keep speeches organized and optional
Don’t overdo alcohol — keep things classy
End on a High Note
Wrap the evening with a thank-you from the couple, warm hugs, and reminders about the wedding schedule.
Ideas for a Great Goodbye:
Small takeaway favor (cookies, candles, thank-you cards)
Short and sweet thank-you speech
Group photo
Tip: Keep the evening short and sweet so everyone’s fresh for the wedding day.
Optional: Combine Rehearsal Dinner with a Welcome Party
If you’re hosting many out-of-town guests, especially for a destination wedding, consider combining the with a larger welcome party.
Format:
First hour: private dinner for family and wedding party
Second hour: welcome party open to all guests
Tip: This is a great way to keep costs down while still including everyone.
Final Thoughts
The is your chance to relax and enjoy the company of your closest people before your big day. With thoughtful coordination and a warm, personal touch, it can become one of the most memorable parts of your wedding celebration.
Rehearsal Dinner Quick Checklist
✅ Set budget and host
✅ Choose venue and book early
✅ Finalize guest list
✅ Send invites or share details
✅ Plan the menu and drinks
✅ Arrange speeches and toasts
✅ Prepare gifts for the wedding party
✅ Confirm logistics and timeline
✅ Add personal or fun elements
✅ Enjoy the night! Instagram