How to Plan a Rehearsal Dinner?
Photo: Justine Montigny
Planning a rehearsal dinner can be a fun and memorable experience! But we all know it’s hard to get started and there are too many options on the table.
Here at BW Studio + Events, we absolutely love planning the smaller events that make up your wedding weekend! But if you’re having some failure to launch issues, here are some important things to consider that might make the planning process easier:
1. Venue Location
Accessibility: Choose a location that is easy to get to for your guests, especially if they are coming from out of town. Consider proximity to the wedding venue and or the hotel block. You might even get lucky and there’s a great space IN your hotel. Don’t overthink it!!
Atmosphere: Depending on your style, you might want an elegant venue, a laid-back spot, or something unique like a rooftop, a restaurant with a view, or a private room in a local favorite. Try to match the rehearsal dinner vibe with your complete wedding weekend!
Capacity: Ensure the venue can comfortably accommodate your rehearsal dinner guest list. Most cities offer venues ranging from intimate spaces to large banquet halls. But also have a serious talk with the family about who needs to be on the guest list! You can always do a formal dinner and then open it up to ALL the traveling guests afterwards.
2. Catering Options
Cuisine Type: Here in Chicago where BW Studio is based, this area is famous for its food scene, including deep-dish pizza, Italian beef sandwiches, and gourmet dining. We recommend that you choose something that reflects your style or gives guests a taste of your base city. Either way, they are here to see YOU! And will be happy either way.
Dietary Preferences/Allergies: Be sure to ask about dietary restrictions or preferences ahead of time. Almost all venues will accommodate gluten-free, vegetarian, and vegan options these days. But finding a space that meets your needs ahead of time instead of battling towards them will always be easier.
3. Budget
Cost of Venue: Make sure to set a budget and stick to it, keeping in mind that rehearsal dinners can sometimes be more intimate and therefore, less expensive than the wedding itself - but there is usually a food & beverage minimum spend. Be sure to request a sample BEO (also known as a Banquet Event Order) so you can see the full impact of the service fees and tax before you agree to anything!!
Additional Costs: Don't forget to account for all the little extras like decorations, speciality drinks, entertainment, and gratuities. Make another tab on the budget spreadsheet!
4. Guest List
Size of the Guest List: Rehearsal dinners are typically smaller than the wedding, often involving just the immediate family, wedding party, and close friends. But some couples will include all traveling guests to this list. Make sure to confirm the guest list early on so there are no surprises!!
Invitations: These can be casual, and sometimes informal digital invites! Many couples add the rehearsal dinner onto their digital RSVP now. But traditional printed invitations still work well, too.
Photo: Fox + Ivory
5. Timing
Scheduling: The rehearsal dinner usually takes place the night before the wedding, so plan the timing carefully. It should allow enough time for the ceremony rehearsal beforehand, maybe travel, the dinner itself, and enough time for guests to eat and socialize afterward.
Length: Aim for a rehearsal dinner that lasts between 2-3 hours, depending on the atmosphere and your agenda for the evening.
6. Entertainment/Activities
Toasts and Speeches: Traditionally, this is when the families give their toasts. Historically, the parents of the groom host this event and are given the most opportunity to speak, but do what you want!! It’s your wedding weekend. You may want to prepare a short program or allow time for other special announcements.
Games or Icebreakers: If your guest list includes people who don’t know each other well, consider some quick, easy, fun activities to help everyone mingle.
Live Music/DJ: For a more lively atmosphere, you could consider hiring a local band or a DJ to play some background music.
Photo: Katy Carlquist Photography + Band: Dick Diamond and the Dusters
7. Transportation
Getting Guests to the Venue: If the dinner location is far from the wedding venue, consider arranging group transportation (like a shuttle or bus) to ensure that guests don’t have to worry about getting there. But you can also do Uber Vouchers!
Parking: Major cities can have limited parking in certain areas. Be sure to provide guests with parking details in the immediate area, or arrange for valet service if possible. Lots of restaurant venues will already have this included!
8. Weather (for Outdoor Venues)
Seasonal Considerations: Weather can be unpredictable, so if you're planning an outdoor rehearsal dinner, always have a solid backup plan in case of rain or cold weather.
Photo: Louie Abellera
9. Decor and Theme
Personal Touches: The rehearsal dinner can absolutely reflect the couple’s personality or the overall wedding theme. You could incorporate elements like flowers, candles, a guest book to write notes, or custom signage.
DIY vs. Professional Decor: Decide whether you'll handle the decor yourself or hire a professional. This is a lot to take on the night before your wedding day, so don’t overtax yourself!
10. Local Vendors
Photographer: While a photographer for the rehearsal dinner isn’t a must, many couples choose to hire one to capture candid moments. You can even consider using your wedding photographer if they're available. It’s so nice to have great photos of your guests in more casual attire!
Event Planner: If you already have a wedding planner, they can often help with the rehearsal dinner planning as well. But if not, you could consider a party planner just for this part of the wedding weekend!
With all of these ideas in mind, we are confident you’ll be able to plan the very best rehearsal dinner! But if it’s a little overwhelming for you… please reach out. We’d love to hear from you and discuss your rehearsal dinner needs. Together, we could plan a memorable and stress-free pre-party before the big day!