The Ultimate Rehearsal Dinner Planning Guide

You’ve wrapped up the rehearsal, gathered your wedding party, and checked off the final walk-through. Now it’s time to enjoy one of the most cherished moments leading up to your wedding—the rehearsal dinner.

Planning your rehearsal dinner can feel like just another item on a never-ending to-do list, but it doesn’t have to be stressful. This guide will walk you step-by-step through organizing a celebration that’s warm, meaningful, and uniquely yours. From setting a budget to picking the perfect venue and curating the guest list, we’ve got you covered.

By the time your wedding weekend rolls around, this intimate gathering will be the perfect opportunity to relax, thank your loved ones, and get everyone excited for the main event. Let’s get started!

Table of Contents:

• What is a Rehearsal Dinner?
• Planning Timeline
• Budget and Costs
• Guest List
• Choosing the Venue & Theme
• Sending Invitations
• Dinner Details
• Setting a Clear Schedule

What is a Rehearsal Dinner — and Why is it Important?

The rehearsal dinner is more than just a meal; it’s a moment to pause and connect before your big day. Traditionally held the night before the wedding, it’s a chance to bring together key players—your wedding party, immediate family, and special guests—for an evening filled with food, laughter, and heartfelt toasts.

The purpose? To thank everyone involved, break any lingering ice between family and friends, and set the tone for the celebrations ahead. Think of it as the calm before the (fun and joyous!) storm.

But how do you go about planning one that feels just right for your wedding? Keep reading for all the tips and tricks you need.

Timeline & Planning Essentials

4-6 months before the wedding

• Start the conversation: Discuss your vision with your wedding planner or loved ones helping you plan. Define the style—formal, casual, or themed—and create a rough budget.
• Book early: If your wedding is during the busy season (like summer or fall), secure your venue and caterers as soon as possible. The best spots fill up quickly!
• Vendor options: Reach out to event spaces, restaurants, or caterers to narrow down your top picks.

2-3 months before the wedding

• Finalize the venue: Lock in your location if you haven’t already. Whether you’re picturing an intimate backyard gathering or a cozy dinner at a favorite restaurant, confirm details now.
• Send invitations: Invitations should go out 4-6 weeks before the dinner. For a casual event, a phone call or email works just fine too!
• Pick the menu: Collaborate with your venue or catering team to design a menu. Be sure to account for dietary restrictions or preferences.

1 month before

• Collect RSVPs: Follow up with guests to confirm attendance, especially if it impacts final headcounts or seating arrangements.
• Confirm vendors: Double-check with your venue and caterers to ensure everything is on track.
• Order décor: If your venue doesn’t provide decorations, now’s the time to source them.

The day before or day-of

• Set up the space: Arrange seating, place decorations, and make sure any equipment (microphones, lights) is ready to go.
• Run through the schedule: Ensure everyone knows the plan (and when to show up!).
• Enjoy: The time for planning is done—it’s time to relax and soak in the special moments.

Budget and Costs

Planning your rehearsal dinner starts with understanding your budget. According to The Knot, rehearsal dinners cost between $2,400 and $2,750, depending on the guest count and location. Traditionally, the groom’s parents cover the costs, but modern couples often share this responsibility across families or pay for it themselves.

Main cost factors:

• Venue: Venues often take up a substantial portion of the budget. According to Peerspace’s rehearsal dinner venues, the average cost is $172 per hour, providing a helpful benchmark for planning.
• Food and drinks: Meals typically account for the next largest expense. Buffet or plated dinners? Decide what fits best.
• Decor and extras: Keep things simple but meaningful—there’s no need to overdo the décor.

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Pro Tip: You don’t need to break the bank to create a memorable experience. Small, personal touches (like handwritten notes or family-style meals) can deliver big impact.

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Who’s on the Guest List?

Planning the guest list may seem simple, but there’s more to consider than you might think. Here’s who should typically receive an invite:

• Wedding party (bridesmaids, groomsmen, flower girls, etc.)
• Immediate family (parents, siblings, grandparents)
• The officiant (if applicable)
• Out-of-town guests (especially close family or friends who traveled far to be there)

The goal? Keep it smaller and more intimate than the wedding itself. This ensures you can foster meaningful interactions and keep the evening relaxed.

Picking the Perfect Venue & Theme

When it comes to venues, your options are endless:

• Restaurants: A tried-and-true classic. Many will offer private dining rooms or group packages.
• Creative spaces: Think vineyards, garden parties, or even a rooftop loft for something a little more unique.
• Home sweet home: Hosting at a family home or backyard adds a cozy, personal touch.

Whatever venue you choose, the theme doesn’t need to match your wedding. You can opt for something playful, like a taco-and-margarita night, or go elegant with a three-course plated dinner.

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Pro Tip: When it comes to finding the perfect venue, Peerspace can simplify the search while offering incredible flexibility. The user-friendly search allows you to filter by location, size, and style, making it easier to find something that fits your vision. Plus, many rehearsal dinner venues on Peerspace include extra amenities or services, helping you save time and streamline the planning process. It’s a wonderful way to discover hidden gems that will make your event extra memorable!

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Invitation Must-Haves

Whether you’re sending printed or digital invites, here’s what to include:

• Event date and time
• Venue name and address
• RSVP instructions (and deadline)
• Menu options (if guests are pre-selecting meals)

Make sure invitations go out with plenty of time for guests to plan their travel or schedules.

Dinner Details That Matter

The key to a flawless rehearsal dinner is in the details.

• Menu selection: Opt for crowd-pleasers and include vegetarian/gluten-free options.
• Speeches & toasts: These are a highlight of the evening. Confirm who’ll be giving toasts and provide a heads-up to help them prepare.
• Gifts: If you’re giving gifts to your bridal party or parents, this is the perfect moment to share them.

Avoid Day-Of Stress with a Clear Schedule

Here’s an example timeline for a rehearsal dinner starting at 5 PM:

• 5 PM – Welcome guests, serve appetizers, and encourage mingling.
• 5:30 PM – Sit down for dinner. Allow 60-90 minutes for food and conversation.
• 7 PM – Speeches and toasts begin. This is also a great time to present any gifts.
• 7:30-8 PM – End the evening with a heartfelt thank-you and final details for the wedding day.

Remember, you want guests to leave on a high note—but not too late. Everyone needs rest for the big day tomorrow!

Your Pre-Wedding Celebration Made Easy

Your rehearsal dinner is a chance to slow down and savor the anticipation of your wedding. With proper planning, this event can become one of your most treasured memories. By planning ahead and staying organized, you’ll ensure your evening runs smoothly and beautifully.

Looking for the perfect rehearsal dinner venue? Explore our curated list of exceptional options and make your celebration unforgettable. Start your search today!