How to plan an engagement party
An engagement party is often the first big event for both families, so it rewards early booking. The caterer and photographer come first, ceremony items a few weeks out, and the evening centres on the ring ceremony and toasts.
Engagement checklist
6 weeks before
- Draft the guest list
- Book the venue, or confirm the space at home
- Book the caterer
- Book a photographer
4 weeks before
- Send invitations
- Choose the menu
- Pick a theme and décor
3 weeks before
- Buy rings and ceremony items
2 weeks before
- Chase RSVPs from anyone who hasn't replied
- Confirm vendors in writing
- Order the cake
7 days before
- Lock the headcount
- Collect allergy and dietary notes
- Buy decorations and non-perishables
- Draft the party-day run of show
3 days before
- Confirm every vendor's arrival time
1 day before
- Send guests parking and arrival details
- Buy perishables and ice
Party day
- Set up décor and the space
2 days after
- Send thank-you notes
- Settle costs with co-hosts
- Share photos with guests
Add your date, guest count and budget and get this checklist with real due dates, plus a menu that respects dietary needs.
Plan mine freeHow to split the budget
A typical split for a engagement, shown for 80 guests and a $5,000 budget. The percentages hold at any size.
| Category | Share | Example |
|---|---|---|
| Food & catering | 40% | $2,000 |
| Venue | 20% | $1,000 |
| Photography | 15% | $750 |
| Decorations | 12% | $600 |
| Ceremony items | 5% | $250 |
| Buffer | 8% | $400 |
Party-day schedule
A 4-hour party starting at 3:00 PM.
- 2:00 PMSet up the space and décor
- 2:45 PMFinal walk-through, music on
- 3:00 PMGuests arrive
- 3:30 PMRing ceremony
- 4:00 PMToasts and photos
- 4:30 PMDinner
- 5:30 PMMusic and dancing
- 7:00 PMParty ends, start clean-up
Menu ideas
- Beef sliders
- Chicken wings
- Caprese skewers
- Hummus and veggie platter
- Cheese and charcuterie board
- Mini tacos
- Dessert bar
- Mocktails and sparkling water
Shopping for 80
- Plates120 plates
- Cups240 cups
- Napkins240 napkins
- Drinks240 cans or bottles
- Ice8 10 lb bags
- Trash bags6 bags
- Cake80 servings
Tips from the plan
- Book the caterer and photographer six weeks out
- Both are shared with wedding season. Get written confirmation.
- Invite only people you'll invite to the wedding
- Anyone at the engagement will reasonably expect a wedding invitation.
- Photos right after the ceremony
- Everyone is dressed, together and still fresh. Schedule them before dinner.
- Keep a buffer
- Engagement budgets run over on small things. Hold back about 8%.
Questions
How long after getting engaged should you have the party?
Commonly within a few months of the proposal, well before wedding planning is in full swing.
Who pays for an engagement party?
Traditionally one family hosts, but many couples now split costs between families or pay themselves.
What happens at an engagement party?
Guests arrive, the ring ceremony or announcement happens, then toasts, photos, dinner and music.