Tips for Planning a Last-Minute Rehearsal Dinner
By Meghan Ely, OFD Consulting
Rehearsal dinners may not be mandatory, but as the wedding day draws closer, many couples find themselves wanting to do something special for the people who helped them get there. Whether it’s a simple thank-you meal or a casual welcome gathering, rehearsal dinners often happen because it feels right to share a moment before the big day.
If you’re suddenly planning a rehearsal dinner on a tight timeline, take a deep breath. Last-minute doesn’t have to mean stressful or forgettable. With a little intention and a few smart choices, you can host a gathering that feels thoughtful without adding pressure to an already busy week. We asked a handful of pros to share their best tips for planning a rehearsal dinner that fits your schedule, budget, and people. Here’s what they recommend when the clock is ticking.
Photo credit: Nikki Golden Photography
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Focus on your guest list first
As you plan a last-minute rehearsal dinner, let the guest list be your anchor. Before you research venues or menus, take a moment to decide who you and your partner want to be there.
Irene Katzias, Wedding Planner at Irene + Co Events, shares, “Start with your guest list. Figure out how many people will be joining you for the intimate evening. I recommend staying around 20-50 of your closest friends and family.”
Once you know your numbers, many other decisions fall into place quickly. A smaller guest count opens up more venue options, simplifies menu planning, and helps you stay on budget. Plus, focusing on the people who matter most lets you spend quality time together rather than worrying about logistics.
Choose a nearby venue
Convenience is everything when you’re short on time. Choosing a venue close to your other events makes things easier for everyone (especially out-of-town guests who may still be getting their bearings!).
“Choose a location close to the ceremony site or hotel to minimize logistics, and be mindful of timing so the dinner feels relaxed rather than rushed, especially for those involved in the rehearsal itself,” suggests Sara Landon, Owner & Principal Planner at Sara Landon Events.
Nearby doesn’t have to mean boring, either. Private dining rooms, hotel event spaces, or even a favorite neighborhood spot can feel welcoming with minimal effort. When planning at the last minute, proximity is a gift, so lean into it.
Opt for a digital invite
Printed invitations are lovely, but when time is tight, digital is the way to go. Email invitations or even a thoughtfully worded group message are more than okay here.
Craig Peterman, Photographer at Craig Peterman Photography, says, “Just send a group text or email with the basics: who is invited, where to be, what time to arrive, and what to expect (full dinner vs drinks and snacks).”
Digital invites can still feel personal and polished. Add a warm message or a fun photo to spruce things up. Guests will appreciate the update, and you’ll save yourself time (and stress!) during a busy week.
Photo credit: Nicole & Photo
Be careful of DIY
DIY can be tempting, especially if you’re trying to make the evening feel special without a long planning window. However, last-minute DIY projects often add more pressure than charm.
“Avoid overcomplicating,” emphasizes Amos Gott, Chief Event Architect at AmosEvents. “This is not the moment to attempt a twelve-course tasting menu or DIY a theme that requires props and overzealous decor. Don’t assume guests will ‘figure it out’ because vague details lead to Uncle Bob in cargo shorts and Aunt Linda showing up an hour late. And please, resist the urge to turn it into a second wedding reception. Save the grand gestures for the big day.”
Instead, see if your venue can help with the heavy lifting. The goal is to create a warm environment, not another to-do list.
Avoid an all-night celebration
As fun as it may be to keep the party going, remember that the rehearsal dinner is just the beginning of a very big weekend. Setting a clear start and end time helps everyone pace themselves.
Aliza Dworkind, Owner/Photographer at Aliza Dworkind, notes, “Since rehearsal dinners are typically held the night before the wedding, I’d recommend opting for an earlier dinner so it doesn’t run into the wee hours of the night. You want your guests and yourselves well rested and energized for the wedding day.”
A shorter gathering gives you space to connect and enjoy the moment without overdoing it. Guests will appreciate having time to rest, and you’ll thank yourself the next morning when you wake up feeling refreshed.
Don’t forget the smaller details (parking, dietary restrictions, etc.)
With a shorter timeline, it’s easy to focus on the big picture and overlook the details that really impact guest experience. That’s why a quick note in your invite can prevent confusion and one too many questions.
“Other considerations include dietary restrictions, accessibility needs, and parking availability,” reminds Eleonora Gobbo, Wedding Planner at Peach Perfect Weddings. “It is also helpful to share a brief overview of the evening, such as expected duration, dress code, or any planned activities.”
The same goes for dietary needs. Even a casual meal should include options for common restrictions or allergies. Taking a few minutes to check in with guests or note preferences shows just how much you care.
Photo credit: Halie Child Photography
Ditch the plated meal
Plated dinners often require more coordination and time than you may have when planning on short notice. Instead, consider more low-key options.
Elena Markwood, Owner and Lead Planner at Adoration Weddings & Events, confirms, “Any sort of food service style that requires a hard RSVP is not a good idea. Don't plan for a plated meal or any other food service style that would require guests to make meal choices, but do try to make sure you have made arrangements to ensure that anyone with dietary restrictions will be cared for (hopefully you already have this information from your wedding RSVPs). Rather, a family-style meal in someone's home, a buffet, or a private room in a restaurant where everyone can just order their own entree will take planning stress off you and make it easier for everyone to eat something they enjoy.”
A more casual dining setup also removes pressure from the evening. Guests can eat at their own pace, and conversations can flow more freely.
Remember: it’s going to be great
It’s easy to second-guess every decision when you’re planning on the fly, but remember this: your guests aren’t looking for perfection. They’re there to celebrate you and enjoy being together before a meaningful moment in your lives. That alone makes the evening special.
“It can be done, and you can do this,” adds McKenzi Taylor, Founder/Owner of Gather After. “Don’t get discouraged. The good news is that because you’ve put it off till the last minute, now you don’t have to stress for as long. Procrastination does have its perks.”
No matter how last-minute it may feel, your rehearsal dinner will be filled with laughter, love, and anticipation for what’s ahead. Keep things simple and know that the care you put into gathering your people is what they’ll remember most!
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Meghan Ely is the owner of wedding PR and marketing firm OFD Consulting and the founder of OFD Collective, a membership community for wedding pros looking to elevate their visibility. She’s a sought-after speaker and a self-professed royal wedding enthusiast.