An engagement party is often the first big celebration in a couple's wedding journey, and it sets the tone for the events to come. Unlike a wedding, an engagement party is typically more relaxed and personal — but that doesn't mean it should be unplanned. This engagement party run sheet template gives couples and their planners a practical framework for the celebration, ensuring the styling, catering, speeches, and toast all happen at the right moments so the couple can be fully present and enjoy every minute of their special evening.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 13:00 | Venue setup and floral installation | Florist | Function Room |
| 14:30 | Lighting and ambience setup | AV Team | Function Room |
| 15:30 | Catering and bar setup | Catering | Bar / Dining Area |
| 16:30 | Photo backdrop and props setup | Photographer | Foyer |
| 17:30 | Couple arrival and styling | Photographer | Green Room |
| 18:00 | Final venue walkthrough by couple | Event Manager | Function Room |
| 18:30 | Guest arrival and welcome drinks | Catering | Foyer / Garden |
| 19:00 | Couple entrance and greeting guests | MC | Function Room |
| 19:00 | Canapes and mingling | Catering | Function Room |
| 19:30 | Seated dining begins | MC | Dining Area |
| 19:35 | Entree service | Catering | Dining Area |
| 20:10 | Parents' speeches and welcome to family | MC | Dining Area |
| 20:25 | Main course service | Catering | Dining Area |
| 21:00 | Best friend / maid of honour speech | MC | Dining Area |
| 21:15 | Couple's speech and champagne toast | MC | Dining Area |
| 21:30 | Dessert service | Catering | Dining Area |
| 22:00 | Dancing and social celebration | Entertainment | Dance Floor |
| 00:00 | Guest farewell and event close | Event Manager | Foyer |
The couple should have final say over the speech order and guest list for speakers — keep the speech program intimate and personal rather than extensive.
Co-ordinate with the florist and photographer to capture the venue styling details before guests arrive — these make beautiful content for the couple's social media.
Brief the MC on the couple's story, how they met, and any key names or relationship details to personalise bridging remarks between speeches.
If parents are contributing to the event, assign them clear and meaningful roles (such as giving the welcome speech) so they feel involved and appreciated.
Confirm the champagne toast logistics with your catering team — glasses should be pre-filled and ready to distribute promptly before the toast.
Keep each speech to two to four minutes. The engagement party is a celebration, not a formal function, so speeches should feel warm and spontaneous rather than rehearsed and lengthy. Two to four speakers is ample — typically the parents, a close friend, and the couple themselves.
Traditionally, the parents or a parent of each person in the couple give a welcome speech, followed by a close friend (best man, maid of honour, or long-time friend), and finally the couple themselves. The couple's speech is typically the last before the champagne toast.
An engagement party is an early celebration to announce and celebrate the couple's engagement, usually held weeks or months after the proposal and typically including a wider guest list. A rehearsal dinner is held the evening before the wedding and is usually limited to the bridal party and close family.
A fun and practical run sheet for a milestone birthday celebration, adaptable for anything from an intimate dinner to a large party. Covers guest arrival, entertainment, speeches, cake cutting, and wrap-up.
View Template →CorporateA polished run sheet for a gala dinner event, from guest arrival through to the final farewell. Covers cocktail hour, formal dining, speeches, entertainment, and close-of-event logistics.
View Template →CorporateA carefully structured run sheet for a charity fundraising evening, designed to maximise donations while creating a warm, memorable atmosphere for guests. Includes auction cues, pledge moments, and recognition segments.
View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.