Autumn wedding checklist: plan it in the right order

An autumn wedding needs more than a date, venue and guest list. Cooler weather, earlier sunsets and possible rain affect the ceremony setup, deliveries, drinks and guest comfort. Start with the venue and key suppliers, then work through invitations, catering, flowers, music and the table layout. In the final week, confirm every delivery, check the forecast, update the guest count and make sure serving equipment, glassware and hot-drink supplies are ready.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set wedding date
2 people
Reserve venue
2 people
Assign the master of ceremonies
2 people
Reserve photographer
2 people
Arrange music
2 people
Book catering
2 people
Order flowers
2 people
Order cake
2 people
Compile guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Create the table layout
2 people
Print the run sheet
2 people
Confirm deliveries
2 people
Check the weather forecast
Update the final guest list
2 people
Call suppliers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Picking up the cake
2 people
Pick up flowers
2 people
Sort decorations
3 people
Inspect venue
2 people
Mark the ceremony area
3 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony chairs
3 people
Set table linen
3 people
Set out tableware
3 people
Set out cutlery
3 people
Set out glasses
3 people
Place name tags
2 people
Hang decorations
4 people
Place autumn flower arrangements
3 people
Hang lights
3 people
Connect music equipment
2 people
Test the music
2 people
Set up buffet
4 people
Prepare snacks
4 people
Set up the coffee corner
2 people
Set up the cloakroom
2 people
Check toilets
2 people
Place waste stations
2 people
Clear emergency exits
2 people
Receive catering
3 people
Check deliveries
2 people
Prepare bridal bouquet

Event

Support the ceremony
3 people
Welcome guests
3 people
Serve welcome drinks
3 people
Facilitate the group photo
2 people
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Refill buffet
3 people
Serve diet meals
2 people
Clear plates
3 people
Cut the wedding cake
2 people
Serve coffee and tea
3 people
Clear the dance floor
2 people
Serve evening snacks
3 people
See off guests
2 people

Aftercare

Chill leftovers
2 people
Collect waste
3 people
Collect tableware
3 people
Clear tables
4 people
Remove decorations
4 people
Stack chairs
3 people
Fold up the tables
4 people
Wash dishes
3 people
Clean the venue
4 people
Empty the coolers
2 people
Distribute usable leftovers
2 people
Collect rental equipment
3 people
Return rental items
2 people
Take out the trash
2 people
Clear away cloakroom items
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Round tablesqty 10
Buffet tablesqty 4
Chairsqty 90
Ceremony chairsqty 10
Coat racksqty 2
Stoolsqty 8

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert forksqty 100
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Food warmersqty 6
Coolersqty 6
Ice cube traysqty 4
Corkscrewsqty 4
Bottle openersqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Speakersqty 2
Microphone
Audio mixer
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10

Decorations

Table runnersqty 10
Cloth napkinsqty 100
Name badgesqty 90
Menusqty 12
Welcome sign
Table cardsqty 10
Glass vasesqty 30
Artificial leavesqty 40
Pumpkinsqty 20
Serving traysqty 8
Photo framesqty 12
Adhesive stripsqty 4
Table numbersqty 10

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Trash bagsqty 50

Catering

Groceries

Tips

Set the date and reserve the venue before booking the photographer, caterer, music and other suppliers. For an autumn wedding, ask the venue early about indoor ceremony space, coat storage and a rain plan.
Send invitations early enough to collect registrations and dietary requirements before the table layout is due. Aim to have the final guest list ready at least 7 days before the wedding.
Build the table plan around the actual furniture and place settings: round tables, chairs, plates, cutlery, water and wine glasses, plus serving platters and tongs. Count each item against the final guest number, not the original invite list.
Plan drinks and hot service separately. Chill bottles before guests arrive, prepare coolers and ice, and check that corkscrews, bottle openers, coffee machines, kettles, cups and thermos flasks are available.
Use the final week for confirmations rather than new decisions: call suppliers, confirm deliveries, check the weather forecast, collect the cake and flowers, and print the run sheet before decorations are sorted.

Frequently asked questions

How far in advance should I start planning an autumn wedding?: Start at least 9 to 12 months ahead if you need to secure a venue, photographer, caterer and music. Send invitations once the date, venue and main arrangements are confirmed, usually several months before the wedding.
When should I finalise the guest list for an autumn wedding?: Set a reply deadline about 8 to 10 weeks before the wedding, then update the final guest list 7 days before the event. Use that final number for catering, table settings, drinks and seating.
What should I check one week before an autumn wedding?: Call every supplier, confirm delivery times, check the weather forecast and review the shopping list 7 days before the wedding. In the final days, chill drinks, collect the cake and flowers, and print the run sheet.
How many glasses and plates do I need for an autumn wedding?: Count one dinner plate, dessert plate, water glass and wine glass per seated guest, then add at least 10% spare for breakage and unexpected guests. Add champagne glasses, coffee cups and soup bowls only for the courses and drinks you are serving.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.