Bohemian Wedding Checklist

A bohemian wedding often combines an outdoor ceremony, relaxed seating, shared food and layered details such as macramé, lace, wood and candlelight. The look may feel informal, but the planning still depends on firm deadlines: guest numbers affect catering and chairs, while flowers, cake and fresh produce need timed collection. Use this checklist to work through invitations, suppliers, ceremony materials, table settings, transport and the final setup in the right order.

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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

Compile guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book the ceremony room
Book catering
Reserve photographer
Arrange music
Order flowers
Order wedding bouquet
Arrange transport for the bride and groom
Create the ceremony program
2 people
Design menus
Arrange the table layout
2 people
Determine seating for the ceremony
2 people
Print the run sheet
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Pick up flowers
Picking up the cake
Lay out clothing and accessories
2 people
Set out ceremony booklets
2 people
Chill drinks
3 people
Open venue
2 people
Hang string lights
3 people
Set up party tents
4 people
Set up ceremony chairs
3 people
Set up the ceremony arch
3 people
Place floral arrangements
2 people
Set up tables
4 people
Place chairs at dinner
3 people
Decorate tables
4 people
Set out tableware and cutlery
3 people
Set up buffet
4 people
Prepare snacks
4 people
Set up cake table
2 people
Test the music
2 people
Set up the sound system
2 people
Place route signs
2 people
Check toilets
Set up the cloakroom
2 people
Welcome suppliers
2 people
Welcome the bride and groom
2 people

Event

Welcome guests
3 people
Support the ceremony
3 people
Have rings and documents ready
Serve Prosecco
3 people
Serve snacks
4 people
Facilitate the group photo
2 people
Refill drinks
2 people
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Serve coffee and tea
2 people
Cut the cake
2 people
Serve dessert
3 people
Clear the dance floor
2 people
Provide music
Serve late-night snacks
2 people
Announce the final round
See off guests
3 people

Aftercare

Pack food safely
3 people
Collect waste
4 people
Pre-rinse tableware
3 people
Clean up the venue
5 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Sort flowers and materials
2 people
Wash dishes
4 people
Empty and clean coolers
2 people
Clean the venue
4 people
Gather borrowed items
2 people
Return rental items
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 2
Round dinner tablesqty 8
Buffet tablesqty 3
Ceremony chairsqty 70
Dinner chairsqty 70
Lounge sofasqty 4
Lounge tablesqty 4
Coat racksqty 2
Stoolsqty 8

Tableware

Dinner platesqty 75
Dessert platesqty 75
Bread platesqty 75
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 75
Coffee cupsqty 70
Dinner cutlery setsqty 75
Serving spoonsqty 12
Cake serversqty 2
Cake platesqty 75

Decorations

Ceremony arch
Jute table runnersqty 8
Lace table runnersqty 8
Glass candle lanternsqty 30
LED candlesqty 40
Glass vasesqty 40
Wooden cratesqty 12
Macramé wall hangingsqty 4
Chalkboardsqty 6
Table number setqty 8
Welcome sign
Directional signsqty 5
Guest book
Photo framesqty 12
Throwsqty 12
Cushionsqty 24
Paper napkinsqty 150
Name badgesqty 70
Menusqty 70

Lighting

String lightsqty 8
Battery lightsqty 20
Standing lampsqty 4

Equipment

Bluetooth speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 16
Serving trays with lidsqty 6
Pansqty 4
Serving spoonsqty 12
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cake knife
Cake stand
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set your RSVP deadline early enough to confirm catering, seating and dietary requirements before you print menus or arrange the ceremony layout. Allow at least 2 weeks between the response deadline and the wedding day.
Plan the ceremony and dinner as two separate seating needs. Count ceremony chairs and dinner chairs independently, especially if guests move between an outdoor ceremony, lounge area and round dinner tables.
Confirm every delivery and collection 48–72 hours before the wedding. Flowers, the cake, fresh produce and rented furniture often arrive at different times, so assign one person to check each item off the schedule.
Prepare the table plan before placing table numbers, runners, plates and glasses. For each guest, allow one dinner plate, dessert plate, bread plate, water glass, wine glass and cutlery set, then add a small reserve.
Do not leave the ceremony details until the final morning. Print the run sheet and ceremony booklets in advance, lay out clothing and accessories, and prepare the ceremony arch, lanterns, vases and other decor at least one day before setup.

Frequently asked questions

How far in advance should I send bohemian wedding invitations?: Send the invitations around 10–12 weeks before the wedding, with the RSVP deadline set about 4–6 weeks before the date. That gives you time to collect dietary requirements, confirm numbers and finish the seating plan.
When should I book catering and the ceremony room for a bohemian wedding?: Book the ceremony room and caterer as soon as your date and approximate guest count are known, ideally 6–12 months ahead. Final guest numbers and dietary requirements can usually be confirmed 4–6 weeks before the wedding.
How many glasses and plates do I need per wedding guest?: Plan one dinner plate, dessert plate, bread plate, water glass, wine glass and dinner cutlery set per guest. Add at least 10% spare tableware, and include champagne glasses and coffee cups if those drinks are part of the schedule.
When should I collect the flowers and wedding cake?: Confirm the exact collection or delivery time 48–72 hours beforehand. Fresh flowers should arrive as close to setup as practical, while the cake should be collected or delivered on the wedding day according to the baker’s storage instructions.

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