Catholic wedding checklist and planning timeline

A Catholic wedding involves more than booking a church and choosing a reception venue. You need to coordinate the officiant and pastor, invitations, dietary requirements, missal booklets, church seating, catering, flowers, music and transport. Start with the church and guest list, then confirm suppliers and ceremony details before finalising the reception. This checklist keeps the work in order and highlights details that are often left until the last week.

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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
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm the officiant
Confirm the pastor
Confirm church booking
Confirm reception venue
Book catering
2 people
Order the bridal bouquet
Order flower decorations
Reserve photographer
Arrange music
Reserve transport for the bride and groom
Assemble the missal booklets
2 people
Arrange the table layout
2 people
Arrange seating in the church
2 people
Print the run sheet
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Pick up flowers
2 people
Pick up bridal bouquet
Sort decorations
2 people
Lay out the missalettes
2 people
Check clothing and rings
2 people

Event

Open church
2 people
Clean the church
3 people
Decorate the pews
3 people
Decorate the altar
2 people
Place missals
2 people
Open the reception hall
2 people
Set up tables
4 people
Set up chairs
4 people
Decorate tables
3 people
Hang lights
2 people
Set up music
2 people
Set up buffet
4 people
Set out drinks
2 people
Set out cake
2 people
Set up the guestbook
Welcome suppliers
2 people
Welcome family
2 people
Guide guests to the church
3 people
Support the ceremony
4 people
Guide family photos
2 people
Guide guests to the reception
3 people
Serve aperitifs
4 people
Refill drinks
2 people
Serve snacks
3 people
Collect gifts
2 people
Open the dinner buffet
3 people
Serve dinner
5 people
Clear plates
4 people
Serve coffee and tea
3 people
Cut the cake
2 people
Serve cake
3 people
Lead the first dance
2 people
Provide music and dancing
2 people
Serve late-night snacks
3 people
See off guests
3 people
Store gifts safely
2 people

Aftercare

Take down the buffet
4 people
Wash dishes
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Remove decorations from church pews
2 people
Collect waste
3 people
Clean the reception hall
4 people
Clean the church
3 people
Collect lost items
2 people
Check out suppliers
2 people
Return rental items
2 people
Distribute leftover food
2 people
Deliver flowers
Return camera equipment
Store leftover stock
2 people

What to bring

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

Furniture

Round tablesqty 10
Buffet tablesqty 4
Chairsqty 90
Wedding table
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 90
Dinner cutlery setsqty 100
Serving utensilsqty 20
Bread basketsqty 8
Serving plattersqty 20
Serving platters for cakeqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Cake knife
Serving tongsqty 8
Serving spoonsqty 10
Food warmersqty 8
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6

Equipment

Refrigeratorsqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Laptops

Decorations

White tableclothsqty 14
Napkinsqty 120
Table runnersqty 10
Flower arrangementsqty 12
Altar flower arrangementsqty 2
Chair floral arrangementsqty 12
Table numbersqty 10
Name badgesqty 90
Guest book
Pensqty 6
Candlesqty 30
Candle holdersqty 15
Ring cushion
Mass bookletsqty 100
Welcome sign
Gift table
Envelope box

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10

Cleaning

Waste binsqty 8
Mop setsqty 2
Broomsqty 2
Dustpan and brushqty 2

Catering

Wedding cake
Bridal bouquet
Groceries

Tips

Confirm the church booking, pastor and officiant before sending invitations. Ask for the ceremony requirements and required documents at least 6 months ahead, because these can affect the date and booklet contents.
Send invitations early enough to allow time for registrations and dietary requirements. Set the RSVP deadline 6 to 8 weeks before the wedding, then give the caterer the final numbers and meal information.
Assemble the missal booklets before the final week and print the run sheet in several copies. Keep one copy with the ceremony coordinator, one with the reception lead and one with the transport contact.
Check the church and reception layouts separately. Count chairs and seating places for both locations, and include space for round tables, buffet tables, the wedding table, coat racks and any stools needed.
Treat flowers, drinks and deliveries as separate timings on the final-day plan. Pick up the bridal bouquet and flowers on the agreed day, chill drinks for at least 4 hours, and confirm every delivery the day before.

Frequently asked questions

How far in advance should I book a Catholic wedding church?: Aim to confirm the church booking 9 to 12 months before the wedding, especially if you have a fixed date. Contact the pastor early because preparation meetings and required paperwork may take several months.
When should Catholic wedding invitations be sent?: Send invitations about 12 to 16 weeks before the wedding, or earlier if many guests need to travel. Set the RSVP deadline 6 to 8 weeks before the date so catering and seating can be completed on time.
When should I prepare Catholic wedding missal booklets?: Finalise the booklet text at least 4 weeks before the ceremony and assemble the copies 1 to 2 weeks ahead. Print a few extra copies and keep them with the ceremony materials rather than relying on a last-minute print run.
How much wedding drink should I buy for the reception?: For the first hour, allow around 2 to 3 drinks per person, then about 1 drink per person per hour. Add water, coffee and tea, and chill the drinks at least 4 hours before guests arrive.

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.