Church wedding checklist: what to arrange and when

A church wedding involves more than booking the ceremony and sending invitations. You need to coordinate the church, reception room, guest responses, dietary requirements, printed programmes, seating plan, catering supplies and deliveries. This checklist helps you work through those decisions in the right order, then confirm the details that are easy to miss during the final week. It also covers practical setup, from cooling drinks and checking tableware to preparing the church and testing the ceremony music.

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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
Collect dietary requirements
Reserve the wedding venue
Reserve church
Reserve the reception area
Print ceremony program
2 people
Arrange the table layout
2 people
Create menus
2 people
Send directions
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Pick up flowers
2 people
Picking up the cake
2 people
Check tableware
2 people
Wash table linens
Set Up Ceremony Music
2 people
Test the playlist
2 people
Assemble the emergency kit
Open church
2 people
Clean the church space
3 people
Check church chairs
2 people
Lay out the programs
2 people
Set out ceremony booklets
2 people
Place floral arrangements
3 people
Check the ceremonial book
Lay out wedding rings
Open reception area
2 people
Clean the reception area
3 people
Set up tables
4 people
Set up chairs
4 people
Set table linen
3 people
Place table decorations
3 people
Set out tableware
3 people
Lay out cutlery
3 people
Set out glasses
3 people
Set up buffet
4 people
Set up coffee station
2 people
Set up the gift table
2 people
Set out the guestbook
Connect music equipment
2 people
Test the lighting
2 people
Restock the toilets
2 people
Place waste bins
2 people
Prepare catering
5 people
Prepare snacks
4 people
Prepare the cake cutting
2 people
Prepare bridal bouquet

Event

Welcome guests
3 people
Support the ceremony
3 people
Operate ceremonial music
Distribute the programs
2 people
Guide guests to the reception
2 people
Serve welcome drinks
4 people
Serve snacks
4 people
Refill drinks
3 people
Serve coffee and tea
3 people
Open the buffet
3 people
Restock the buffet
4 people
Serve diet meals
2 people
Clear plates
4 people
Cut the cake
2 people
Serve cake
3 people
Refill coffee
2 people
Host the guestbook
Check the gift table
Check toilets
2 people
Empty trash bins
2 people
Serve the last round
2 people
See off guests
3 people

Aftercare

Store gifts safely
3 people
Clear away food and drinks
4 people
Collect tableware
4 people
Collect glasses
3 people
Clear tables
4 people
Put the chairs back
4 people
Remove decorations
3 people
Bring flower arrangements
2 people
Sort waste
3 people
Clean the kitchen
4 people
Wash dishes
4 people
Clean the reception area
4 people
Clean the church space
3 people
Wash table linens
2 people
Check materials
2 people
Return borrowed items
2 people
Return rental items
2 people
Distribute leftover food
2 people
Empty the coolers
2 people
Store equipment
2 people
Return keys

What to bring

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

Furniture

Reception tablesqty 10
Folding chairsqty 90
Buffet tablesqty 4
Gift table
Guestbook table
Clothes racksqty 2
Table signsqty 10
Table linenqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving spoonsqty 12
Serving utensilsqty 12
Serving plattersqty 16
Water jugsqty 12
Coffee potsqty 6

Kitchen

Cutting boardsqty 6
Chef's Bowlqty 10
Measuring cupsqty 3
Chef's knifeqty 4
Bread knivesqty 4
Cake knife
Cake spatula
Serving tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 6
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone
Laptop
Charging cablesqty 4

Lighting

LED string lightsqty 6
LED candlesqty 30
Cable reelsqty 2

Decorations

Flower arrangementsqty 12
Flower vasesqty 12
Table runnersqty 10
Menu card holdersqty 10
Table numbersqty 10
Guest book
Pensqty 6
Ring pillow
Bridal bouquet
Corsagesqty 12
Welcome sign
Photo framesqty 10
Balloonsqty 80
Ribbonsqty 6
Tapeqty 6
Scissorsqty 4
Ceremony bookletsqty 100
Menusqty 90
Table place cardsqty 100

Cleaning

Trash binsqty 6
Trash bag holdersqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Toilet brushesqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4
Washing-up basinsqty 6

Catering

Groceries

Tips

Book the church, reception room and key suppliers before sending invitations. Once replies start arriving, record dietary requirements and update the guest count rather than relying on separate messages or memory.
Allow time for printed items after the wording is approved. Ceremony programmes, menus, table signs and directions should be checked against the final guest details before printing.
Count tableware by place setting, then add serving pieces separately. Check dinner and dessert plates, glasses, cutlery, coffee cups, serving platters, water jugs and coffee pots instead of assuming the venue has everything.
Make a delivery and collection plan for the final week. Confirm when flowers, the cake and other supplies arrive or are collected, and schedule drink chilling, shopping and linen washing early enough that they do not compete with the ceremony setup.
Run one complete technical and access check before the wedding day. Test the ceremony playlist, assemble the emergency kit, confirm who opens and cleans the church, and walk through the reception layout with the tables, chairs and guestbook area.

Frequently asked questions

How far in advance should I book a church wedding venue?: Start contacting the church and reception venue at least 9 to 12 months before the preferred date. Popular dates may require more lead time, and you need the confirmed venues before invitations go out.
When should wedding invitations be sent for a church wedding?: Send invitations after the church, reception location and ceremony time are confirmed, usually 8 to 12 weeks before the wedding. Set an RSVP deadline around 4 to 6 weeks before the date so you can finalise catering and seating.
How much food and drink should I plan per wedding guest?: Use the confirmed guest count for catering and add a small buffer agreed with your caterer. For drinks, plan roughly 2 to 3 servings per person during the first hour, then adjust for the meal, reception length and whether non-alcoholic options are included.
When should I collect dietary requirements for a church wedding?: Ask for dietary requirements on the invitation or RSVP form and close the list 4 to 6 weeks before the wedding. Send the final list to the caterer with the confirmed guest count, then check the menus and place settings against it.

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