City wedding checklist and planning timeline

A city wedding needs more coordination than a single venue booking. Guest numbers affect the room layout, menu choices, tableware and transport, while ceremony and reception spaces may have different rules and schedules. Start with the guest list and invitations, then confirm reservations, suppliers and travel arrangements before producing printed materials. In the final week, check equipment, decorations, table settings and the run sheet so small omissions do not disrupt the day.

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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
Create the table layout
2 people
Set menu choices
2 people
Make reservations
Arrange transportation for guests
Check the ceremony room
2 people
Check the party venue
2 people
Confirm suppliers
Print the run sheet
Collect emergency contacts
Make table cards
2 people
Create program cards
2 people
Make welcome sign
Assemble the music playlist
2 people
Collect speeches
Sort decorations
2 people
Check tableware
2 people
Test equipment
2 people
Check the shopping list
2 people
Do the shopping
3 people
Picking up the cake
2 people
Chill drinks
2 people
Wash fresh produce
2 people
Prepare snacks
4 people
Bring decorations to the venue
3 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony seating
3 people
Set the tables
4 people
Place name tags
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Set up the welcome desk
2 people
Set out the guestbook
Connect the sound system
2 people
Test the music
2 people
Set up the buffet
4 people
Display snacks
3 people
Set up the cake display
2 people
Check toilets
2 people
Place waste stations
2 people
Receive deliveries
2 people

Event

Welcome ceremony guests
3 people
Guide guests to their seats
2 people
Support the ceremony
3 people
Serve Prosecco
3 people
Serve snacks
4 people
Facilitate the group photo
2 people
Guide guests to dinner
2 people
Open the dinner buffet
2 people
Restock the buffet
3 people
Refill drinks
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Cut the cake
2 people
Serve coffee and tea
3 people
Open the dance floor
Serve late-night snacks
3 people
See off guests
2 people

Aftercare

Chill leftovers
3 people
Collect waste
4 people
Pre-sort tableware
3 people
Clear tables
4 people
Remove decorations
3 people
Dismantle furniture
4 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Clean the floors
3 people
Collect lost items
2 people
Return supplies
2 people
Return rental items
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 90
Ceremony chairsqty 90
Buffet tablesqty 3
Cocktail tablesqty 4
Table linenqty 12
Chair coversqty 90
Table transport cartsqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee cupsqty 90
Water glassesqty 110
Wine glassesqty 110
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Serving plattersqty 12
Water jugsqty 10
Coffee potsqty 6

Decorations

Flower vasesqty 12
Table runnersqty 12
Tealight holdersqty 40
LED candlesqty 40
String lightsqty 8
Paper lanternsqty 12
Welcome sign
Guest book
Table card holdersqty 12
Photo framesqty 12
Balloon arch
Ceremony bouquet
Flower arrangementsqty 12

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Cake knife

Kitchen

Cutting boardsqty 6
Chef's feathersqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum foil dispensersqty 2
Serving racksqty 4
Ice packsqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED spotlightsqty 6
Battery lanternsqty 6

Catering

Groceries

Tips

Set a firm RSVP deadline at least 6 weeks before the wedding. Use the final guest count to confirm dietary requirements, menu choices, chairs, tables and the number of place settings.
Check both the ceremony room and party venue separately 2–3 weeks beforehand. Confirm access times, furniture, table linen, sound equipment, decoration restrictions and who holds the keys.
Plan city transport with a buffer of at least 30 minutes between ceremony and reception. Give guests clear pickup points and collect emergency contact details before printing the run sheet.
Count tableware by service rather than by guest: dinner plates, dessert plates, glasses, cutlery and serving pieces all need to match the menu. Add a small spare margin instead of discovering missing items during setup.
Collect speeches, playlist details and printed content no later than 1 week before the wedding. Keep the run sheet, table layout, program cards, table cards and welcome sign together so the setup team can work without repeated questions.

Frequently asked questions

How far in advance should I send city wedding invitations?: Send them about 10–12 weeks before the wedding, or earlier if many guests need to travel. Set the RSVP deadline at least 6 weeks before the date so you can finalize seating, food and transport.
When should I confirm the wedding venue and suppliers?: Confirm reservations and suppliers 4–6 weeks before the wedding, then check the details again 7 days beforehand. Verify arrival times, access, equipment, furniture and the person responsible on the day.
How many glasses and plates do I need for a city wedding?: Plan one dinner plate and one dessert plate per guest, plus the required bowls and serving pieces for the menu. Allow at least 10% extra glasses, plates and cutlery if washing up during the event is not possible.
When should I finish the wedding seating plan?: Complete the first table layout 4 weeks before the wedding, after most RSVPs are in. Freeze the final version 7–10 days beforehand and print table cards, program cards and the run sheet from that version.

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.