Civil wedding checklist: what to arrange and when

A civil wedding involves more than booking a ceremony slot. You need to register the marriage, confirm witnesses and documents, arrange one or two venues, and keep guest numbers aligned with catering, seating and transport. Start with the legal steps, then move to invitations and suppliers. In the final week, confirm deliveries, check the guest list and prepare drinks, snacks and table settings so the day does not depend on last-minute shopping.

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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
Register the marriage with the municipality
2 people
Record witnesses
2 people
Reserve ceremony venue
Reserve party venue
Arrange catering
2 people
Book photographer
Choose music for the ceremony
2 people
Compile guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Inventory transportation for guests
Arrange the table layout
2 people
Prepare the ceremony program
2 people
Create music playlist
2 people
Make signs and menus
2 people
Check wedding documents
2 people
Confirm deliveries
Check the final guest list
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Picking up the cake
Check the venue
2 people
Set up ceremony chairs
3 people
Set up tables
3 people
Place chairs at dinner
3 people
Set table linen
2 people
Set out tableware
2 people
Set out cutlery
2 people
Set out glasses
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Set up the welcome desk
2 people
Set out the guestbook
Set up the gift table
2 people
Connect music equipment
2 people
Test ceremony music
2 people
Check lighting
2 people
Restock the toilets
Display snacks
2 people
Set up coffee station
2 people
Set up the bar
2 people
Lay out wedding booklets
Welcome suppliers
2 people

Event

Welcome guests
3 people
Guide guests to the ceremony
2 people
Assist with the civil ceremony
3 people
Facilitate the group photo
2 people
Pour Champagne
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Set up the dinner buffet
4 people
Refill the dinner buffet
3 people
Clear tables
3 people
Cut the cake
2 people
Serve cake
3 people
Provide music during the party
Store gifts safely
2 people
Serve the last round of drinks
2 people
See off guests
3 people

Aftercare

Store leftovers in the fridge
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Gather borrowed items
2 people
Switch off equipment
2 people
Take waste to the collection point
2 people
Return rental items
2 people
Distribute leftover food
2 people
Bring guest book and gifts
2 people

What to bring

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

Furniture

Round tablesqty 8
Long buffet tablesqty 3
Ceremony chairsqty 90
Dinner chairsqty 90
Bar
Coat racksqty 2
Gift table
Welcome table

Tableware

Dinner platesqty 100
Pastry platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 90
Dinner cutlery setsqty 100
Serving spoonsqty 12
Serving bowlsqty 12

Decorations

Tableclothsqty 11
Napkinsqty 120
Chair coversqty 90
Flower arrangementsqty 12
Vasesqty 24
Welcome sign
Table numbersqty 8
Menusqty 90
Wedding bookletsqty 90
Guest book
Pensqty 6
Balloonsqty 100
Balloon arch
Buntingqty 8
LED candlesqty 40
Confetti cannonsqty 4
Gift envelope box

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Mobile phone chargersqty 4
Coolersqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving traysqty 8
Food warmersqty 6
Coffee machinesqty 2
Cake knife and server

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 4
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 2

Lighting

String lightsqty 6
Lanternsqty 8
Outdoor lightsqty 4
Spare batteriesqty 24

Catering

Groceries

Tips

Start with the municipality and legal paperwork before booking other details. Record your witnesses early and check every required document again before the ceremony, because a missing form can affect the entire schedule.
Set a clear RSVP deadline, then allow at least 7 days to process replies and collect dietary requirements. Use the final guest count for catering, table layouts, chairs, place settings and transport planning.
If the ceremony and party use different venues, confirm the travel plan for guests before sending invitations. Give people the route, expected travel time and any shared transport details together with the invitation.
Create the ceremony program and music plan at least 2 weeks before the wedding. This gives the photographer, venue team and anyone involved in the ceremony time to check the order and timing.
Do the final shopping and chill drinks no later than the day before. Prepare snacks, menus, signs, table numbers and welcome materials in labelled groups so setup is faster and fewer small items are forgotten.

Frequently asked questions

How far in advance should I register a civil wedding?: Check the municipality’s legal deadline as soon as you choose a date, because requirements and notice periods vary. Aim to complete the registration and witness details several weeks before the ceremony, not during the final week.
When should wedding invitations be sent for a civil wedding?: Send invitations about 8 to 12 weeks before the wedding when guests do not need extensive travel. Set the RSVP deadline around 3 to 4 weeks before the date, leaving at least 7 days to confirm catering and seating.
How many witnesses do I need for a civil wedding?: The required number of witnesses depends on the municipality or country, so confirm it when registering the marriage. Record their details early and check their availability before finalising the ceremony program.
When should I confirm the final guest list and catering?: Confirm the final guest list about 2 to 3 weeks before the wedding, after the RSVP deadline and follow-up messages. Send the confirmed number, dietary requirements and timing to the caterer, venue and transport providers at least 7 days before the event.

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.