Classic wedding checklist: plan the day step by step

A classic wedding involves dozens of small decisions, from setting the date and booking both venues to checking rings, printing menus and confirming deliveries. Start with the guest list and budget, then secure the ceremony, reception, catering, photographer and music before adding the details. Use the checklist to keep registrations, dietary requirements, transport, table layouts and ceremony materials on schedule. Leave the final week for confirmations, weather checks and practical handovers rather than major decisions.

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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
Compile guest list
2 people
Allocate the budget
2 people
Reserve ceremony venue
2 people
Reserve party venue
2 people
Book catering
2 people
Reserve photographer
2 people
Arrange music
2 people
Design wedding invitations
2 people
Sending wedding invitations
2 people
Process registrations
Collect dietary requirements
Arrange the table layout
2 people
Finalize the menu
2 people
Create the ceremony program
2 people
Select music tracks
2 people
Arrange transportation for guests
2 people
Order the bridal bouquet
Order cake
2 people
Check the rings
2 people
Print the program
2 people
Print menus
2 people
Make name badges
2 people
Confirm deliveries
Check the weather forecast
Update guest list
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Picking up the cake
2 people
Pick up flowers
2 people
Sort decorations
2 people
Lay out the ceremony program
Lay out the rings
Open venue
2 people
Receive deliveries
2 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony seating
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Set the tables
4 people
Place name tags
2 people
Set up catering
3 people
Set out drinks
2 people
Test sound equipment
2 people
Check toilets
Welcome the bride and groom
2 people

Event

Welcome guests
3 people
Support the ceremony
3 people
Serve champagne
3 people
Serve snacks
3 people
Facilitate the group photo
2 people
Serve dinner
5 people
Serve diet meals
2 people
Refill drinks
2 people
Collect tableware
3 people
Cut the cake
2 people
Serve coffee and tea
3 people
Coordinate music and dancing
2 people
Serve late-night snacks
2 people
See off guests
2 people

Aftercare

Chill leftovers
2 people
Collect waste
3 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
4 people
Distribute leftover food
2 people
Gather borrowed items
2 people
Return rental items
2 people
Dispose of waste
2 people
Store unused groceries
2 people

What to bring

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

Furniture

Round tablesqty 8
Long buffet tablesqty 4
Chairsqty 90
High tablesqty 6
Table linenqty 12
Chair coversqty 90

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 100
Table knivesqty 100
Table forksqty 100
Table spoonsqty 100
Serving spoonsqty 16
Cake knife
Serving plattersqty 12
Dessert serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Music player
Audio mixer

Lighting

String lightsqty 6
Table lampsqty 8
LED candlesqty 40

Decorations

Flower arrangementsqty 10
Welcome sign
Ceremony arch
Ribbonsqty 6
Table decorationsqty 8
Candle holdersqty 40
Ring pillow
Guest book
Pensqty 6
Table numbersqty 8
Menusqty 90
Name badgesqty 90
Ceremony programsqty 100

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Serving tongsqty 8
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 4
Cake stand
Cake spatula

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, guest list and budget before booking suppliers. Your estimated headcount affects the venue, catering quantity, table layout, transport and the number of chairs, glasses and place settings.
Book the ceremony and party venues early, then confirm catering, photography, music and guest transport. Ask every supplier for a written delivery or arrival time at least 14 days before the wedding.
Collect dietary requirements when invitations are processed, not at the last minute. Give the caterer one final guest count and menu summary at least 7 days before the event.
Check the table plan against the equipment list: each guest needs a chair and dinner setting, while the reception may also need dessert plates, coffee cups, water and wine glasses, serving pieces and cake equipment.
In the final week, confirm deliveries, check the weather forecast and test the sound setup. Wireless microphones, speakers, the music player, mixer, extension cords and power strips should be assigned to one person for setup and troubleshooting.

Frequently asked questions

When should I send classic wedding invitations?: Send them around 8 to 12 weeks before the wedding, or earlier if many guests need to travel. Set the RSVP deadline about 4 weeks before the event so you can finalize catering, seating and dietary requirements.
How far in advance should I book wedding venues and suppliers?: Aim to reserve the ceremony and party venues, caterer, photographer and music at least 6 to 12 months ahead when possible. Confirm all arrival times and outstanding details again 14 days before the wedding.
When should I finalize the wedding menu and guest count?: Finalize the menu and guest count about 4 weeks before the wedding, after the RSVP deadline. Send the caterer the final dietary requirements and serving details no later than 7 days before the event.
What should I check the week before a classic wedding?: Use the final week to confirm deliveries, check the weather forecast, verify the rings, print the ceremony program and menus, and review transport arrangements. Complete the main confirmations by 7 days before the wedding so there is time to fix missing items.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.