Double wedding checklist: what to arrange and when

A double wedding needs one plan that works for two couples, one ceremony and a shared reception. Start by confirming the date and location, then build the guest list, send invitations and collect dietary requirements before booking the final catering numbers. Supplier confirmations, transport, seating and decoration details need their own deadlines because small changes affect both couples. Use the checklist below to keep the ceremony, meal and party moving in the right order.

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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

Confirm date and location
2 people
Compile the guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm ceremony coordinator
Confirm photographer
Choose music for the ceremony
2 people
Choose music for the party
2 people
Create menu
3 people
Book catering
Order cake
Order flowers
2 people
Plan hair styling
2 people
Plan makeup
2 people
Arrange transportation for the bride and groom
2 people
Arrange the table layout
2 people
Arrange seating for the ceremony
2 people
Print the run sheet
Confirm deliveries
Make name badges
2 people
Create menus
2 people
Create table numbers
Make welcome sign
Check decorations
2 people
Count tableware and glassware
2 people
Gather tools
Do the shopping
3 people
Set out non-perishable items
2 people
Chill drinks
2 people
Pick up flowers
2 people
Picking up the cake
2 people
Open venue
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up the ceremony area
3 people
Set up buffet
3 people
Set up the bar
2 people
Set out tableware
2 people
Set the tables
4 people
Hang decorations
3 people
Place floral arrangements
2 people
Check lights and cables
2 people
Connect the music
2 people
Set up the photo area
2 people
Set up the welcome desk
2 people
Check toilets
Check catering delivery
2 people
Set out ceremony booklets
2 people

Event

Welcome guests
3 people
Guide guests to their seats
2 people
Support the ceremony
3 people
Coordinate group photos
3 people
Serve aperitifs
4 people
Serve snacks
4 people
Refill drinks
2 people
Open the buffet
2 people
Serve dinner
5 people
Clear tables
3 people
Address the brides and grooms
Cut the cake
2 people
Serve cake
4 people
Serve coffee and tea
3 people
Provide music and dancing
2 people
Serve late-night snacks
3 people
See off guests
2 people

Aftercare

Store leftovers in the fridge
3 people
Collect waste
4 people
Pre-sort tableware
3 people
Take down tables and chairs
4 people
Take down tents
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the venue
4 people
Remove decorations
3 people
Clear away flower arrangements
2 people
Check rental equipment
2 people
Return rental items
2 people
Return borrowed items
2 people
Collect lost property
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Rectangular tablesqty 8
Cocktail tablesqty 4
Chairsqty 90
Ceremony chairsqty 90
Buffet tablesqty 3
Bar
Table linenqty 12
Chair coversqty 90
Changing area

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner cutleryqty 100
Serving spoonsqty 12
Serving plattersqty 12

Decorations

Flower arrangementsqty 12
Ceremony bookletsqty 90
Name badgesqty 90
Menusqty 90
Table numbersqty 8
Welcome sign
Balloonsqty 100
Balloon archesqty 2
Buntingqty 12
Candlesqty 48
Candle holdersqty 24
Guest book
Pensqty 6
Ring cushionsqty 2
Cake decorationqty 2
Photo framesqty 12

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 3
Aluminum foilqty 4
Cling filmqty 4
Cake knifeqty 2
Cake spatulasqty 2

Cleaning

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

Lighting

String lightsqty 8
Outdoor lightsqty 6
LED lampsqty 12

Catering

Groceries

Tips

Set a firm RSVP deadline and allow at least 7 days afterward to process registrations and follow up with missing replies. Final catering numbers should include dietary requirements, not just the total guest count.
Confirm the ceremony coordinator, photographer, catering team, cake, flowers and transport at least 14 days before the wedding. Reconfirm delivery times and contact numbers again during the final week.
Plan the room around both the ceremony and reception. Count ceremony chairs separately from dining chairs, and decide where the bar, buffet tables, changing area and cocktail tables will go before deliveries arrive.
Prepare printed details at least 3 days ahead: ceremony booklets, menus, table numbers, name badges and the welcome sign. Keep spare copies of each item in one labelled box for last-minute replacements.
Print the run sheet and give it to the coordinator, photographer, caterer, transport contact and both couples no later than the day before. Include the ceremony start, meal service, speeches, cake and party timings.

Frequently asked questions

How far in advance should I start planning a double wedding?: Start at least 9 to 12 months before the wedding, especially if the date and location are not yet confirmed. Send invitations after the guest list, ceremony details and RSVP deadline are settled.
When should guests RSVP for a double wedding?: Set the RSVP deadline 6 to 8 weeks before the wedding. Use the following 7 days to process registrations, chase missing replies and collect dietary requirements before confirming catering.
How many chairs and tables do I need for a double wedding?: Count chairs separately for the ceremony and reception, because the same chairs may need moving between spaces. Finalise the table layout at least 14 days before the event, including dining tables, buffet tables, cocktail tables and the bar.
When should I confirm double wedding suppliers?: Confirm the coordinator, photographer, catering, cake, flowers and transport at least 14 days before the wedding. Recheck delivery times, setup access and contact numbers during the final 7 days.

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.