Elopement checklist: plan the ceremony, dinner and final details
An elopement still needs careful coordination, especially when the ceremony and dinner happen at different venues. Use this checklist to arrange the officiant, witnesses, photographer, invitations, registrations and wedding documents before the final week. It also covers guest transport, dietary requirements, the weather backup plan and the practical setup of tables, ceremony furniture, decorations, drinks and tableware. Work through the plan in order so important details are confirmed before the day itself.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve ceremony venue
Reserve dinner venue
Book officiant
Record witnesses
Book photographer
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange transportation for guests
Check wedding documents
2 people
Print the run sheet
Print guest list
Confirm deliveries
Check the weather forecast
Confirm backup weather plan
2 people
Do the shopping
2 people
Lay out wedding clothes
2 people
Lay out wedding rings
Sort decorations
2 people
Chill drinks
Check the venue
2 people
Set up furniture
3 people
Set up the ceremony area
2 people
Set the tables
2 people
Hang decorations
2 people
Place flowers
Prepare snacks
2 people
Set up photo spot
2 people
Test sound and music
Event
Welcome guests
2 people
Serve welcome drinks
2 people
Support the ceremony
2 people
Pass the wedding rings
Take group photo
2 people
Cut the cake
2 people
Serve snacks
2 people
Refill drinks
Assist with wedding photos
Set up dinner buffet
2 people
Serve dinner
3 people
Clear dishes as you go
2 people
Serve coffee and tea
2 people
Lead the toast
Provide music
Serve the last round
See off guests
2 people
Aftercare
Pack leftovers safely
2 people
Remove decorations
2 people
Collect waste
2 people
Put furniture back
3 people
Wash dishes
2 people
Clean the venue
2 people
Return rental items
2 people
Clean up leftovers
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 3
- Chairsqty 10
- Ceremony table
- Table linenqty 3
Tableware
- Dinner platesqty 10
- Dessert platesqty 10
- Cutlery setsqty 10
- Wine glassesqty 10
- Water glassesqty 10
- Champagne glassesqty 10
- Coffee cupsqty 10
- Serving plattersqty 6
Kitchen
- Cutting boardsqty 2
- Chef's knifeqty 2
- Cake knife
- Serving spoonsqty 6
- Food warmersqty 3
Equipment
- Coolersqty 2
- Coffee maker
- Kettle
- Bluetooth speaker
- Extension cordsqty 3
- Umbrellasqty 6
- Phone chargersqty 3
Lighting
- String lightsqty 4
- LED lanternsqty 6
Decorations
- Flower arrangementsqty 4
- Ceremony arch
- Table décorqty 3
- Menusqty 10
- Place cardsqty 10
- Guest book
- Pensqty 3
- Ring pillow
- Welcome sign
- Photo framesqty 4
- Wedding attireqty 2
- Wedding shoesqty 2
- Ring box
Catering
- Wedding rings
- Wedding bouquet
- Flower corsageqty 2
- Wedding cake
- Groceries
- Thermos flasksqty 2
- Drink dispensersqty 2
Cleaning
- Bucketsqty 2
- Broom
- Dustpan and brush
- Mop
Tips
- Confirm both the ceremony venue and dinner venue before sending invitations, then give guests the correct arrival time and address for each location.
- Check the wedding documents and registration requirements several weeks before the ceremony. Missing paperwork or an unrecorded witness can delay the legal part of the day.
- Collect dietary requirements with the invitations and pass the final list to the dinner venue at least 7 days before the event. This gives the kitchen time to prepare suitable meals.
- Make the weather decision early on the day: check the forecast, confirm the backup plan and tell guests where to go. Do not wait until setup has already started.
- Prepare a separate setup run sheet for the ceremony area and dinner tables. Include furniture, table linen, glasses, decorations, lighting, extension cords, chilled drinks and the guest book so nothing is discovered missing during the ceremony.
Frequently asked questions
- How far in advance should I plan an elopement?
- Start arranging the main suppliers and venues at least 3 to 6 months before the date. Begin earlier if the officiant, photographer or preferred venue has limited availability.
- When should I send elopement invitations?
- Send invitations 6 to 8 weeks before the ceremony if guests need to arrange transport or accommodation. Request dietary requirements and attendance details with the RSVP deadline, ideally 3 to 4 weeks before the event.
- What should I check the week before an elopement?
- Reconfirm the venues, officiant, photographer, transport, deliveries and weather backup plan 5 to 7 days beforehand. Print the run sheet and guest list, check the wedding documents, and confirm the final dinner numbers.
- How early should I set up the elopement venue?
- Allow at least 3 hours for setup when you need to arrange furniture, the ceremony area, tables, decorations, lighting and drinks. Add extra time if deliveries arrive separately or the dinner venue is in another location.
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