Evening wedding checklist: what to arrange and when

An evening wedding needs more than a ceremony plan: guests arrive close to dinner, drinks must be chilled, and the room has to change quickly from welcome drinks to dining. This checklist covers the full run-up, from invitations and dietary requirements to seating, catering, music and deliveries. Use it to assign jobs, confirm what the venue supplies and spot details that are easy to leave until the last minute. The final setup works best when tables, chairs, glassware and serving equipment are checked before guests arrive.

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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

Draw up a preliminary guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange the table layout
2 people
Prepare menus
Confirm venue booking
Confirm catering
Order flowers
Choose music and playlist
2 people
Capture photo moments
2 people
Print the program
Write name tags
2 people
Sort decorations
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out cookies and pastries
2 people
Open venue
2 people
Receive deliveries
2 people
Check furniture
2 people
Set up tables
4 people
Set up chairs
3 people
Set up the ceremony area
3 people
Set table linen
3 people
Set out tableware
3 people
Set out cutlery
2 people
Set out glasses
2 people
Place name tags
2 people
Place menus
2 people
Hang decorations
4 people
Distribute flower arrangements
2 people
Test the lighting
2 people
Test the music
2 people
Set up the catering area
3 people
Set up buffet
4 people
Present snacks
3 people
Set up the welcome desk
2 people
Check toilets
2 people
Place waste stations
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Escort guests to their seats
2 people
Support the ceremony
3 people
Guide the cake cutting
2 people
Serve cake
4 people
Serve snacks
4 people
Refill drinks
3 people
Open the buffet
3 people
Refill buffet
4 people
Serve dinner
6 people
Collect used dishes
3 people
Serve coffee and tea
3 people
Provide music
Clear the dance floor
2 people
Serve the last round
3 people
See off guests
3 people

Aftercare

Pack leftover food
3 people
Store drinks safely
2 people
Wash dishes
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
3 people
Clean the venue
4 people
Return rental equipment
2 people
Empty flower vases
2 people
Clean coolers
2 people
Pack equipment
2 people
Collect lost and found items
Return keys and access passes

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Welcome table
High tablesqty 4
Table linenqty 10
Chair coversqty 90

Tableware

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

Kitchen

Serving traysqty 12
Small bowlsqty 20
Cutting boardsqty 4
Chef's knifeqty 4
Cake serverqty 2
Food warmersqty 6
Water jugsqty 12
Coffee thermosesqty 6
Teapotsqty 4
Coolersqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Lighting

String lightsqty 8
LED candlesqty 40
Table lampsqty 8

Decorations

Flower arrangementsqty 12
Flower vasesqty 12
Balloonsqty 100
Balloon arch
Ribbonsqty 8
Table decorationsqty 10
Name badgesqty 90
Menusqty 90
Program cardsqty 100
Welcome sign
Photo framesqty 10
Guest book
Pensqty 6
Ring pillow
Ceremony arch
Backdrop cloth

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 12
Broomqty 2
Floor squeegeeqty 2
Dustpan and brushqty 2
Dish racksqty 4

Catering

Groceries

Tips

Send invitations at least 8–12 weeks before the wedding and set the RSVP deadline 4 weeks before the event. Allow another 7 days to chase missing replies and record dietary requirements.
Confirm the venue, caterer and furniture 4–6 weeks beforehand. Ask specifically whether tables, chairs, buffet tables, linen and chair covers are included, rather than assuming they are.
Plan drinks by service period: for the first hour, allow 2–3 drinks per guest, then check that you have enough water glasses, wine glasses, champagne glasses, coolers and water jugs for the full evening.
Finish the seating plan and print name tags and menus at least 3 days before the wedding. Keep a small number of spare place settings and blank name tags for late changes.
Set an arrival schedule for the wedding day: open the venue, receive deliveries and check furniture before setup begins. Test Bluetooth speakers, the microphone, stand and extension cords before the first guests arrive.

Frequently asked questions

How far in advance should I send evening wedding invitations?: Send them 8–12 weeks before the wedding, with an RSVP deadline around 4 weeks beforehand. Use the final week before the deadline to answer questions and collect dietary requirements.
How many drinks do I need for an evening wedding?: For the first hour, plan on 2–3 drinks per guest, then adjust for the rest of the evening and the menu. Include water as well as alcoholic options, and chill drinks several hours before guests arrive.
When should I finalise the wedding seating plan?: Aim to finalise it 7–10 days before the wedding, then print menus and name tags at least 3 days ahead. Keep spare materials available for last-minute changes.
What time should evening wedding setup start?: Start setup early enough to allow at least 3 hours before guest arrival, including delivery checks, furniture, table settings, food warmers, drinks and an equipment test. Add extra time if the room needs a full changeover.

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.