Garden wedding checklist: plan every detail in the right order

A garden wedding needs more than a beautiful outdoor setting. You will need to coordinate the guest list, invitations, suppliers, food, drinks, seating, music and a workable rain plan. This checklist takes you from the first decisions to the final setup, including details that are easy to leave too late, such as dietary information, chilled desserts, clean table linen and enough serving equipment. Use it to keep the planning sequence clear and make the wedding day easier to run.

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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 the date and guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm suppliers
Book catering
Order cake
Order flowers
Choose music for the ceremony
2 people
Compile party music
2 people
Arrange the table layout
2 people
Print the run sheet
Check the weather forecast
Record the rain plan
2 people
Finalize guest list
Share the dietary overview
Check the shopping list
2 people
Do the shopping
2 people
Purchase drinks
2 people
Check shelf-stable food stock
Wash table linens
Check crockery and glasses
2 people
Prepare floral arrangements
2 people
Keep desserts chilled
2 people
Wash and cut vegetables
3 people
Make sauces and dressings
2 people
Prepare snacks
3 people
Fill coolers
2 people
Mark the ceremony area
2 people
Check the garden and terrace
2 people
Clean grass and patio
3 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up ceremony chairs
2 people
Set table linen
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Hang string lights
3 people
Connect sound equipment
2 people
Test music and microphone
2 people
Set up buffet tables
3 people
Chill drinks
2 people
Set up coffee station
2 people
Set out tableware and cutlery
3 people
Place name tags
2 people
Set up the welcome desk
2 people
Restock the toilets
Taste the catering
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Support the ceremony
2 people
Serve snacks
3 people
Refill drinks
2 people
Cut the wedding cake
2 people
Open the buffet
2 people
Restock the buffet
3 people
Collect plates and cutlery
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Provide music
Keep the dance floor clear
Check toilets periodically
Empty trash bins
2 people
See off guests
2 people

Aftercare

Clear away drinks and food
3 people
Turn off lights
2 people
Disconnect sound equipment
2 people
Pre-sort tableware
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Wash dishes
3 people
Sort and dispose of waste
2 people
Clean the garden and patio
3 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Pack leftover food
2 people
Inventory materials
2 people
Return borrowed items
2 people
Return rented items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Ceremony chairsqty 60
High tablesqty 4
Coat rack
Dance floor

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Champagne glassesqty 60
Coffee spoonsqty 60
Tablespoonsqty 70
Forksqty 70
Knivesqty 70

Kitchen

Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Coolersqty 5
Thermos flasksqty 4
Cake knife
Cake stand

Equipment

Coffee makerqty 2
Kettleqty 2
Refrigerator
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4

Decorations

Table runnersqty 8
Napkin holdersqty 8
Vasesqty 12
Flower arrangementsqty 12
String lightsqty 8
Lanternsqty 10
LED candlesqty 30
Balloonsqty 100
Balloon ribbonqty 2
Welcome sign
Name badgesqty 60
Table numbersqty 8
Ring pillow
Photo framesqty 8

Lighting

Outdoor lightsqty 6
Spare batteriesqty 24

Cleaning

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

Catering

Drink dispensersqty 3
Ice cube traysqty 4
Thermos bottlesqty 4
Bottle openersqty 4
Wine openersqty 4
Cocktail shakersqty 2
Glass carafesqty 8
Ice packsqty 20
Dessert serving traysqty 6
Groceries

Tips

Set the date and guest list before designing invitations. Send them early enough to collect replies, dietary requirements and any accessibility needs before you confirm catering and seating.
Confirm every supplier several weeks before the wedding, then record arrival times in the printed running order. Include catering, the cake, flowers, ceremony music and party music so no handover is left unclear.
Treat the rain plan as a real layout, not a backup sentence. Decide where the ceremony, dining tables, buffet, dance floor and guests will go under the marquee or other cover, and check the forecast again during the final week.
Count tableware against the final guest list rather than the original estimate. Allow enough dinner and dessert plates, glasses, cutlery, serving platters and serving utensils for each course, plus a small buffer for breakages or replacements.
Finish food and equipment checks before the wedding day. Wash the table linen, inspect the coffee machine and kettle, chill desserts, check cool boxes and thermos flasks, and buy drinks only after confirming storage space and the final headcount.

Frequently asked questions

How far in advance should I send garden wedding invitations?: Send them around 8 to 12 weeks before the wedding, or earlier if guests need to travel. Set an RSVP deadline about 4 weeks before the date so you can finalise catering, dietary information and seating.
When should I make the final garden wedding guest list?: Close RSVPs roughly 4 weeks before the wedding and make the guest list definitive then. Share the final headcount and dietary overview with catering and use it to check chairs, plates, glasses and drinks.
How much time do I need to set up a garden wedding?: Allow at least 4 to 6 hours for setup, depending on whether the marquee, tables and chairs are already in place. Add time for flowers, table linen, buffet equipment, drinks, the ceremony seating and a final weather check.
How do I prepare for rain at a garden wedding?: Make the rain layout at least 2 weeks before the wedding and confirm it again during the final week. Check that the covered space fits the guests, dining tables, buffet, ceremony seating and a clear route between them.

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.