Glamour wedding checklist: what to arrange and when
A glamorous wedding comes together through dozens of small decisions, from guest registrations and dietary requirements to champagne glasses, table numbers and ceremony seating. Use this checklist to work in the right order and keep late-stage jobs under control. Confirm reservations early, finish the seating plan before printing menus and name badges, and leave time to collect the cake and flowers. On setup day, check furniture, tableware and decorations before guests arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Compile guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange the table layout
2 people
Design menus
Make name badges
2 people
Confirm reservations
Assemble the music playlist
2 people
Inform ceremony speakers
Print the run sheet
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Picking up the cake
2 people
Pick up flowers
2 people
Check tableware
2 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony seating
3 people
Roll out the carpet
2 people
Set up the backdrop
3 people
Hang decorations
4 people
Place floral arrangements
3 people
Set out candles
2 people
Hang lighting
3 people
Connect sound equipment
2 people
Test the music
2 people
Test microphones
2 people
Set up buffet
4 people
Prepare snacks
4 people
Set up the dessert table
3 people
Set up cake table
2 people
Set up the drink station
3 people
Place name tags
2 people
Place menus
2 people
Set up the gift table
2 people
Check toilets
Clear the emergency exits
2 people
Prepare the bridal suite
2 people
Set out ceremony booklets
2 people
Event
Staff the reception desk
2 people
Welcome guests
3 people
Support the ceremony
3 people
Serve aperitifs
4 people
Serve snacks
4 people
Facilitate the group photo
2 people
Guide guests to dinner
2 people
Open the dinner buffet
2 people
Serve dinner
5 people
Refill drinks
3 people
Clear plates
3 people
Cut the cake
2 people
Serve cake
4 people
Lead the first dance
2 people
Open the dance floor
2 people
Serve late-night snacks
3 people
Refill coffee and tea
2 people
Check toilets periodically
Remove waste periodically
2 people
Store gifts safely
2 people
Announce the final round
See off guests
3 people
Aftercare
Chill leftovers
3 people
Collect tableware
4 people
Collect glasses
3 people
Clear tables
4 people
Remove decorations
4 people
Dismantle furniture
4 people
Pack away the sound equipment
2 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the room
4 people
Take out the trash
2 people
Sort borrowed items
2 people
Return items
2 people
Distribute leftover food
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Round tablesqty 10
- Long buffet tablesqty 4
- Chairsqty 90
- Ceremony chairsqty 90
- Gift table
- Welcome table
- Dessert table
- Bride's table
- Bar stoolsqty 8
- Backwall frame
- Dance floor
Tableware
- Dinner platesqty 100
- Dessert platesqty 100
- Coffee cupsqty 90
- Water glassesqty 110
- Wine glassesqty 110
- Champagne glassesqty 100
- Coffee spoonsqty 100
- Dinner knivesqty 100
- Dinner forksqty 100
- Dessert forksqty 100
- Serving plattersqty 20
- Serving tongsqty 12
- Carafesqty 12
Decorations
- Table runnersqty 10
- Chair coversqty 90
- Satin chair sashesqty 90
- Flower vasesqty 20
- Artificial flowersqty 120
- Gold table numbersqty 10
- Name badgesqty 90
- Menusqty 90
- Ceremony bookletsqty 90
- Balloonsqty 120
- Balloon weightsqty 12
- Satin ribbonqty 6
- Guest book
- Pensqty 6
- Gift card box
- Ring pillow
- Ceremony carpet
- Backdrop cloth
- Mirrorsqty 6
- Table seating chart
- Photo framesqty 12
- Tealight holdersqty 40
- LED candlesqty 40
Lighting
- String lightsqty 8
- LED spotlightsqty 6
- Extension cordsqty 8
- Power stripsqty 6
Equipment
- Speakersqty 2
- Microphonesqty 2
- Mixer
- Laptop
- Microphone standsqty 2
- Coolersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Food warmersqty 6
- Table microphone
Kitchen
- Cutting boardsqty 6
- Chef's knifeqty 4
- Cake serverqty 2
- Measuring cupsqty 4
- Mixing bowlsqty 6
- Aluminum foilqty 4
- Cling filmqty 4
- Serving jugsqty 6
- Cake knife
Cleaning
- Waste binsqty 6
- Broomqty 2
- Dustpan and brushqty 2
- Mopqty 3
- Bucketsqty 3
- Cleaning glovesqty 6
Catering
- Cake stand
- Buffet platesqty 12
- Drink dispensersqty 3
- Champagne coolersqty 3
- Groceries
Tips
- Close the guest list before finalising the seating plan. Allow at least 7 days to process late registrations and dietary requirements before printing menus or name badges.
- Prepare the reception layout on paper first, including round tables, buffet tables, the gift table, welcome table, dessert table and dance floor. Mark clear routes so chairs and serving platters do not block circulation.
- Count tableware by place setting, then add a buffer of about 10% for breakage, unexpected guests and replacements. Check dinner plates, dessert plates, glasses, cutlery, carafes and serving utensils together rather than separately.
- Collect flowers and pick up the cake on the day they are scheduled, not several days early. Chill drinks in advance and check the weather forecast before deciding when to roll out the carpet or hang outdoor decorations.
- Print the run sheet before setup begins and brief ceremony speakers at least 24 hours ahead. Keep the playlist, seating layout and reservation confirmations together so the organiser can answer questions without searching.
Frequently asked questions
- How far in advance should I send glamour wedding invitations?
- Send invitations around 8 to 12 weeks before the wedding, then set an RSVP deadline roughly 3 weeks before the date. This gives you time to process registrations, collect dietary requirements and complete the seating plan.
- How many glasses and plates do I need for a wedding?
- Plan one dinner plate, dessert plate and place setting per guest, plus about 10% spare. For glasses, count the planned water, wine and champagne glasses per person and add the same buffer; coffee cups and serving pieces need their own count.
- When should I finalise the wedding seating plan?
- Finalise it 2 to 3 weeks before the wedding, after the RSVP deadline and dietary information are checked. Print menus, name badges and gold table numbers only after the layout is stable.
- What should be done first on wedding setup day?
- Start with furniture and ceremony seating, then place the tables, chairs and dance floor before adding table runners, chair covers, flowers and other decorations. Allow at least 3 to 4 hours for a full setup, including the backdrop, carpet and tableware checks.
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