Group wedding checklist: what to arrange and when

A group wedding involves more coordination than a standard ceremony: several couples or families, shared seating, one programme and many individual details. Start by fixing the date, guest list and venue, then work through invitations, registrations, dietary requirements and transport. In the final weeks, confirm the menu, speakers, witnesses, music and deliveries. This checklist also covers the details that are easy to leave too late, such as name badges, programme booklets, table numbers, chilled drinks and cake collection.

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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
Reserve the venue and wedding program
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Inventory transport needs
2 people
Set up table arrangement
2 people
Confirm the menu choice
2 people
Select music for the ceremony
2 people
Select party music
2 people
Collect ceremony texts
2 people
Confirm speakers and witnesses
2 people
Confirm deliveries and pickup points
2 people
Check the shopping list
2 people
Check rental equipment
2 people
Make name badges
2 people
Print program booklets
2 people
Create table numbers
2 people
Pack thank-you gifts
3 people
Sort decorations
3 people
Do the shopping
3 people
Chill drinks
3 people
Prepare fresh ingredients
4 people
Picking up the cake
2 people
Check the venue
2 people
Clean floors and toilets
3 people
Set up tables and chairs
5 people
Set tables
4 people
Place chairs for the ceremony
4 people
Set up the ceremony area
3 people
Hang decorations
4 people
Place floral arrangements
3 people
Carry out lighting and ambience check
2 people
Connect sound equipment
2 people
Test microphones
2 people
Test the music playlist
2 people
Set up the buffet and drink tables
4 people
Prepare snacks
4 people
Prepare dinner
5 people
Set out cakes and desserts
2 people
Set out name badges
2 people
Lay out program booklets
2 people
Restock toilets
2 people
Set up the gift table
2 people
Set up the reception table
2 people

Event

Welcome suppliers
2 people
Welcome guests
3 people
Hand out program booklets
2 people
Support the ceremony
3 people
Play music during the ceremony
Serve champagne and snacks
4 people
Refill drinks
2 people
Refill snacks
2 people
Facilitate the group photo
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Collect plates and cutlery
3 people
Cut the cake
2 people
Serve cake and coffee
4 people
Guide speeches
2 people
Coordinate music and dancing
2 people
Serve late-night snacks
3 people
Collect gifts securely
2 people
Let guests say goodbye
2 people

Aftercare

Chill leftover food
3 people
Collect waste
3 people
Take down tables and chairs
5 people
Collect tableware and glasses
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Remove decorations
3 people
Thoroughly clean the venue
4 people
Take waste to the collection point
2 people
Return rental items
2 people
Store remaining supplies
2 people
Collect lost property
2 people
Transport gifts home
2 people
Empty coolers
2 people
Distribute flower arrangements
2 people

What to bring

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

Furniture

Rectangular tablesqty 8
Round tablesqty 4
Chairsqty 70
Ceremony chairsqty 70
Buffet tablesqty 3
Drink tablesqty 2
Gift table
Reception desk
Table linenqty 12
Chair coversqty 70

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Dinner cutlery setsqty 80
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 70
Serving plattersqty 12

Decorations

Flower arrangementsqty 12
Bouquet for the ceremony
Corsagesqty 12
Table numbersqty 12
Name badgesqty 70
Program bookletsqty 75
Welcome sign
Menu boardsqty 3
String lightsqty 8
Candlesqty 48
Candlesticksqty 12
Vasesqty 12
Balloonsqty 100
Ribbonsqty 6
Thank-you bagsqty 70

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Music player
Extension cordsqty 8
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Lighting

LED lightsqty 12
Tealight holdersqty 48
Battery lanternsqty 6
Spare batteriesqty 24

Catering

Groceries

Tips

Set the date, guest list and venue before designing invitations. Allow at least 8 weeks for guests to register, provide dietary requirements and confirm transport needs.
Create one registration overview for every guest or couple. Use it to track attendance, dietary requirements, witnesses, speakers and the number of name badges required.
Confirm the room layout before ordering or checking rental equipment. Count tables and chairs by area, including ceremony chairs, buffet tables, drink tables, a gift table and the reception desk.
Finish printed materials at least 7 days before the wedding. That gives you time to print programme booklets, table numbers, menu boards and name badges, then sort decorations and thank-you gifts.
Plan the final food and drink run in time blocks: chill drinks the day before, prepare fresh ingredients on the day, and arrange cake collection with a named person and a fixed pickup time.

Frequently asked questions

How far in advance should I send group wedding invitations?: Send them at least 8 weeks before the wedding so guests have time to register, share dietary requirements and arrange transport. Set a clear reply deadline about 4 weeks before the event.
When should I confirm the group wedding menu?: Confirm the menu around 4 weeks before the wedding, after collecting registrations and dietary requirements. Recheck the final guest count and special meals 7 to 10 days before the event.
How many chairs and tables do I need for a group wedding?: Count one seat for every attending guest, plus separate ceremony seating if the layout changes during the day. Finalise the table arrangement at least 2 weeks ahead, then check rental quantities and delivery access.
When should I prepare wedding name badges and programme booklets?: Prepare the name badges and programme booklets during the final week, ideally at least 7 days before the ceremony. Keep a small reserve of blank badges and extra booklets for last-minute changes.

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.