How to organise a bohemian wedding without last-minute chaos

A bohemian wedding works best when the relaxed look is planned as carefully as the ceremony itself. Start with the guest list and venue, then lock in catering, photography, music, transport and flowers before designing the details. Work backwards from the wedding day so invitations, dietary requirements, menus, seating and ceremony booklets are ready on time. The final week is for confirmations, fresh produce, flowers, the cake and setting out clothing—not for solving missing furniture or tableware.

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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

1
Compile guest list
2 people
2
Design invitations
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Book the ceremony room
7
Book catering
8
Reserve photographer
9
Arrange music
10
Order flowers
11
Order wedding bouquet
12
Arrange transport for the bride and groom
13
Create the ceremony program
2 people
14
Design menus
15
Arrange the table layout
2 people
16
Determine seating for the ceremony
2 people
17
Print the run sheet
18
Confirm deliveries
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Collect fresh produce
2 people
22
Pick up flowers
23
Picking up the cake
24
Lay out clothing and accessories
2 people
25
Set out ceremony booklets
2 people
26
Chill drinks
3 people
27
Open venue
2 people
28
Hang string lights
3 people
29
Set up party tents
4 people
30
Set up ceremony chairs
3 people
31
Set up the ceremony arch
3 people
32
Place floral arrangements
2 people
33
Set up tables
4 people
34
Place chairs at dinner
3 people
35
Decorate tables
4 people
36
Set out tableware and cutlery
3 people
37
Set up buffet
4 people
38
Prepare snacks
4 people
39
Set up cake table
2 people
40
Test the music
2 people
41
Set up the sound system
2 people
42
Place route signs
2 people
43
Check toilets
44
Set up the cloakroom
2 people
45
Welcome suppliers
2 people
46
Welcome the bride and groom
2 people

Event

47
Welcome guests
3 people
48
Support the ceremony
3 people
49
Have rings and documents ready
50
Serve Prosecco
3 people
51
Serve snacks
4 people
52
Facilitate the group photo
2 people
53
Refill drinks
2 people
54
Open the dinner buffet
2 people
55
Refill the dinner buffet
3 people
56
Serve diet meals
2 people
57
Clear tables
3 people
58
Serve coffee and tea
2 people
59
Cut the cake
2 people
60
Serve dessert
3 people
61
Clear the dance floor
2 people
62
Provide music
63
Serve late-night snacks
2 people
64
Announce the final round
65
See off guests
3 people

Aftercare

66
Pack food safely
3 people
67
Collect waste
4 people
68
Pre-rinse tableware
3 people
69
Clean up the venue
5 people
70
Take down tables and chairs
4 people
71
Take down party tents
4 people
72
Remove decorations
3 people
73
Sort flowers and materials
2 people
74
Wash dishes
4 people
75
Empty and clean coolers
2 people
76
Clean the venue
4 people
77
Gather borrowed items
2 people
78
Return rental items
2 people
79
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 2
Round dinner tablesqty 8
Buffet tablesqty 3
Ceremony chairsqty 70
Dinner chairsqty 70
Lounge sofasqty 4
Lounge tablesqty 4
Coat racksqty 2
Stoolsqty 8

Tableware

Dinner platesqty 75
Dessert platesqty 75
Bread platesqty 75
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 75
Coffee cupsqty 70
Dinner cutlery setsqty 75
Serving spoonsqty 12
Cake serversqty 2
Cake platesqty 75

Decorations

Ceremony arch
Jute table runnersqty 8
Lace table runnersqty 8
Glass candle lanternsqty 30
LED candlesqty 40
Glass vasesqty 40
Wooden cratesqty 12
Macramé wall hangingsqty 4
Chalkboardsqty 6
Table number setqty 8
Welcome sign
Directional signsqty 5
Guest book
Photo framesqty 12
Throwsqty 12
Cushionsqty 24
Paper napkinsqty 150
Name badgesqty 70
Menusqty 70

Lighting

String lightsqty 8
Battery lightsqty 20
Standing lampsqty 4

Equipment

Bluetooth speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 16
Serving trays with lidsqty 6
Pansqty 4
Serving spoonsqty 12
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cake knife
Cake stand
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the guest count before ordering anything. It determines the number of ceremony and dinner chairs, round tables, plates, glasses, cutlery sets and table numbers, so update suppliers as soon as registrations change.
Book the venue, catering, photographer, music and transport before styling the reception. Aim to have these core suppliers confirmed at least 12 weeks before the wedding, then build the bohemian details around the fixed layout.
Send invitations early enough to leave a response deadline of about 6 weeks before the ceremony. Process registrations immediately and collect dietary requirements at the same time, rather than chasing them during the final week.
Plan the ceremony and reception as two separate layouts. Check the space for the ceremony arch, chairs and ceremony booklets, then plan buffet tables, lounge seating, coat racks and table runners for the meal and drinks.
Use a final 72-hour checklist for deliveries and collections. Confirm furniture and tableware, pick up the flowers and cake, collect fresh produce, print the run sheet, and lay out clothing and accessories before the wedding morning.

Frequently asked questions

How far in advance should I start planning a bohemian wedding?: Start about 12 months ahead if you need a popular ceremony room or key suppliers. Have the venue, catering, photographer, music and transport confirmed at least 6 months before the wedding, then use the remaining time for invitations and styling.
When should wedding invitations be sent?: Send them around 10 to 12 weeks before the wedding, with an RSVP deadline about 6 weeks before the ceremony. This gives you time to process registrations, confirm dietary requirements and finalise seating and menus.
When should I order wedding flowers and the cake?: Confirm the flower order and bouquet at least 8 to 12 weeks before the wedding. Arrange cake collection for the wedding day or the day before, depending on the cake, and confirm the collection time within the final 72 hours.
What should be done the day before a bohemian wedding?: Use the day before for deliveries, shopping, fresh produce, flowers and cake collection if required. Print the run sheet, check the shopping list, lay out clothing and accessories, and set out ceremony booklets so the wedding morning is limited to final setup.

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.