How to organise a city wedding without last-minute chaos

Start by fixing the guest list, ceremony and reception details before choosing menus, seating or decorations. A city wedding usually involves several venues, short travel times and suppliers working to tight access windows, so the order of planning matters. Send invitations early enough to process replies and dietary requirements before creating the table layout. In the final week, confirm every supplier, test the equipment and print one run sheet that shows who does what and when.

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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
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Create the table layout
2 people
7
Set menu choices
2 people
8
Make reservations
9
Arrange transportation for guests
10
Check the ceremony room
2 people
11
Check the party venue
2 people
12
Confirm suppliers
13
Print the run sheet
14
Collect emergency contacts
15
Make table cards
2 people
16
Create program cards
2 people
17
Make welcome sign
18
Assemble the music playlist
2 people
19
Collect speeches
20
Sort decorations
2 people
21
Check tableware
2 people
22
Test equipment
2 people
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Picking up the cake
2 people
26
Chill drinks
2 people
27
Wash fresh produce
2 people
28
Prepare snacks
4 people
29
Bring decorations to the venue
3 people
30
Open venue
2 people
31
Ventilate the rooms
2 people
32
Set up tables
4 people
33
Set up chairs
4 people
34
Set up ceremony seating
3 people
35
Set the tables
4 people
36
Place name tags
2 people
37
Hang decorations
3 people
38
Place floral arrangements
2 people
39
Set up the welcome desk
2 people
40
Set out the guestbook
41
Connect the sound system
2 people
42
Test the music
2 people
43
Set up the buffet
4 people
44
Display snacks
3 people
45
Set up the cake display
2 people
46
Check toilets
2 people
47
Place waste stations
2 people
48
Receive deliveries
2 people

Event

49
Welcome ceremony guests
3 people
50
Guide guests to their seats
2 people
51
Support the ceremony
3 people
52
Serve Prosecco
3 people
53
Serve snacks
4 people
54
Facilitate the group photo
2 people
55
Guide guests to dinner
2 people
56
Open the dinner buffet
2 people
57
Restock the buffet
3 people
58
Refill drinks
3 people
59
Serve diet meals
2 people
60
Clear away dishes
3 people
61
Cut the cake
2 people
62
Serve coffee and tea
3 people
63
Open the dance floor
64
Serve late-night snacks
3 people
65
See off guests
2 people

Aftercare

66
Chill leftovers
3 people
67
Collect waste
4 people
68
Pre-sort tableware
3 people
69
Clear tables
4 people
70
Remove decorations
3 people
71
Dismantle furniture
4 people
72
Wash dishes
3 people
73
Clean the kitchen
3 people
74
Clean the restrooms
2 people
75
Clean the floors
3 people
76
Collect lost items
2 people
77
Return supplies
2 people
78
Return rental items
2 people
79
Hand over the venue
2 people

What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 90
Ceremony chairsqty 90
Buffet tablesqty 3
Cocktail tablesqty 4
Table linenqty 12
Chair coversqty 90
Table transport cartsqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee cupsqty 90
Water glassesqty 110
Wine glassesqty 110
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Serving plattersqty 12
Water jugsqty 10
Coffee potsqty 6

Decorations

Flower vasesqty 12
Table runnersqty 12
Tealight holdersqty 40
LED candlesqty 40
String lightsqty 8
Paper lanternsqty 12
Welcome sign
Guest book
Table card holdersqty 12
Photo framesqty 12
Balloon arch
Ceremony bouquet
Flower arrangementsqty 12

Equipment

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

Kitchen

Cutting boardsqty 6
Chef's feathersqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum foil dispensersqty 2
Serving racksqty 4
Ice packsqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED spotlightsqty 6
Battery lanternsqty 6

Catering

Groceries

Tips

Set the guest list before ordering stationery or planning tables. Allow at least two weeks after the RSVP deadline to process registrations, chase missing replies and record dietary requirements.
Check both the ceremony room and party venue at least four weeks before the wedding. Confirm access times, table dimensions, chair numbers, tableware, power points and where deliveries can be unloaded.
Plan guest transport around the city rather than relying on short distances. Give guests one clear meeting point and allow 15–20 minutes of buffer time for traffic, finding the venue and group boarding.
Build the table layout only after you know the final guest count and menu choices. Keep serving platters, serving spoons and water jugs within reach, and check that rectangular tables leave enough room for staff and guests to move.
Use the final week for confirmations, not major decisions. Pick up the cake, sort decorations, check the shopping list, test sound and lighting equipment, and print the run sheet with emergency contacts before the wedding day.

Frequently asked questions

How long does it take to organise a city wedding?: Allow at least six months for a city wedding, especially if you need several venues or coordinated transport. Use the final four weeks for confirmations, seating, menus, equipment tests and printed materials rather than starting new arrangements.
When should wedding invitations be sent?: Send invitations around 10–12 weeks before the wedding, or earlier if guests need to arrange travel. Set an RSVP deadline about six weeks before the date so you have time to collect dietary requirements and finalise the table layout.
How much buffer time should we allow between the ceremony and reception?: Allow at least 30 minutes between the planned end of the ceremony and the reception start. For city travel, add another 15–20 minutes for traffic, loading guests and finding the entrance.
When should I confirm wedding suppliers?: Confirm all suppliers two to four weeks before the wedding, then check arrival times again during the final week. Include venue access, delivery instructions, equipment needs and an emergency contact in the run sheet.

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.