How to organise a classic wedding from start to finish

A classic wedding is easiest to organise when you lock in the decisions that affect everything else first. Set the date, guest list and budget before booking the ceremony and reception venues. Then secure catering, photography, music and transport, followed by invitations and guest details. In the final weeks, confirm deliveries, print the ceremony programme and menus, check the rings and review the weather forecast. The biggest delays usually come from late guest responses, dietary information and unclear responsibilities on the day.

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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
Set wedding date
2 people
2
Compile guest list
2 people
3
Allocate the budget
2 people
4
Reserve ceremony venue
2 people
5
Reserve party venue
2 people
6
Book catering
2 people
7
Reserve photographer
2 people
8
Arrange music
2 people
9
Design wedding invitations
2 people
10
Sending wedding invitations
2 people
11
Process registrations
12
Collect dietary requirements
13
Arrange the table layout
2 people
14
Finalize the menu
2 people
15
Create the ceremony program
2 people
16
Select music tracks
2 people
17
Arrange transportation for guests
2 people
18
Order the bridal bouquet
19
Order cake
2 people
20
Check the rings
2 people
21
Print the program
2 people
22
Print menus
2 people
23
Make name badges
2 people
24
Confirm deliveries
25
Check the weather forecast
26
Update guest list
27
Check the shopping list
2 people
28
Do the shopping
2 people
29
Chill drinks
2 people
30
Picking up the cake
2 people
31
Pick up flowers
2 people
32
Sort decorations
2 people
33
Lay out the ceremony program
34
Lay out the rings
35
Open venue
2 people
36
Receive deliveries
2 people
37
Set up tables
4 people
38
Set up chairs
4 people
39
Set up ceremony seating
3 people
40
Hang decorations
3 people
41
Place floral arrangements
2 people
42
Set the tables
4 people
43
Place name tags
2 people
44
Set up catering
3 people
45
Set out drinks
2 people
46
Test sound equipment
2 people
47
Check toilets
48
Welcome the bride and groom
2 people

Event

49
Welcome guests
3 people
50
Support the ceremony
3 people
51
Serve champagne
3 people
52
Serve snacks
3 people
53
Facilitate the group photo
2 people
54
Serve dinner
5 people
55
Serve diet meals
2 people
56
Refill drinks
2 people
57
Collect tableware
3 people
58
Cut the cake
2 people
59
Serve coffee and tea
3 people
60
Coordinate music and dancing
2 people
61
Serve late-night snacks
2 people
62
See off guests
2 people

Aftercare

63
Chill leftovers
2 people
64
Collect waste
3 people
65
Remove decorations
3 people
66
Clear tables and chairs
4 people
67
Wash dishes
3 people
68
Clean the venue
4 people
69
Distribute leftover food
2 people
70
Gather borrowed items
2 people
71
Return rental items
2 people
72
Dispose of waste
2 people
73
Store unused groceries
2 people

What to bring

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

Furniture

Round tablesqty 8
Long buffet tablesqty 4
Chairsqty 90
High tablesqty 6
Table linenqty 12
Chair coversqty 90

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 100
Table knivesqty 100
Table forksqty 100
Table spoonsqty 100
Serving spoonsqty 16
Cake knife
Serving plattersqty 12
Dessert serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Music player
Audio mixer

Lighting

String lightsqty 6
Table lampsqty 8
LED candlesqty 40

Decorations

Flower arrangementsqty 10
Welcome sign
Ceremony arch
Ribbonsqty 6
Table decorationsqty 8
Candle holdersqty 40
Ring pillow
Guest book
Pensqty 6
Table numbersqty 8
Menusqty 90
Name badgesqty 90
Ceremony programsqty 100

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Serving tongsqty 8
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 4
Cake stand
Cake spatula

Cleaning

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

Catering

Groceries

Tips

Start with the guest list and budget together. The number of guests affects the venue, catering, seating, tableware and transport, so do not confirm suppliers before you know whether you are planning for 50 or 150 people.
Book the ceremony and reception venues before designing the invitations. Include the correct arrival times, addresses and transport details, then send invitations early enough to allow time for registrations and dietary requirements.
Create one final guest information sheet at least two weeks before the wedding. Record attendance, dietary needs, table assignments and transport requests so the caterer, venue and coordinator are working from the same numbers.
Check the serving setup instead of counting only dinner plates. A seated meal may also need dessert plates, coffee cups, water, wine and champagne glasses, serving platters, cake utensils and enough table space for the menu.
Assign one person to receive suppliers on the wedding day. Confirm deliveries in advance and have them check the furniture, table linen, microphones, speakers, coffee equipment, extension cords and power strips before guests arrive.

Frequently asked questions

How far in advance should I start planning a classic wedding?: Start at least 12 months before the wedding if you need to secure popular ceremony and reception venues. Use the first 4 to 6 weeks to set the date, draft the guest list, allocate the budget and request supplier availability.
When should wedding invitations be sent?: Send the invitations around 8 to 12 weeks before the wedding, or earlier if many guests need to arrange transport or accommodation. Set the registration deadline at least 4 weeks before the event so catering and seating numbers can be finalised.
When should I finalise the wedding menu and dietary requirements?: Collect dietary requirements as guests register and give the final numbers to the caterer about 2 to 3 weeks before the wedding. Confirm the menu, serving schedule and table layout at the same time to avoid last-minute changes.
What should I check in the final week before a wedding?: In the final 7 days, confirm supplier deliveries, transport, the weather forecast, the rings, printed programmes and menus. Also test the music player, speakers and wireless microphones, and give the day-of coordinator a written contact list.

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.