How to organise a day-after wedding party

A day-after wedding party works best when it feels relaxed for guests but runs on a firm plan behind the scenes. Start with the guest count and dietary requirements, then work backwards from serving time for shopping, food preparation and setup. Weather can change the layout at short notice, especially if the barbecue and seating are outside. Use the final day to check cold storage, drinks, tableware and waste stations rather than trying to solve everything during the party.

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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 the guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
6
Check the weather forecast
7
Reserve an extra party tent
8
Check the barbecue
9
Check refrigerators and coolers
10
Compile the music playlist
11
Confirm reservations
12
Check the shopping list
13
Do the shopping
2 people
14
Collect drinks and ice
2 people
15
Set out non-perishable groceries
2 people
16
Label diet meals separately
2 people
17
Marinate the meat
2 people
18
Wash and cut vegetables
3 people
19
Prepare salads
2 people
20
Portion desserts
2 people
21
Set out table decorations
22
Set out crockery and glassware
2 people
23
Prepare waste stations
24
Sweep the venue
2 people
25
Build party tents
4 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up the bar and buffet
3 people
29
Hang decorations
2 people
30
Hang lighting
2 people
31
Connect the sound system
2 people
32
Test the music
33
Chill drinks
2 people
34
Light the barbecue
2 people
35
Prepare snacks
3 people
36
Set out buffet dishes
3 people
37
Prepare coffee and tea
38
Check toilets
39
Set up the reception desk

Event

40
Welcome guests
2 people
41
Serve welcome drinks
2 people
42
Serve snacks
2 people
43
Refill drinks
2 people
44
Open the buffet
2 people
45
Prepare barbecue dishes
3 people
46
Refill buffet
2 people
47
Serve dietary meals
48
Clear tables
3 people
49
Serve dessert
2 people
50
Serve coffee and tea
2 people
51
Provide music
52
Check the lighting
53
Empty trash bins
2 people
54
Announce the final round
55
See off guests
2 people

Aftercare

56
Chill leftovers safely
2 people
57
Collect tableware
3 people
58
Turn off the barbecue
2 people
59
Turn off the sound system
60
Turn off lights
61
Remove decorations
3 people
62
Take down party tents
4 people
63
Put furniture back
3 people
64
Do the dishes
3 people
65
Clean tables
2 people
66
Clean the venue
3 people
67
Clean the restrooms
2 people
68
Dispose of waste
2 people
69
Distribute usable leftovers
2 people
70
Check rental equipment
2 people
71
Return rental items
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Buffet tablesqty 3
Bar
Chairsqty 55
Lounge cushionsqty 20
High tablesqty 4
Waste binsqty 5

Tableware

Dinner platesqty 60
Dessert platesqty 60
Bowlsqty 30
Cutlery setsqty 60
Water glassesqty 70
Wine glassesqty 60
Beer glassesqty 60
Coffee cupsqty 40
Serving spoonsqty 12
Small bowlsqty 16
Serving boardsqty 6

Decorations

Tableclothsqty 9
Napkin holdersqty 9
Flower arrangementsqty 8
Welcome sign
Menusqty 6
String lightsqty 6
Balloon archesqty 2
Candle holdersqty 12

Equipment

Barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Flashlightsqty 4
Beer cratesqty 5
Bottle openersqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Serving tongsqty 8
Aluminum grill traysqty 10
Ice packsqty 12
Food containersqty 12
Storage binsqty 12

Lighting

Outdoor lightsqty 6
LED lanternsqty 8
Spare batteriesqty 24

Cleaning

Washing-up bowlsqty 3
Spongesqty 12
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the final guest number before shopping. It determines how much meat, salad, dessert, ice, crockery and seating you need, and gives you a reliable basis for labelling diet meals separately.
Check the weather forecast twice: once a few days ahead and again on the morning of the party. If rain or strong sun is likely, confirm an extra party tent before food and furniture are moved outside.
Work backwards from the meal time. Marinate the meat first, then wash and cut vegetables, prepare salads and portion desserts so the barbecue is not competing with last-minute kitchen work.
Check refrigeration and cooling capacity before collecting drinks and ice. Keep drinks in coolers, reserve refrigerator space for salads and diet meals, and avoid leaving prepared food at room temperature for longer than two hours.
Create separate stations for food, drinks and waste before guests arrive. Put out plates, bowls, cutlery and serving spoons at the buffet, then place glasses and ice near the bar so queues do not form around the barbecue.

Frequently asked questions

When should I send invitations for a day-after wedding party?: Send them around four to six weeks before the party. Set the RSVP deadline at least 10 days before the event so you have time to confirm the final guest number, dietary requirements and shopping quantities.
How much food should I plan for a day-after wedding barbecue?: Base the shopping list on the confirmed guest count rather than the wedding guest list. Allow roughly 250 to 350 grams of main food per adult, plus salads, bread and dessert, then add about 10% if attendance is difficult to predict.
How many drinks do I need for a day-after wedding party?: For the first hour, plan on two to three drinks per person, then around one drink per person per hour. Add water and soft drinks separately, and collect ice on the day so it is still usable when guests arrive.
When should I prepare the venue for the day-after party?: Do the main setup two to three hours before guests arrive. Build the party tents, arrange tables and chairs, set out decorations and tableware, and finish the food stations during the final hour.

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.