How to organise a forest wedding

A forest wedding needs more than a beautiful ceremony setting. Start by securing the date, location permission and key suppliers, then build the guest plan around transport, weather and limited site access. Tents, furniture, catering equipment and power or cooling arrangements must be confirmed before invitations go out. In the final week, use one supplier run sheet to coordinate deliveries, setup, food service and the ceremony without relying on memory.

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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 date and forest location
2 people
2
Arrange location permission
3
Reserve a ceremony officiant
4
Book caterer
5
Reserve photographer
6
Reserve music and sound equipment
7
Reserve party tents and furniture
8
Design invitations
2 people
9
Check the guest list
2 people
10
Send invitations
2 people
11
Process registrations
12
Collect dietary requirements
13
Share transport and parking routes
14
Create a supplier run sheet
2 people
15
Create the table layout
2 people
16
Check the menu and allergens
2 people
17
Print the ceremony program
18
Make name tags
2 people
19
Create place cards
2 people
20
Prepare decorations
3 people
21
Check the weather forecast
22
Confirm deliveries
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Fill the welcome bags
2 people
28
Load decorations and materials
3 people
29
Check the venue
2 people
30
Set up parking route and signage
2 people
31
Build party tents
5 people
32
Set up tables and chairs
4 people
33
Set up the ceremony area
4 people
34
Set up the welcome desk
2 people
35
Set up buffet and bar area
3 people
36
Hang decorations
4 people
37
Set out table linens and crockery
3 people
38
Test lighting and power supply
2 people
39
Test sound system
2 people
40
Set out buffet dishes
4 people
41
Prepare personal flowers
2 people
42
Lay out the ceremony program
43
Welcome suppliers
2 people

Event

44
Welcome guests
3 people
45
Hand out welcome drinks
3 people
46
Guide guests to the ceremony
2 people
47
Support the ceremony
3 people
48
Take group photos
2 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Set tables for dinner
3 people
52
Guide guests to dinner
2 people
53
Open the dinner buffet
3 people
54
Replenish dinner plates and cutlery
2 people
55
Restock the buffet
3 people
56
Cut and serve the cake
3 people
57
Serve coffee and tea
3 people
58
Guide speeches
2 people
59
Clear the dance floor
3 people
60
Start the music
61
Serve late-night snacks
3 people
62
Empty trash bins
2 people
63
Check and restock toilets
2 people
64
See off guests
2 people

Aftercare

65
Store leftovers in the fridge
3 people
66
Collect tableware
4 people
67
Take down tables and chairs
5 people
68
Take down party tents
5 people
69
Remove decorations
3 people
70
Gather equipment
3 people
71
Sort and remove waste
3 people
72
Wash dishes
4 people
73
Clean the venue
4 people
74
Check the site for litter
3 people
75
Return materials
2 people
76
Return supplier materials
2 people
77
Distribute leftover food
2 people
78
Handle deposit and packaging

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 90
Bar stoolsqty 8
Buffet tablesqty 4
Ceremony chairsqty 80
Wedding arch
Clothes racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner spoonsqty 100
Dinner forksqty 100
Serving utensilsqty 20
Carafesqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving plattersqty 20
Serving trays with lidsqty 8
Serving spoonsqty 12
Food warmersqty 8
Coolersqty 6
Thermos flasksqty 6
Corkscrewqty 4
Bottle openersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

String lightsqty 12
LED lampsqty 10
Lanternsqty 12
Batteriesqty 48

Decorations

Table runnersqty 10
Cloth napkinsqty 100
Flower vasesqty 20
Artificial flowersqty 120
Welcome sign
Table numbersqty 10
Place card holdersqty 90
Name badgesqty 90
Ceremony programsqty 90
Candles in glassesqty 40
Ring pillow
Guest book
Pensqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 6
Hand soap dispensersqty 4

Safety

First aid kit
Fire extinguishersqty 2

Catering

Groceries

Tips

Secure permission for the forest location before booking suppliers, and ask specifically about ceremony hours, vehicle access, noise limits, waste removal and wet-weather arrangements. These details can change what tents, furniture and sound equipment you need.
Book the caterer, photographer, officiant, music and sound equipment, and party tents well before sending invitations. Outdoor suppliers often need a fixed delivery window, so record arrival times and contact numbers in one run sheet.
Send guests clear transport and parking directions with the invitation, then track registrations and dietary requirements in one list. Allow extra travel time for narrow forest roads and make sure the ceremony and reception routes are easy to follow.
Plan the layout around the site rather than trying to fit a standard indoor floor plan. Mark the ceremony chairs, wedding arch, buffet tables, bar area and dining tables, leaving clear paths for guests, caterers and deliveries.
Recheck the weather forecast during the final week and confirm every delivery. Chill drinks only after the coolers are in place, and keep serving platters, utensils, food warmers, carafes and backup tableware together so setup does not stall.

Frequently asked questions

How far in advance should I start planning a forest wedding?: Start at least 12 months ahead if you need a popular forest location and several outdoor suppliers. Aim to have the location permission, caterer, officiant, photographer, music and tents confirmed 6 to 9 months before the wedding.
Do I need permission for a forest wedding?: Usually, yes, even when the site appears open to the public. Confirm permission before sending invitations, ideally 9 to 12 months ahead, and check access, sound, alcohol, fire, waste and overnight restrictions.
How do I prepare for rain at a forest wedding?: Confirm a rain plan at least 8 weeks before the date, including party tents, covered walkways and a revised seating layout. Check the forecast again 7 days before and make the final setup decision 24 to 48 hours in advance.
When should I send invitations for a forest wedding?: Send invitations about 10 to 12 weeks before the wedding once the location, transport information and key timings are reliable. Set the RSVP deadline 4 to 6 weeks before the date so you can finalise catering, dietary requirements and seating.

Start this plan in Lizzt

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