How to organise a garden wedding without last-minute chaos

A garden wedding needs more than a beautiful outdoor setting. Start by fixing the date and guest list, then work out catering, suppliers, seating and the ceremony plan in that order. Outdoor logistics take extra attention: you need a rain plan, cold storage for desserts and drinks, and enough tables, chairs, glasses and serving equipment. Use the final week for confirmations, weather checks and practical preparation rather than major decisions.

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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 the date and guest list
2 people
2
Design invitations
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm suppliers
7
Book catering
8
Order cake
9
Order flowers
10
Choose music for the ceremony
2 people
11
Compile party music
2 people
12
Arrange the table layout
2 people
13
Print the run sheet
14
Check the weather forecast
15
Record the rain plan
2 people
16
Finalize guest list
17
Share the dietary overview
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Purchase drinks
2 people
21
Check shelf-stable food stock
22
Wash table linens
23
Check crockery and glasses
2 people
24
Prepare floral arrangements
2 people
25
Keep desserts chilled
2 people
26
Wash and cut vegetables
3 people
27
Make sauces and dressings
2 people
28
Prepare snacks
3 people
29
Fill coolers
2 people
30
Mark the ceremony area
2 people
31
Check the garden and terrace
2 people
32
Clean grass and patio
3 people
33
Build party tents
4 people
34
Set up tables
3 people
35
Set up chairs
3 people
36
Set up ceremony chairs
2 people
37
Set table linen
2 people
38
Hang decorations
3 people
39
Place floral arrangements
2 people
40
Hang string lights
3 people
41
Connect sound equipment
2 people
42
Test music and microphone
2 people
43
Set up buffet tables
3 people
44
Chill drinks
2 people
45
Set up coffee station
2 people
46
Set out tableware and cutlery
3 people
47
Place name tags
2 people
48
Set up the welcome desk
2 people
49
Restock the toilets
50
Taste the catering
2 people

Event

51
Welcome guests
3 people
52
Serve welcome drinks
3 people
53
Support the ceremony
2 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Cut the wedding cake
2 people
57
Open the buffet
2 people
58
Restock the buffet
3 people
59
Collect plates and cutlery
2 people
60
Serve coffee and tea
2 people
61
Serve dessert
2 people
62
Provide music
63
Keep the dance floor clear
64
Check toilets periodically
65
Empty trash bins
2 people
66
See off guests
2 people

Aftercare

67
Clear away drinks and food
3 people
68
Turn off lights
2 people
69
Disconnect sound equipment
2 people
70
Pre-sort tableware
2 people
71
Clear tables and chairs
4 people
72
Take down party tents
4 people
73
Remove decorations
3 people
74
Wash dishes
3 people
75
Sort and dispose of waste
2 people
76
Clean the garden and patio
3 people
77
Clean the kitchen
2 people
78
Clean the restrooms
2 people
79
Pack leftover food
2 people
80
Inventory materials
2 people
81
Return borrowed items
2 people
82
Return rented items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Ceremony chairsqty 60
High tablesqty 4
Coat rack
Dance floor

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Champagne glassesqty 60
Coffee spoonsqty 60
Tablespoonsqty 70
Forksqty 70
Knivesqty 70

Kitchen

Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Coolersqty 5
Thermos flasksqty 4
Cake knife
Cake stand

Equipment

Coffee makerqty 2
Kettleqty 2
Refrigerator
Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4

Decorations

Table runnersqty 8
Napkin holdersqty 8
Vasesqty 12
Flower arrangementsqty 12
String lightsqty 8
Lanternsqty 10
LED candlesqty 30
Balloonsqty 100
Balloon ribbonqty 2
Welcome sign
Name badgesqty 60
Table numbersqty 8
Ring pillow
Photo framesqty 8

Lighting

Outdoor lightsqty 6
Spare batteriesqty 24

Cleaning

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

Catering

Drink dispensersqty 3
Ice cube traysqty 4
Thermos bottlesqty 4
Bottle openersqty 4
Wine openersqty 4
Cocktail shakersqty 2
Glass carafesqty 8
Ice packsqty 20
Dessert serving traysqty 6
Groceries

Tips

Set the guest list and date before ordering anything. Once replies are in, collect dietary requirements and create one final overview to share with the caterer and anyone serving food.
Confirm the rain plan at least two weeks before the wedding, including where the party tent, ceremony chairs and dance floor will go. Do not wait for the forecast on the morning itself to decide the layout.
Check tableware against the guest count seven days before the event. Count dinner plates, dessert plates, water and wine glasses, cutlery, serving platters and serving utensils separately.
Plan food and drink storage by temperature and timing. Keep desserts chilled, use cool boxes for drinks or perishable food, and prepare thermos flasks and a coffee maker for service after dinner.
Print the running order and assign practical jobs before the day. Include who checks the weather, receives suppliers, sets the tables, handles dietary meals and clears the buffet so one person is not left managing everything.

Frequently asked questions

When should I send garden wedding invitations?: Send invitations around 12 weeks before the wedding, or earlier if many guests need to travel. Set the RSVP deadline about 4 weeks before the date so you can finalise catering, dietary requirements and seating.
How many drinks do I need for a garden wedding?: Allow roughly 2 to 3 drinks per guest during the first hour, then about 1 drink per hour afterward. Add extra water for warm weather and keep chilled supplies in more than one cool box if guests are spread around the garden.
When should I make a rain plan for an outdoor wedding?: Make the decision at least 14 days before the wedding and confirm the final setup 48 hours beforehand. The backup should cover the ceremony, dining tables, catering area, guests' coats and the dance floor.
How far in advance should I order a wedding cake and flowers?: Place the cake and flower orders several weeks before the wedding, then confirm delivery details with each supplier 7 days beforehand. On the day, arrange a cool place for desserts and a clean, shaded area for prepared flower arrangements.

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.