How to organise a glamour wedding without last-minute chaos

Start by fixing the guest list and invitations, then use the responses to plan dietary requirements, seating and table numbers. Confirm reservations and suppliers before you design the room, menus and music around the final guest count. The last 48 hours are for collecting the cake and flowers, chilling drinks, checking tableware and printing the run sheet—not for making major decisions. On the day, set up ceremony seating first, then the dining area, welcome and gift tables, backdrop, carpet and dance floor.

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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
Arrange the table layout
2 people
7
Design menus
8
Make name badges
2 people
9
Confirm reservations
10
Assemble the music playlist
2 people
11
Inform ceremony speakers
12
Print the run sheet
13
Check the weather forecast
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Chill drinks
2 people
17
Picking up the cake
2 people
18
Pick up flowers
2 people
19
Check tableware
2 people
20
Set up tables
4 people
21
Set up chairs
4 people
22
Set up ceremony seating
3 people
23
Roll out the carpet
2 people
24
Set up the backdrop
3 people
25
Hang decorations
4 people
26
Place floral arrangements
3 people
27
Set out candles
2 people
28
Hang lighting
3 people
29
Connect sound equipment
2 people
30
Test the music
2 people
31
Test microphones
2 people
32
Set up buffet
4 people
33
Prepare snacks
4 people
34
Set up the dessert table
3 people
35
Set up cake table
2 people
36
Set up the drink station
3 people
37
Place name tags
2 people
38
Place menus
2 people
39
Set up the gift table
2 people
40
Check toilets
41
Clear the emergency exits
2 people
42
Prepare the bridal suite
2 people
43
Set out ceremony booklets
2 people

Event

44
Staff the reception desk
2 people
45
Welcome guests
3 people
46
Support the ceremony
3 people
47
Serve aperitifs
4 people
48
Serve snacks
4 people
49
Facilitate the group photo
2 people
50
Guide guests to dinner
2 people
51
Open the dinner buffet
2 people
52
Serve dinner
5 people
53
Refill drinks
3 people
54
Clear plates
3 people
55
Cut the cake
2 people
56
Serve cake
4 people
57
Lead the first dance
2 people
58
Open the dance floor
2 people
59
Serve late-night snacks
3 people
60
Refill coffee and tea
2 people
61
Check toilets periodically
62
Remove waste periodically
2 people
63
Store gifts safely
2 people
64
Announce the final round
65
See off guests
3 people

Aftercare

66
Chill leftovers
3 people
67
Collect tableware
4 people
68
Collect glasses
3 people
69
Clear tables
4 people
70
Remove decorations
4 people
71
Dismantle furniture
4 people
72
Pack away the sound equipment
2 people
73
Wash dishes
4 people
74
Clean the kitchen
3 people
75
Clean the room
4 people
76
Take out the trash
2 people
77
Sort borrowed items
2 people
78
Return items
2 people
79
Distribute leftover food
2 people

What to bring

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

Furniture

Round tablesqty 10
Long buffet tablesqty 4
Chairsqty 90
Ceremony chairsqty 90
Gift table
Welcome table
Dessert table
Bride's table
Bar stoolsqty 8
Backwall frame
Dance floor

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 110
Wine glassesqty 110
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert forksqty 100
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 12

Decorations

Table runnersqty 10
Chair coversqty 90
Satin chair sashesqty 90
Flower vasesqty 20
Artificial flowersqty 120
Gold table numbersqty 10
Name badgesqty 90
Menusqty 90
Ceremony bookletsqty 90
Balloonsqty 120
Balloon weightsqty 12
Satin ribbonqty 6
Guest book
Pensqty 6
Gift card box
Ring pillow
Ceremony carpet
Backdrop cloth
Mirrorsqty 6
Table seating chart
Photo framesqty 12
Tealight holdersqty 40
LED candlesqty 40

Lighting

String lightsqty 8
LED spotlightsqty 6
Extension cordsqty 8
Power stripsqty 6

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Laptop
Microphone standsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Table microphone

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Cake serverqty 2
Measuring cupsqty 4
Mixing bowlsqty 6
Aluminum foilqty 4
Cling filmqty 4
Serving jugsqty 6
Cake knife

Cleaning

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

Catering

Cake stand
Buffet platesqty 12
Drink dispensersqty 3
Champagne coolersqty 3
Groceries

Tips

Set an RSVP deadline at least 4 weeks before the wedding. Allow another 7 days to chase missing replies before finalising the table layout, menus and name badges.
Create the seating plan only after dietary requirements are collected. Leave one clearly labelled place for each guest and check that the number of chairs matches the final list.
Count tableware by place setting, then add a small reserve: dinner plates, forks, knives, wine glasses, water glasses and champagne glasses are easy to overlook when the room is styled.
Collect the cake and flowers on the day they are needed, but schedule both pickups early enough to allow at least 2 hours before guests arrive. Keep drinks chilled while tables and decorations are being installed.
Print the run sheet before setup begins and give ceremony speakers their cues in advance. Finish the weather check the day before so seating, carpet and the backdrop can be adjusted before guests arrive.

Frequently asked questions

How far in advance should you organise a glamour wedding?: Start the main planning at least 6 months ahead, especially the guest list, reservations and ceremony details. Finalise guest numbers and dietary requirements about 4 weeks before the date, then use the last week for confirmations and setup planning.
When should wedding invitations be sent?: Send invitations around 10 to 12 weeks before the wedding and set the RSVP deadline 4 weeks before it. That gives you roughly 7 days to contact non-responders and still have time to prepare menus, name badges and the seating plan.
How do you organise the setup on the wedding day?: Begin with ceremony seating and the carpet, then set up tables, chairs and tableware before adding runners, chair covers, flowers and table numbers. Aim to have the room finished at least 90 minutes before guests arrive, leaving time for the backdrop, welcome table and final checks.
When should drinks, flowers and the wedding cake be collected?: Collect flowers and the cake on the wedding day, ideally 2 to 4 hours before the ceremony or reception begins. Chill the drinks as soon as they arrive, and complete the tableware and shopping check no later than the day before.

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.