How to organise a hybrid wedding without losing the live connection

A hybrid wedding has two audiences: the people in the room and the guests watching online. Start by fixing the ceremony venue, guest registration and livestream approach before you plan menus or decorations. Your online form should collect dietary requirements and identify remote guests, while the technical plan needs a separate test rather than a last-minute check. This guide shows the order that keeps the day manageable, from invitations and suppliers to the ceremony, meal and livestream handover.

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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
Send invitations
2 people
2
Set up online registration form
3
Process registrations
4
Collect dietary requirements
5
Update the online guest list
6
Reserve ceremony venue
7
Book catering
8
Reserve photographer
9
Arrange music
10
Choose livestream platform
11
Create livestream link
12
Send livestream information
13
Print wedding program
2 people
14
Make name badges
2 people
15
Arrange the table layout
2 people
16
Create menus
2 people
17
Collect ceremony texts
2 people
18
Create music playlist
2 people
19
Brief speakers
20
Run the livestream test
2 people
21
Print technical guide
22
Check rental equipment
2 people
23
Do the shopping
3 people
24
Picking up the cake
25
Chill drinks
2 people
26
Water flowers
27
Open venue
2 people
28
Receive deliveries
2 people
29
Ventilate the rooms
30
Set out furniture
4 people
31
Set up ceremony chairs
3 people
32
Set up dinner seating
4 people
33
Place table decorations
3 people
34
Hang decorations
3 people
35
Place floral arrangements
2 people
36
Set up the welcome desk
2 people
37
Set up the gift table
2 people
38
Set up the buffet
4 people
39
Prepare snacks
3 people
40
Place cake in the fridge
2 people
41
Set up the coffee corner
2 people
42
Set out drinks
2 people
43
Set up the cloakroom
2 people
44
Check toilets
45
Set up livestream camera
2 people
46
Connect livestream audio
2 people
47
Test the livestream image
2 people
48
Test presentation screen
2 people
49
Test microphones
2 people
50
Install spare batteries
51
Prepare guest reception
2 people

Event

52
Support the ceremony
3 people
53
Operate the livestream
54
Welcome online guests
55
Serve champagne
3 people
56
Facilitate the group photo
2 people
57
Serve snacks
3 people
58
Refill drinks
2 people
59
Guide guests to dinner
2 people
60
Serve dinner
5 people
61
Serve diet meals
2 people
62
Clear plates and glasses
3 people
63
Lead the toast
2 people
64
Cut the cake
2 people
65
Serve cake
3 people
66
Announce the first dance
67
Provide music
68
Serve coffee and tea
2 people
69
Set out late snacks
2 people
70
Thank guests online
71
End the livestream
72
See guests off
2 people

Aftercare

73
Pack leftovers safely
3 people
74
Collect waste
3 people
75
Pre-rinse tableware
3 people
76
Clean the kitchen
3 people
77
Clear tables and chairs
4 people
78
Remove decorations
3 people
79
Pack livestream equipment
2 people
80
Collect lost and found items
81
Thoroughly clean the venue
3 people
82
Return rental items
2 people
83
Distribute leftover food
2 people
84
Take waste to the collection point
2 people
85
Transport gifts safely
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Ceremony chairsqty 90
Buffet tablesqty 3
Stoolsqty 8
Coat racksqty 3
Gift table
Welcome table

Tableware

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

Decorations

Table runnersqty 10
Cloth napkinsqty 100
Vasesqty 20
LED candlesqty 40
Welcome sign
Wedding arch
Ribbonsqty 4
Confetti conesqty 90
Name badgesqty 90
Menusqty 45
Wedding Programsqty 100
Gift cardsqty 100
Balloonsqty 100
Balloon ribbonqty 2
Photo backdrop
Photo propsqty 20

Equipment

Laptopqty 2
Livestream cameraqty 2
Camera tripodsqty 2
Microphonesqty 3
Audio mixer
Speakersqty 2
Presentation screen
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Hdmi cablesqty 3
USB cablesqty 6
Wi-Fi router
Spare batteriesqty 20

Kitchen

Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 6
Serving plattersqty 12
Cutting boardsqty 3
Chef's knivesqty 3
Cake knife
Cake stand
Thermos flasksqty 4
Serving traysqty 6
Aluminum foilqty 3
Cling filmqty 3

Lighting

String lightsqty 6
LED spotlightsqty 4
Night lightsqty 4

Cleaning

Waste binsqty 6
Mop setsqty 2
Broom and dustpanqty 2
Vacuum cleaner
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set up the online registration form before sending invitations. Give guests a clear deadline, then allow at least 7 days to process responses, update the guest list and follow up on missing dietary requirements.
Choose the livestream platform and create the link at least 2 weeks before the wedding. Send the viewing information separately to remote guests and run a full test with the camera, sound, internet connection and ceremony positions.
Book the ceremony venue, catering, photographer and music before finalising the table layout. The number of confirmed in-person guests affects chairs, tables, plates, glasses, menus and the amount of food to order.
Brief speakers and the music team before the technical test. Include the ceremony texts, playlist cues and the point at which remote guests need to see or hear the action; print a technical guide for the people running the stream.
Finish physical preparations in the final week rather than on the wedding morning. Print the programme, menus and name badges, check rental equipment, pick up the cake, chill drinks and assign someone else to manage the welcome table and livestream.

Frequently asked questions

How far in advance should I send hybrid wedding invitations?: Send them at least 8 weeks before the wedding, with a firm RSVP deadline around 3 weeks before the date. This leaves time to process registrations, confirm dietary requirements and separate in-person guests from remote viewers.
When should I test the wedding livestream?: Run the first full test at least 2 weeks beforehand, then repeat a shorter check 1 to 2 days before the ceremony. Test the actual camera position, microphones, internet connection, livestream link and the view that remote guests will receive.
How many drinks do I need for a hybrid wedding?: For guests attending in person, plan around 2 to 3 drinks per person during the first hour, then roughly 1 drink per person per hour. Order and chill drinks only after the final in-person guest count is known; remote guests do not affect this quantity.
When should I confirm the wedding catering numbers?: Confirm the final catering number about 10 to 14 days before the wedding, depending on the caterer's deadline. Use the updated guest list and dietary responses, not the original invitation count, when confirming food, plates, cutlery and table settings.

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.