How to organise a large wedding without losing track

A large wedding becomes manageable when you build it in the right order. Start with the date, guest count and venue, then secure catering, photography, sound, transport and other suppliers before designing the details. Guest information affects the menu, seating plan, childcare and table setup, so collect it early rather than chasing replies at the last minute. Use the final weeks for confirmations, printed materials, deliveries and emergency contacts—not major decisions.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set wedding date
2 people
2
Compile guest list
2 people
3
Reserve venue
2 people
4
Book catering
2 people
5
Reserve photographer
6
Reserve sound equipment
7
Record witnesses
2 people
8
Design invitations
2 people
9
Send invitations
2 people
10
Publish the Gift List
11
Order wedding bouquet
12
Order flower decorations
13
Order cake
2 people
14
Arrange transport
2 people
15
Process registrations
2 people
16
Collect dietary requirements
2 people
17
Arrange childcare
18
Create seating plan
2 people
19
Confirm menu choice
2 people
20
Compile the music program
2 people
21
Work out table arrangement
2 people
22
Make name badges
2 people
23
Print ceremony program
2 people
24
Confirm deliveries
25
Collect emergency contacts
26
Check the shopping list
2 people
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Have the cake delivered
2 people
30
Receive flowers
2 people
31
Open venue
2 people
32
Check rooms
2 people
33
Set up tables
4 people
34
Set up chairs
4 people
35
Set up the ceremony area
3 people
36
Hang decorations
4 people
37
Place floral arrangements
2 people
38
Set the tables
4 people
39
Place name tags
2 people
40
Set up buffet
4 people
41
Test sound equipment
2 people
42
Test the lighting
2 people
43
Prepare catering
5 people
44
Check toilets
45
Set up the welcome desk
2 people

Event

46
Welcome guests
3 people
47
Support the ceremony
3 people
48
Serve welcome drinks
3 people
49
Facilitate the group photo
2 people
50
Serve snacks
4 people
51
Refill drinks
3 people
52
Open the buffet
3 people
53
Serve dinner
5 people
54
Clear plates
4 people
55
Cut the cake
3 people
56
Serve coffee and tea
3 people
57
Clear the dance floor
2 people
58
Serve evening snacks
3 people
59
Announce the final round
60
See off guests
3 people

Aftercare

61
Pack leftovers
3 people
62
Wash dishes
4 people
63
Collect waste
3 people
64
Remove decorations
4 people
65
Dismantle furniture
4 people
66
Clean the venue
4 people
67
Gather borrowed items
2 people
68
Return materials
2 people

What to bring

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

Furniture

Round tablesqty 10
Buffet tablesqty 4
Chairsqty 90
High tablesqty 6
Wedding table
Coat racksqty 2
Parasolqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee cupsqty 90
Dinner cutleryqty 100
Coffee spoonsqty 100
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 12

Decorations

Tableclothsqty 14
Napkinsqty 100
Name badgesqty 90
Table numbersqty 10
Welcome sign
Ceremony arch
Artificial flowersqty 12
Flower vasesqty 12
Balloonsqty 100
Balloon ribbonqty 4
Confetti cannonsqty 6
Guest book
Pensqty 6
Gift table sign

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Music stand

Kitchen

Coolersqty 4
Food warmersqty 8
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Chef's knivesqty 4
Serving spoonsqty 12
Cake knife
Cake stand
Thermos flasksqty 6

Lighting

String lightsqty 8
LED lampsqty 20
Lanternsqty 10

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the guest list before finalising the venue layout or catering numbers. For a large wedding, every late addition can affect chairs, tableware, buffet space, name badges and the seating plan.
Book the venue and core suppliers first, then work outward to flowers, the cake, transport and sound equipment. Aim to have these bookings confirmed several months before the wedding rather than relying on availability near the date.
Send invitations with a firm RSVP deadline and follow up immediately after it passes. Give yourself at least two weeks between the deadline and the final menu, seating plan and dietary-requirement check.
Treat the ceremony and reception as two separate setups. Check that the ceremony arch, welcome sign, ceremony programme, wedding table, round tables, buffet tables and coat racks can all be delivered and placed before guests arrive.
Create one final delivery sheet for the last week. Confirm arrival times for the cake, flowers, catering, furniture, tableware and sound equipment, and give the coordinator a list of emergency contacts at least 48 hours before the event.

Frequently asked questions

How far in advance should you start organising a large wedding?: Start at least 12 months before the wedding if you need a popular venue or several external suppliers. Set the date, guest list and venue first, then book catering, photography, sound and transport before working on printed details.
When should wedding invitations be sent?: Send invitations around 10 to 12 weeks before the wedding, with an RSVP deadline roughly 4 to 6 weeks before the date. That leaves time to collect dietary requirements, confirm the menu and complete the seating plan.
When should you make the seating plan for a large wedding?: Draft the seating plan as soon as most RSVPs are in, usually 4 to 6 weeks before the wedding. Finalise it after the RSVP deadline and check it against table sizes, accessibility needs, childcare arrangements and name badges.
What should be confirmed in the final week before a wedding?: Confirm every delivery, supplier arrival time, menu choice, transport detail and ceremony requirement during the final 7 days. Prepare the printed ceremony programme, table numbers, welcome sign and emergency-contact list no later than 48 hours beforehand.

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.