How to organise a micro wedding without last-minute stress

A micro wedding may have a small guest list, but it still needs the same careful sequence as a larger wedding. Start by fixing the guest list and ceremony decisions, then confirm suppliers, menu details and dietary requirements before arranging the room. The final week is for checking weather, preparing food and drinks, and confirming every item needed for the ceremony and tables. Leave setup to a written schedule so the couple is not arranging chairs while guests arrive.

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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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Record ceremony planning
2 people
6
Compile music list
2 people
7
Confirm suppliers
8
Finalize the menu
2 people
9
Arrange the table layout
10
Make name badges
2 people
11
Check Ceremony Supplies
2 people
12
Check the weather forecast
13
Determine indoor Plan B
2 people
14
Check the shopping list
2 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Prepare dessert
2 people
19
Check tableware
20
Sort decorations
2 people
21
Clean the venue
3 people
22
Set up tables and chairs
4 people
23
Set up ceremony chairs
3 people
24
Set up the ceremony arch
2 people
25
Set the tables
3 people
26
Place name tags
27
Hang decorations
3 people
28
Place floral arrangements
2 people
29
Test sound equipment
2 people
30
Test the lighting
2 people
31
Set up buffet
3 people
32
Set up the drink station
2 people
33
Set out snacks
2 people
34
Restock toiletries
35
Place waste bins
36
Receive deliveries
37
Set up the cloakroom
38
Set Up Ceremony Music
39
Brief speakers
2 people

Event

40
Welcome the bride and groom
2 people
41
Welcome guests
2 people
42
Serve welcome drinks
2 people
43
Support the ceremony
2 people
44
Facilitate the group photo
2 people
45
Serve aperitifs
2 people
46
Refill drinks
2 people
47
Refill snacks
2 people
48
Open the dinner buffet
2 people
49
Serve dinner
3 people
50
Serve diet meals
2 people
51
Clear tables
3 people
52
Serve coffee and tea
2 people
53
Cut the cake
2 people
54
Serve dessert
2 people
55
Start the music program
56
Clear the dance floor
2 people
57
Serve late-night snacks
2 people
58
See off guests
2 people

Aftercare

59
Collect waste
3 people
60
Wash dishes
3 people
61
Cool food safely
2 people
62
Take down decorations
3 people
63
Clear away furniture
4 people
64
Clean the venue
3 people
65
Check borrowed equipment
2 people
66
Return rental equipment
2 people
67
Take out the trash
2 people
68
Distribute leftover food
2 people
69
Store equipment
2 people
70
Clear the cloakroom
71
Register lost items
72
Finalize suppliers

What to bring

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

Furniture

Dining tablesqty 4
Buffet tablesqty 2
Ceremony chairsqty 30
Bridal chairsqty 2
Folding chairsqty 4
High tablesqty 3
Coat racksqty 2
Clothes hangersqty 35
Tablecloth tablesqty 6

Tableware

Dinner platesqty 35
Dessert platesqty 35
Coffee cupsqty 35
Water glassesqty 40
Wine glassesqty 40
Champagne glassesqty 35
Coffee spoonsqty 35
Dinner cutlery setsqty 35
Serving spoonsqty 8
Serving bowlsqty 8
Serving traysqty 6

Decorations

Ceremony arch
Table runnersqty 6
Cloth napkinsqty 35
Name badgesqty 30
Table numbersqty 4
Vasesqty 8
Artificial flowersqty 8
String lightsqty 6
LED candlesqty 24
Welcome sign
Photo framesqty 6
Balloonsqty 40
Balloon ribbonqty 2

Equipment

Bluetooth speakerqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Battery chargersqty 2

Kitchen

Coolersqty 3
Thermos flasksqty 4
Coffee maker
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 3
Serving utensilsqty 8
Cake knife
Cake stand
Aluminum foilqty 2
Cling filmqty 2
Food containersqty 12
Ice cube traysqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpan
Cleaning glovesqty 4
Paper towelsqty 6
Toilet paperqty 24
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set a firm guest-list deadline before sending invitations. After registrations close, record dietary requirements and use the final number to confirm the menu, seating plan and tableware quantities.
Finish ceremony planning before choosing the setup. Record the ceremony details, check the ceremony supplies, and place the ceremony chairs and arch only after you know the available space.
Confirm suppliers at least 7 days before the wedding and write down arrival times, contact details and what each supplier is bringing. This prevents missing deliveries from becoming a problem during setup.
Make the indoor Plan B before checking the final weather forecast. Decide where the ceremony, tables and food service will go indoors, rather than waiting until rain is already expected.
Do the shopping and chill drinks no later than the day before. Prepare snacks and dessert in advance where possible, then reserve the wedding morning for cleaning, table setup and a final checklist.

Frequently asked questions

When should I send micro wedding invitations?: Send invitations around 8 to 12 weeks before the wedding, with a clear RSVP deadline at least 3 weeks before the date. This gives you time to process registrations, collect dietary requirements and finish the seating plan.
How many drinks should I buy for a micro wedding?: Plan on 2 to 3 drinks per guest for the first hour, then about 1 drink per person per hour after that. Add water for the meal and allow extra time for chilling, because drinks are often forgotten until setup day.
When should I make the seating plan for a micro wedding?: Create a draft as soon as invitations are sent, then complete the final seating plan within 2 weeks of the wedding, once registrations and dietary requirements are closed. Print table numbers and name badges after the final guest count.
When should I set up the micro wedding venue?: Do the main setup 3 to 5 hours before guests arrive. Set out tables and chairs first, then the ceremony area, tableware, decorations and food service; keep a 30-minute buffer for missing items or layout changes.

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.