How to organise a multi-day wedding

A multi-day wedding needs one plan for the celebration and a second plan for everything around it. Start with the guest list, budget and venue, then lock in accommodation, catering, photography, music and transport before sending invitations. After guests register, collect dietary requirements and build the run sheet around arrival, meals, the ceremony and departures. The final week is mostly about confirming deliveries, checking the weather, shopping and inspecting the venue.

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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 the guest list
2 people
2
Set the budget
2 people
3
Reserve the wedding venue
2 people
4
Reserve overnight accommodations
2 people
5
Book catering
2 people
6
Reserve photographer
7
Arrange music
8
Design invitations
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Arrange transportation for guests
2 people
13
Develop the run sheet
2 people
14
Arrange the table layout
2 people
15
Order menus
16
Make name badges
2 people
17
Collect ceremony texts
2 people
18
Create music playlists
19
Purchase decorations
2 people
20
Order the wedding cake
21
Check wedding rings
2 people
22
Check the weather forecast
23
Confirm deliveries
24
Do the shopping
3 people
25
Inspect venue
3 people
26
Empty the refrigerators
2 people
27
Chill drinks
3 people
28
Pick up flowers
2 people
29
Arrange flower centerpieces
3 people
30
Prepare table linen
2 people
31
Fill welcome packs
3 people
32
Clean the venue
4 people
33
Set up party tents
4 people
34
Set up tables
4 people
35
Set up chairs
4 people
36
Set up the ceremony area
3 people
37
Hang decorations
4 people
38
Set up lighting
3 people
39
Test sound equipment
2 people
40
Set out tableware
3 people
41
Set up buffet
4 people
42
Set up the welcome desk
2 people
43
Place name tags
2 people
44
Set up the wedding cake
2 people
45
Hand out the run sheet
2 people
46
Set up the breakfast buffet
3 people
47
Make coffee and tea
2 people

Event

48
Welcome guests
4 people
49
Serve welcome drinks
3 people
50
Support the ceremony
3 people
51
Facilitate the group photo
2 people
52
Serve snacks
3 people
53
Refill drinks
3 people
54
Open the buffet
2 people
55
Serve dinner
5 people
56
Restock the buffet
3 people
57
Guide speeches
2 people
58
Cut the wedding cake
2 people
59
Serve dessert
3 people
60
Open the dance floor
2 people
61
Serve late-night snacks
3 people
62
Escort guests to accommodation
2 people
63
Serve breakfast
4 people
64
Refill breakfast
2 people
65
Restock the coffee area

Aftercare

66
Collect glasses and plates
4 people
67
Chill food leftovers
2 people
68
Collect waste
3 people
69
Lock up the venue
2 people
70
Clear brunch tables
3 people
71
Wash dishes
3 people
72
Take down tables
4 people
73
Stack chairs
3 people
74
Remove decorations
3 people
75
Take down party tents
4 people
76
Clean the venue
4 people
77
Sort leftovers
2 people
78
Gather borrowed items
2 people
79
Take out the trash
2 people
80
Return rented materials
2 people
81
Store the decorations
2 people
82
Distribute leftover food
2 people
83
Collect laundry
2 people
84
Wash table linens
2 people
85
Collect lost property
86
Clear the cloakroom
2 people
87
Return keys
88
Secure photo materials

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
High tablesqty 6
Coat racksqty 2
Stoolsqty 8
Table linenqty 12
Table skirtsqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Breakfast platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Water jugsqty 12
Coffee potsqty 6

Decorations

Flower vasesqty 20
Table décorqty 20
String lightsqty 8
Fabric buntingqty 6
Welcome sign
Ceremony arch
Ring pillow
Table numbersqty 10
Name badgesqty 90
Menusqty 90
Guest book
Pensqty 6
Poster puttyqty 4

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot traysqty 6
Party lightsqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Serving spoonsqty 12
Baking traysqty 6
Aluminum foilqty 4
Food storage containersqty 20
Cake knife
Cake stand

Cleaning

Waste binsqty 6
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the guest list and budget before booking suppliers. Your headcount affects accommodation, catering, tables, chairs, tableware and transport, so changes become expensive once invitations are sent.
Reserve accommodation and guest transport early, then include the practical details with the invitation. Guests need to know where to stay, how they will move between locations and when registrations close.
Build the run sheet around guest arrival and meal service, not just the ceremony. Allow separate time for breakfast, setup, photographs, speeches, cake service and clearing the venue each day.
Confirm dietary requirements after registrations close and give the final numbers to the caterer on an agreed deadline. Check that breakfast plates, dinner and dessert plates, serving platters, water jugs and coffee equipment match the number of meals served.
Inspect the venue before the wedding and complete a final delivery check during the last week. Count tables, chairs, linen, glasses, lighting, signs and ceremony décor, then check the weather forecast before deciding whether party tents or an outdoor ceremony need a backup plan.

Frequently asked questions

How far in advance should I organise a multi-day wedding?: Start planning at least 12 months ahead if the wedding includes accommodation, catering and several suppliers. Aim to reserve the venue and overnight accommodation first, then book catering, photography, music and transport before sending invitations.
When should wedding invitations be sent for a multi-day wedding?: Send invitations after the venue, accommodation and main travel arrangements are confirmed, usually 6 to 9 months before the wedding. Set the registration deadline at least 8 weeks before the event so you have time to collect dietary requirements and finalise catering.
How do I plan food for a multi-day wedding?: Plan each meal separately, including arrival food, the main wedding meal, dessert, breakfast and drinks. Confirm final guest numbers and dietary requirements 4 to 6 weeks beforehand, and check that plates, glasses, cutlery, serving dishes and coffee equipment cover every service.
What should I check in the final week before a multi-day wedding?: Confirm supplier arrival times, deliveries, transport, accommodation details and the weather forecast 5 to 7 days before the wedding. Inspect the venue, verify the run sheet and count furniture, tableware, lighting, signage and ceremony decorations before guests arrive.

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