How to organise a spring wedding without last-minute gaps

A spring wedding needs more than a guest list and a beautiful setting. Start by fixing the guest numbers, then work through food, seating, ceremony details, suppliers and the wet-weather plan in that order. Spring conditions can change quickly, so outdoor arrangements need a practical alternative before invitations go out. The final week is for confirmations, shopping, chilling drinks and checking that every delivery and collection has an owner.

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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
Create final guest list
2 people
7
Carry out a site visit
2 people
8
Determine table layout
2 people
9
Arrange seating
2 people
10
Finalize the menu
2 people
11
Make a catering reservation
12
Order cake
13
Order flowers
14
Create a music selection
2 people
15
Set Up Ceremony Music
16
Collect speeches
17
Print the run sheet
18
Confirm deliveries
19
Check the weather forecast
20
Set a rain plan
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Picking up the cake
2 people
25
Pick up flowers
2 people
26
Open venue
2 people
27
Check rooms
2 people
28
Set up tents
4 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up ceremony chairs
3 people
32
Set the tables
3 people
33
Hang decorations
4 people
34
Place floral arrangements
2 people
35
Install lighting
3 people
36
Connect sound equipment
2 people
37
Test the music
2 people
38
Test microphones
2 people
39
Set up the buffet
4 people
40
Prepare snacks
4 people
41
Prepare salads
3 people
42
Fill bread baskets
2 people
43
Set up the drink station
2 people
44
Set up coffee station
2 people
45
Set out tableware
3 people
46
Place name tags
2 people
47
Restock toiletries
48
Place waste bins
2 people
49
Mark parking route
2 people
50
Brief the master of ceremonies
2 people
51
Check deliveries
2 people
52
Place wedding cake
2 people
53
Perform final room check
2 people

Event

54
Welcome guests
4 people
55
Serve welcome drinks
3 people
56
Support the ceremony
3 people
57
Facilitate the group photo
3 people
58
Serve snacks
3 people
59
Refill drinks
2 people
60
Open the buffet
2 people
61
Restock the buffet
3 people
62
Serve coffee and tea
2 people
63
Cut the cake
2 people
64
Guide speeches
2 people
65
Provide party music
2 people
66
See off guests
3 people

Aftercare

67
Pack leftovers
3 people
68
Collect tableware
4 people
69
Sort waste
3 people
70
Take down tables and chairs
4 people
71
Remove decorations
3 people
72
Disconnect equipment
2 people
73
Clean the venue
4 people
74
Return rented items
2 people
75
Collect lost property
76
Distribute leftover flowers
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Table linenqty 11
Chair coversqty 60
Gift table
Cake table
Coat rackqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 70
Forksqty 80
Knivesqty 80
Serving spoonsqty 12

Decorations

Flower arrangementsqty 10
Welcome sign
Table number cardsqty 8
Name badgesqty 70
Menusqty 70
Buntingqty 4
Paper lanternsqty 20
Cloth napkin ringsqty 70
Vasesqty 10
Candle holdersqty 24
LED candlesqty 30
Ring pillow

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Food warmersqty 4
Thermos flasksqty 4
Clothes steamers

Kitchen

Cutting boardsqty 4
Chicken thighsqty 4
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 3
Cake server

Lighting

String lightsqty 6
Outdoor lightsqty 4
Flashlightsqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set a guest deadline early enough to finalise dietary requirements, the seating plan and catering numbers at least two weeks before the wedding. Keep a short follow-up window for guests who have not replied.
Visit the ceremony and reception site before booking the layout. Measure where tables, chairs, buffet areas, the cake table and a coat rack can go, and allow clear paths between them.
Build the rain plan before you send invitations, not after the forecast changes. Decide whether party tents or an indoor space will cover the ceremony, meal and guest movement, and check the forecast again 48 hours before the event.
Treat supplier collections as timed jobs. Confirm cake and flower deliveries during the final week, assign someone to pick up anything that is not delivered, and check that chilled drinks are ready several hours before guests arrive.
Print the run sheet and keep one working copy with the person coordinating the day. Collect speeches, ceremony music and the final menu in advance so the sound, catering and seating teams are not making decisions during setup.

Frequently asked questions

When should I send spring wedding invitations?: Send them far enough ahead to collect replies and dietary requirements before you confirm catering and seating. A practical deadline is 6–8 weeks before the wedding, with the final guest list closed about 2 weeks beforehand.
How far in advance should I book wedding catering?: Book catering once you have a realistic guest estimate and have checked the site access, serving area and table layout. Aim to confirm the final menu and headcount at least 2 weeks before the wedding, then reconfirm delivery and serving details during the final week.
What is a good rain plan for a spring wedding?: Choose the alternative space or tent before invitations are sent and make sure it covers the ceremony, meal and guest circulation. Check the forecast 48 hours before the wedding, then make the call early enough for tables, chairs and decorations to be moved.
When should I pick up the wedding cake and flowers?: Confirm both arrangements during the final week and give each collection a named person and a fixed time. Pick up the cake and flowers on the wedding day only if they can be kept safely cool and transported directly to the venue; otherwise arrange delivery or an earlier collection.

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.