How to organise a sustainable wedding

A sustainable wedding is easiest to organise when you make the big decisions in the right order: date, venue, ceremony host, catering and key suppliers first. Then build the guest list, send invitations and collect dietary and transport details before finalising the menu and table layout. Reusable furniture, tableware and decorations reduce waste, but they still need counting, cleaning and delivery planning. Use the final weeks to confirm every agreement, prepare ceremony materials and check that drinks, candles and decorations are ready.

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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
Set the wedding date
2 people
2
Reserve venue
3
Secure the ceremony host
2 people
4
Make catering arrangements
2 people
5
Reserve photographer
2 people
6
Arrange music equipment
7
Compile guest list
2 people
8
Design invitations
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Share transportation information
13
Arrange the table layout
2 people
14
Finalize the menu
2 people
15
Confirm supplier agreements
16
Create the ceremony program
2 people
17
Compile the music program
2 people
18
Coordinate speeches
2 people
19
Write name tags
2 people
20
Create menus
2 people
21
Prepare decorations
3 people
22
Check candles
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Wash vegetables
2 people
27
Prepare desserts
2 people
28
Prepare snacks
3 people
29
Prepare salads
3 people
30
Check the venue
2 people
31
Clean the restrooms
2 people
32
Place waste stations
2 people
33
Set up the ceremony area
4 people
34
Set up tables
4 people
35
Set up chairs
4 people
36
Set the tables
4 people
37
Hang decorations
3 people
38
Place floral arrangements
2 people
39
Check lighting
2 people
40
Test sound equipment
2 people
41
Set up the buffet
3 people
42
Set up the drink station
2 people
43
Set out tableware
2 people
44
Set out ceremony booklets
2 people
45
Place name tags
2 people
46
Check deliveries

Event

47
Welcome guests
3 people
48
Support the ceremony
2 people
49
Serve aperitifs
3 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Facilitate the group photo
2 people
53
Open the buffet
2 people
54
Refill buffet
3 people
55
Serve diet meals
2 people
56
Cut the cake
2 people
57
Serve coffee and tea
2 people
58
Guide speeches
59
Provide music
60
Keep the dance floor clear
61
Serve the last round
2 people
62
See off guests
2 people

Aftercare

63
Store food safely
2 people
64
Sort waste
3 people
65
Collect tableware
3 people
66
Clear tables and chairs
4 people
67
Clean the venue
4 people
68
Wash dishes
3 people
69
Take down decorations
3 people
70
Reuse flower arrangements
2 people
71
Pack equipment
2 people
72
Distribute leftover food
2 people
73
Gather borrowed items
2 people
74
Return rental items
2 people
75
Take out the trash
2 people
76
Check coat check

What to bring

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

Furniture

Beer tablesqty 8
Chairsqty 70
Ceremony chairsqty 70
Buffet tablesqty 4
Stoolsqty 8
Coat racksqty 2
Clothes hangersqty 80
Party tentsqty 2
Parasol basesqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Water glassesqty 90
Wine glassesqty 80
Champagne glassesqty 70
Coffee cupsqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 20

Decorations

Fabric table runnersqty 8
Cloth napkinsqty 80
Name badgesqty 70
Menusqty 70
Ceremony bookletsqty 70
Glass vasesqty 30
Wooden signpostsqty 6
Welcome sign
Ring box
Rope rollsqty 4
Clothing clipsqty 60
Paper lanternsqty 20
Guest book
Pensqty 6
Photo framesqty 12

Equipment

Bluetooth speakersqty 2
Microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
High tablesqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Serving tongsqty 8
Coffee machinesqty 2
Thermos flasksqty 6
Water carafesqty 10
Cake knife

Lighting

LED light stringsqty 8
LED lanternsqty 12
Rechargeable lampsqty 8
LED candlesqty 30

Cleaning

Waste binsqty 6
Waste sorting stickersqty 6
Bucketsqty 4
Microfiber clothsqty 12
Dish brushesqty 4
Hand broomsqty 2

Catering

Groceries

Tips

Set the date and reserve the venue before booking other suppliers. Check whether the venue already provides chairs, ceremony seating, tables, coat racks or tents so you do not arrange duplicate equipment.
Send invitations early enough to collect registrations, dietary requirements and transport needs before you finalise the menu. Close the guest list before ordering plates, glasses, chairs and printed name tags.
Treat reusable items as a logistics task, not just a sustainability choice. Count dinner and dessert plates, bowls, glasses, cutlery, napkins and serving spoons, then allow time for delivery, washing and returns.
Confirm supplier agreements several weeks before the wedding and put the final schedule in one document. Include the ceremony program, music program, speeches, catering timings and who is responsible for each handover.
Do the shopping close enough to the event that chilled drinks stay fresh, but not so late that missing items become a problem. Check candles, decorations, menus, ceremony booklets, signage and the ring box at least 48 hours beforehand.

Frequently asked questions

How far in advance should I start planning a sustainable wedding?: Start about 12 months before the wedding if you need a specific venue, ceremony host or photographer. Aim to have the venue and main suppliers confirmed first, then send invitations once the date, location and transport information are reliable.
When should wedding invitations be sent?: Send invitations around 10 to 12 weeks before the wedding, or earlier if guests need to arrange travel. Set a reply deadline at least 4 weeks before the event so you can process registrations, dietary requirements and seating.
How many plates and glasses do I need for a wedding?: Plan one place setting per seated guest, including a dinner plate, dessert plate, cutlery and water glass. Add at least 10% extra for breakage, late changes and items temporarily used at the buffet or drinks table.
When should I finalise the wedding menu?: Finalise the menu about 4 weeks before the wedding, after the guest list and dietary requirements are closed. Confirm the final headcount and supplier agreement again 7 days before the event.

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.