How to organise a wedding breakfast

A wedding breakfast needs more than a menu and a beautifully set table. Start by fixing the date, location and guest list, then use the guest information to shape the menu, seating plan and table materials. The final week is for printing, shopping and checking equipment; the day before is for washing, chilling and portioning food. Leave enough time on the morning for fresh bread, flowers, coffee and a calm room set-up.

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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
Confirm date and location
2 people
2
Compile guest list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Finalize the menu
2 people
7
Select suppliers
2 people
8
Make reservations
9
Arrange the table layout
2 people
10
Design menus
11
Print menus
12
Print name badges
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Pick up fresh bread
16
Pick up flowers
17
Check tableware
2 people
18
Test equipment
2 people
19
Fill coolers
2 people
20
Chill breakfast items
2 people
21
Wash vegetables
2 people
22
Wash fruit
2 people
23
Boil eggs
2 people
24
Portion out sandwich toppings
2 people
25
Fold napkins
2 people
26
Sort decorations
2 people
27
Open venue
2 people
28
Ventilate the rooms
2 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Set up buffet tables
3 people
32
Set the tables
3 people
33
Place floral arrangements
2 people
34
Hang decorations
3 people
35
Set out tableware
3 people
36
Set out cutlery
2 people
37
Place buffet cards
38
Prepare coffee and tea
2 people
39
Fill bread baskets
2 people
40
Set up the cold buffet
3 people
41
Bring the warm buffet up to temperature
3 people
42
Set out drinks
2 people
43
Check toilets
44
Place waste stations

Event

45
Welcome guests
3 people
46
Serve aperitifs
3 people
47
Open the breakfast buffet
2 people
48
Escort guests to tables
2 people
49
Serve coffee
2 people
50
Maintain the buffet
3 people
51
Refill drinks
2 people
52
Collect used dishes
2 people
53
Serve diet meals
2 people
54
Check toilets periodically
55
Make more coffee
56
Set up the dessert buffet
2 people
57
Serve dessert
2 people
58
Serve farewell drinks
2 people
59
See guests off
2 people

Aftercare

60
Chill leftovers safely
2 people
61
Take down the buffet
3 people
62
Clear tables and chairs
4 people
63
Remove decorations
3 people
64
Wash dishes
3 people
65
Clean the kitchen
3 people
66
Clean tables and floor
3 people
67
Collect waste
2 people
68
Dispose of waste
2 people
69
Check rental equipment
2 people
70
Return rental items
2 people
71
Empty and clean coolers
2 people
72
Distribute leftover food
2 people
73
Return venue keys
74
Perform final venue check
2 people

What to bring

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

Furniture

Dining tablesqty 7
Buffet tablesqty 3
Chairsqty 60
Stoolsqty 6
Clothes hangersqty 2

Tableware

Breakfast platesqty 65
Dessert platesqty 65
Coffee cupsqty 65
Water glassesqty 65
Wine glassesqty 65
Champagne glassesqty 60
Knivesqty 65
Forksqty 65
Teaspoonsqty 65
Serving spoonsqty 12
Serving utensilsqty 10
Bread basketsqty 8
Small bowlsqty 20
Glass pitchersqty 8
Coffee potsqty 5
Teapotsqty 4
Serving plattersqty 12
Keep serving platters warmqty 6

Decorations

Tableclothsqty 10
Napkinsqty 100
Menusqty 12
Name badgesqty 60
Flower vasesqty 10
LED string lightsqty 4
Table décorqty 10
Welcome sign
Balloon archesqty 2
Balloonsqty 100
Ribbonsqty 6
Candlesqty 24

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Coolersqty 4
Ice packsqty 20
Thermos flasksqty 6
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 2
Cling filmqty 3
Storage binsqty 12

Cleaning

Waste binsqty 5
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Towelsqty 12

Lighting

Standing lampsqty 2

Catering

Groceries

Tips

Confirm the date and location before sending invitations, then allow at least 10 days after the RSVP deadline to process registrations and chase missing dietary requirements.
Finalise the menu only after collecting dietary information. Keep a written count for each menu variation so portions, serving platters, small bowls and serving utensils match the guest numbers.
Complete the table layout before printing menus and name badges. Set out one place per guest, including a breakfast plate, coffee cup, water glass, cutlery and any wine or champagne glass you will use.
Do the main shopping early enough to chill breakfast items overnight, but collect fresh bread and flowers on the day or the day before. Wash vegetables and fruit, boil eggs and portion sandwich toppings ahead of serving time.
Test coffee pots, teapots and any other equipment before guests arrive. Fill coolers, check tableware and keep serving platters warm only after the room and buffet tables are ready.

Frequently asked questions

How far in advance should I plan a wedding breakfast?: Confirm the date, location and suppliers at least 8 to 12 weeks ahead. Send invitations early enough to set an RSVP deadline, then keep the final 10 days for dietary details, seating and quantities.
When should I finalise the wedding breakfast menu?: Finalise it after the RSVP deadline and once all dietary requirements are collected, usually 2 to 3 weeks before the breakfast. This gives you time to confirm portions and update the printed menus.
What should I prepare the day before a wedding breakfast?: Chill breakfast items, wash vegetables and fruit, boil eggs, portion sandwich toppings and fold napkins the day before. Leave fresh bread, flowers and any last-minute drinks for the day of the event.
How many place settings do I need for a wedding breakfast?: Plan one complete setting per confirmed guest, plus 5 to 10% spare tableware for breakage, late changes or dropped items. Count plates, cups, glasses, knives, forks and teaspoons separately rather than relying on a general total.

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.