How to organise a wedding brunch without last-minute chaos

A wedding brunch works best when the ceremony, meal and supplier schedule are planned as one timeline. Start with the date, venue and guest list, then use confirmed numbers to arrange dietary requirements, transport, seating and food. Brunch service brings its own pressure: coffee, chilled drinks and fresh groceries must arrive at the right time, while the cake and flowers often need separate collection. Leave the final days for confirmations and setup rather than major decisions.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm wedding date and venue
2
Compile guest list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Map out transport needs
7
Arrange the table layout
2 people
8
Create menu
2 people
9
Order the wedding cake
10
Order flowers
11
Reserve snack delivery
12
Reserve furniture
13
Reserve audio equipment
14
Confirm photographer
15
Coordinate the ceremony program
2 people
16
Compile music list
2 people
17
Prepare the toast moment
2 people
18
Collect speeches
19
Note emergency contacts
20
Check the weather forecast
21
Check the shopping list
2 people
22
Buy fresh groceries
2 people
23
Buy drinks and non-perishable stock
2 people
24
Pick up the wedding cake
2 people
25
Pick up flowers
26
Check tableware
2 people
27
Sort decorations
2 people
28
Lay out the clothes and rings
2 people
29
Clear the venue
3 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Placing buffet furniture
3 people
33
Set out tableware and cutlery
3 people
34
Set table linen
3 people
35
Hang decorations
3 people
36
Place floral arrangements
2 people
37
Hang string lights
2 people
38
Connect music equipment
2 people
39
Test microphone
40
Chill drinks
2 people
41
Set up the coffee and tea station
2 people
42
Prepare cold dishes
3 people
43
Prepare hot dishes
3 people
44
Arrange snacks on platters
2 people
45
Set up the wedding cake
2 people
46
Place name tags
2 people
47
Check restroom
48
Set up the reception table
2 people
49
Check deliveries
2 people

Event

50
Welcome guests
3 people
51
Serve welcome drinks
3 people
52
Support the ceremony
3 people
53
Open the brunch buffet
2 people
54
Serve brunch
4 people
55
Refill drinks
2 people
56
Keep the buffet tidy
2 people
57
Collect used dishes
2 people
58
Guide the speech segment
2 people
59
Cut the wedding cake
2 people
60
Serve cake
3 people
61
Facilitate the group photo
2 people
62
Provide music
63
Serve coffee and tea
2 people
64
See guests off
2 people

Aftercare

65
Pack leftovers safely
3 people
66
Collect gifts
2 people
67
Separate waste
3 people
68
Wash dishes
3 people
69
Dismantle tables and chairs
4 people
70
Remove decorations
3 people
71
Clean the venue
4 people
72
Empty and clean coolers
2 people
73
Check borrowed items
2 people
74
Return rental items
2 people
75
Distribute leftover food
2 people
76
Remove flowers and waste
2 people

What to bring

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

Furniture

Banquet tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Reception desk
Gift table
High tablesqty 4
Tablecloth tablesqty 2
Children's chairsqty 3

Tableware

Dinner platesqty 75
Pastry platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 75
Champagne glassesqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 70
Serving plattersqty 12

Decorations

Tableclothsqty 10
Napkinsqty 90
Name badgesqty 70
Menusqty 12
Flower arrangementsqty 10
Vasesqty 15
Balloonsqty 80
Balloon arch
Welcome sign
Photo backdrop
Ring pillow
Cake topper
Gift bagsqty 5

Equipment

Party tentqty 2
Coolersqty 4
Bain-mariesqty 3
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakerqty 2
Wireless microphone
Extension cordsqty 5
Power stripsqty 4
Ice cube traysqty 4

Kitchen

Cutting boardsqty 5
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8
Measuring cupsqty 3
Mixing bowlsqty 5
Aluminum foilqty 3

Cleaning

Waste binsqty 5
Trash bag holdersqty 3
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Lighting

String lightsqty 6
LED lanternsqty 8
Table lampsqty 12

Catering

Groceries

Tips

Set the guest-count deadline before ordering food, furniture or tableware. Use the confirmed number to plan seats, children’s chairs, plates, cups, glasses and serving platters, then keep a small buffer for breakages or late additions.
Build the day around service times, not just the ceremony. Allow time for guests to arrive, coffee and drinks to start, the meal, the cake, speeches and the toast moment so suppliers know exactly when their part is needed.
Arrange dietary requirements as soon as registrations are processed. Give the caterer a final list several days before the brunch and mark special meals clearly at the buffet or on the seating plan.
Do not leave collections until the morning unless someone is assigned to them. The wedding cake and flowers may need separate pickup times, and both should reach the venue early enough for setup before guests arrive.
Finish a practical check 24 hours before the event: weather, transport, shopping, supplier confirmations, emergency contacts, music and speeches. Buy fresh groceries as late as practical, while drinks and non-perishable stock can be handled earlier.

Frequently asked questions

How far in advance should I plan a wedding brunch?: Start the main planning at least 8 to 12 weeks before the brunch. Confirm the venue, guest list, suppliers and menu first, then use the final guest count to complete seating, dietary information and quantities.
When should wedding brunch invitations be sent?: Send invitations about 8 to 10 weeks before the event, with an RSVP deadline roughly 3 to 4 weeks before the date. That leaves time to process registrations and confirm food, drinks, seating and transport.
How much food and drink do I need for a wedding brunch?: Base quantities on the confirmed guest count and the planned service length. For the first hour, allow around 2 to 3 drinks per person, then adjust the remaining stock for the meal, coffee service and any toast.
When should I pick up the wedding cake and flowers?: Schedule both collections on the event day only if reliable transport and storage are arranged. Aim to have the cake and flowers at the venue at least 2 hours before guests arrive, with enough time for placement and a quick quality check.

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.