How to organise a wedding ceremony

Start by fixing the date, guest list and ceremony venue before making detailed choices. Then secure the officiant, photographer and dinner venue, because these bookings determine much of the schedule. Send invitations early enough to process registrations and collect dietary requirements before finalising the menu and seating. In the final week, confirm documents, witnesses, transport and the bad-weather plan, then check supplies, chill drinks and verify tableware before guests arrive.

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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 date and guest list
2 people
2
Design invitations
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Reserve ceremony venue
2 people
7
Reserve dinner venue
2 people
8
Book officiant
2 people
9
Book photographer
2 people
10
Choose music for the ceremony
2 people
11
Choose dinner music
2 people
12
Write ceremonial vows
2 people
13
Check wedding documents
2 people
14
Confirm witnesses
2 people
15
Arrange the table layout
2 people
16
Share menu and dietary requirements
2 people
17
Arrange transportation for guests
2 people
18
Send parking information
19
Check the weather forecast
20
Confirm bad weather plan
2 people
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Pick up cake and pastries
2 people
24
Chill drinks
2 people
25
Check tableware
2 people
26
Sort decorations
2 people
27
Set out vows and documents
28
Open venue
2 people
29
Ventilate the rooms
2 people
30
Clean the ceremony space
3 people
31
Clean the dining hall
3 people
32
Place chairs for the ceremony
4 people
33
Set up dinner tables
4 people
34
Set up the ceremony arch
2 people
35
Hang decorations
3 people
36
Arrange flower displays
2 people
37
Set the tables
4 people
38
Set up the welcome desk
2 people
39
Set out the guestbook
40
Test sound equipment
2 people
41
Prepare ceremony documents
42
Set up catering
4 people
43
Escort the bride and groom
2 people
44
Welcoming witnesses
45
Receive deliveries
2 people

Event

46
Welcome guests
4 people
47
Hand out the program to guests
2 people
48
Guide guests to their seats
3 people
49
Assist with the wedding ceremony
3 people
50
Provide music during the ceremony
51
Take wedding photos
2 people
52
Serve aperitifs
4 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Guide guests to dinner
3 people
56
Serve dinner
6 people
57
Serve diet meals
2 people
58
Clear plates and glasses
4 people
59
Cut the cake
2 people
60
Serve cake and coffee
4 people
61
Serve the toast
3 people
62
Support the evening program
2 people
63
Provide music during the party
64
Announce the final round
65
See guests out
3 people

Aftercare

66
Store leftovers in the fridge
3 people
67
Collect waste
3 people
68
Wash dishes
4 people
69
Clear tables and chairs
4 people
70
Remove decorations
3 people
71
Clean the venue
4 people
72
Clean the restrooms
2 people
73
Sort borrowed items
2 people
74
Return rental items
2 people
75
Distribute leftover food
2 people
76
Store the guest book and gifts securely
77
Collect lost property
2 people
78
Switch off and store equipment
2 people

What to bring

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

Furniture

Ceremony chairsqty 90
Dining tablesqty 10
Dinner chairsqty 90
Wedding table
Buffet tablesqty 4
Welcome table
Gift table
Stoolsqty 4
Coat racksqty 2
Party tentqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert forksqty 100
Serving spoonsqty 12
Serving plattersqty 12
Carafesqty 12

Decorations

Ceremony arch
Arch backdropqty 2
Table runnersqty 10
Chair coversqty 90
Flower arrangementsqty 12
Bouquetsqty 3
LED candlesqty 40
Candle holdersqty 20
Buntingqty 8
Welcome sign
Table numbersqty 10
Guest book
Pens for the guestbookqty 4
Ring box
Confetti containersqty 10

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone stand
Music player
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 8
Standing lampsqty 4

Kitchen

Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Cake knife
Serving tongsqty 8
Ice packsqty 20
Bottle openersqty 4
Corkscrewsqty 4
Waste binsqty 6

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Floor squeegeesqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the date, guest list and ceremony venue first. Book the officiant and photographer as soon as the date is fixed, then reserve the dinner venue so the ceremony and meal schedule can be planned together.
Send invitations with enough time to process registrations and dietary requirements before ordering food. Use the final guest count to plan dining tables, chairs, plates, glasses and serving equipment.
Check wedding documents and confirm the witnesses before the ceremony week. Last-minute document problems are harder to solve than changes to music, decorations or the seating layout.
Plan guest movement between the ceremony and dinner in advance. Share parking information and arrange transportation before the final week, especially if the two venues are not within walking distance.
Make the weather decision part of the final check rather than an emergency response. Check the forecast, confirm the bad-weather plan, and inspect the party tent, ceremony chairs and tableware before shopping and setup.

Frequently asked questions

How far in advance should I send wedding ceremony invitations?: Send invitations early enough to receive registrations and dietary requirements before you confirm food and seating. A practical deadline is at least 6 to 8 weeks before the ceremony, with an earlier date for guests travelling from far away.
When should I book the wedding officiant and photographer?: Book both after setting the date and reserving the ceremony venue, preferably 6 to 12 months before the ceremony. These suppliers may already be unavailable if you wait until invitations are sent.
When should I check the wedding documents and witnesses?: Check the required wedding documents and confirm the witnesses no later than 2 to 4 weeks before the ceremony. Recheck the names and timing during the final week so everyone knows where to be.
When should I make the bad-weather plan for an outdoor wedding ceremony?: Decide on the bad-weather plan when you reserve the venue, then confirm it again 5 to 7 days before the ceremony using the forecast. Check the party tent, seating and guest access before the setup day.

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.