How to organise a wedding festival from start to finish

A wedding festival combines a ceremony, dinner, drinks and live music, so the order of your planning matters. Start with the guest list and registrations, then use those numbers to arrange seating, food, drinks and equipment. In the final week, confirm reservations, dietary requirements, deliveries and travel details. On the day, leave enough time to inspect the site before building tents, arranging tables and connecting the sound system.

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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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Arrange the table layout
2 people
6
Confirm reservations
7
Create the menu and drink list
2 people
8
Compile the music playlist
9
Print ceremony program
10
Make name badges
2 people
11
Share route and parking information
12
Check the shopping list
2 people
13
Do non-perishable shopping
2 people
14
Buy fresh groceries
2 people
15
Pick up flowers
16
Picking up the cake
17
Open venue
2 people
18
Check deliveries
2 people
19
Inspect the site
2 people
20
Build party tents
4 people
21
Set up cocktail tables
3 people
22
Set up dining tables
4 people
23
Set up chairs
4 people
24
Set up the stage area
3 people
25
Connect sound equipment
2 people
26
Hang lighting
3 people
27
Hang decorations
3 people
28
Place floral arrangements
2 people
29
Put up the welcome sign
30
Set up the photo area
2 people
31
Set up the gift table
2 people
32
Set up the cloakroom
2 people
33
Check toilets
34
Set up the coffee corner
2 people
35
Set up the bar
3 people
36
Chill drinks
2 people
37
Set out tableware
3 people
38
Prepare snacks
3 people
39
Set up the buffet
3 people
40
Prepare cake for display
2 people
41
Hold team briefing
4 people

Event

42
Welcome guests
3 people
43
Distribute program
2 people
44
Serve welcome drinks
3 people
45
Support the ceremony
2 people
46
Play music during the ceremony
47
Serve snacks
4 people
48
Refill drinks
2 people
49
Guide guests to dinner
2 people
50
Open the dinner buffet
3 people
51
Restock plates and cutlery
2 people
52
Serve diet meals
2 people
53
Serve coffee and tea
2 people
54
Cut the cake
2 people
55
Serve cake
3 people
56
Coordinate music and dancing
57
Serve evening snacks
2 people
58
See off guests
3 people
59
Collect gifts securely
2 people

Aftercare

60
Bring waste to the collection point
3 people
61
Wash dishes
3 people
62
Clean the bar
2 people
63
Take down the buffet
3 people
64
Clean the venue
4 people
65
Remove decorations
3 people
66
Dismantle furniture
4 people
67
Pack audio equipment
2 people
68
Dismantle lighting
3 people
69
Chill leftover food
2 people
70
Sort usable items
2 people
71
Return rental items
2 people
72
Dispose of waste
2 people
73
Collect lost and found items
74
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Dinner tablesqty 8
High tablesqty 6
Chairsqty 90
Buffet tablesqty 3
Bar stoolsqty 8
Coat racksqty 2
Gift table
Ceremony chairsqty 90
Stage sectionsqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Refrigeratorsqty 2
Bar cooling
Wireless microphonesqty 2
Speakersqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 6
First aid kit

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10

Decorations

Balloon archesqty 2
Table runnersqty 8
Napkin holdersqty 8
Flower vasesqty 12
Welcome sign
Program standsqty 4
Name badgesqty 90
Table numbersqty 8
Photo frame
Backdrop cloth
Candlesqty 36
Candle holdersqty 36

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving spoonsqty 8
Aluminum foilqty 4
Food storage containersqty 12
Cake knife

Cleaning

Washing-up bowlsqty 3
Spongesqty 12
Trash binsqty 6
Hand broomsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set your guest numbers before ordering tableware or planning the layout. Use the registration list to confirm dietary requirements, then match the number of dinner plates, glasses, chairs and seats to the final count.
Plan the site in zones before anything is delivered: ceremony chairs, dining tables, buffet and bar, dance or stage area, coat racks and the gift table. This prevents tents and furniture from being placed where deliveries or guests still need to pass.
Separate shopping into two rounds. Buy non-perishable items earlier, but schedule fresh groceries, flowers and the cake for collection close to the wedding so they do not sit around for days.
Give guests route and parking information with the invitations or registration confirmation. Include a clear arrival time, because a festival-style wedding often has several areas to find rather than one obvious entrance.
Keep a delivery and setup buffer on the wedding day. Open the venue early enough to check every delivery, inspect the site, build the tents, arrange seating and test microphones, speakers, the mixer and music player before guests arrive.

Frequently asked questions

How far in advance should I send wedding festival invitations?: Send invitations around 12 to 16 weeks before the wedding, then set a registration deadline at least 4 weeks before the event. That gives you time to confirm numbers, dietary requirements, seating and menu quantities.
When should I finalise the wedding festival table layout?: Finalise the layout about 2 to 3 weeks before the wedding, once most registrations are processed. Leave a final adjustment window of 3 to 5 days for late changes, accessibility needs or cancellations.
How much time do I need to set up a wedding festival venue?: Allow at least 6 to 8 hours for a site with party tents, ceremony and dining furniture, buffet and bar areas, stage sections and sound equipment. Add extra time if deliveries arrive separately or the venue needs cleaning before setup.
When should I buy food, flowers and the wedding cake?: Buy non-perishable supplies 1 to 2 weeks ahead and purchase fresh groceries within 1 to 2 days of the wedding. Pick up flowers and the cake on the day or the day before, depending on their storage requirements.

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.