How to organise a wedding lunch without last-minute confusion

A wedding lunch works best when guest information, food service and the room layout are decided in that order. Start by sending invitations and tracking replies, then use the final guest count for dietary requirements, the menu, seating and quantities. Confirm suppliers early and print the table plan, place cards and programme before the final week. On the day itself, keep chilled drinks, fresh food and serving equipment on separate checklists so preparation does not compete with hosting.

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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Confirm suppliers
5
Finalize the menu
2 people
6
Arrange the table layout
7
Make place cards
2 people
8
Print the program
9
Check the shopping list
2 people
10
Buy non-perishable groceries
2 people
11
Order fresh produce
12
Check tableware
2 people
13
Check furniture
2 people
14
Sort decorations
2 people
15
Create a music playlist
16
Collect speeches
17
Check the weather forecast
18
Pick up fresh groceries
2 people
19
Wash vegetables
2 people
20
Prepare desserts
2 people
21
Slice bread
2 people
22
Portion the sauces
23
Chill drinks
2 people
24
Fill coolers
2 people
25
Lay out clothing

Event

26
Open venue
2 people
27
Ventilate room
28
Set up tables
4 people
29
Set up chairs
4 people
30
Lay table linen
3 people
31
Set out tableware
3 people
32
Set out cutlery
2 people
33
Set out glasses
2 people
34
Place floral arrangements
2 people
35
Hang decorations
3 people
36
Set up the welcome desk
2 people
37
Set up the gift table
2 people
38
Set up the photo area
2 people
39
Set up buffet
4 people
40
Prepare snacks
3 people
41
Finish salads
2 people
42
Set out bread and toppings
2 people
43
Make coffee
2 people
44
Prepare tea
45
Test the music
46
Test microphone
47
Welcome guests
3 people
48
Escort guests to their table
2 people
49
Serve aperitifs
3 people
50
Refill drinks
2 people
51
Open the buffet
2 people
52
Manage the lunch buffet
4 people
53
Serve diet meals
2 people
54
Clear used dishes
3 people
55
Serve coffee and tea
2 people
56
Serve dessert
3 people
57
Cut the cake
3 people
58
Guide speeches
2 people
59
Operate the music
60
Serve late-night snacks
2 people
61
See off guests
2 people

Aftercare

62
Pack leftovers
3 people
63
Take down the buffet
3 people
64
Collect tableware
3 people
65
Collect waste
2 people
66
Take down tables and chairs
4 people
67
Remove decorations
3 people
68
Wash dishes
3 people
69
Clean the kitchen
2 people
70
Clean the room
3 people
71
Clean the restrooms
2 people
72
Put furniture back
3 people
73
Take out the trash
2 people
74
Return borrowed items
2 people
75
Store leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Welcome table
Gift table
Side tablesqty 4
Stoolsqty 6
Clothing rack

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Teaspoonsqty 75
Serving plattersqty 12
Serving plattersqty 10
Carafesqty 10
Coffee potsqty 4
Teapotsqty 3
Cake knife
Cake spatula

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Serving tongsqty 8
Serving spoonsqty 8
Frying pansqty 2
Cooking potsqty 4
Baking dishesqty 4
Aluminum foilqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Induction platesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakerqty 2
Microphone
Speaker standqty 2

Decorations

Flower arrangementsqty 10
Table runnersqty 8
Place cardsqty 70
Menusqty 70
Welcome sign
Photo framesqty 8
Buntingqty 6
Balloonsqty 80
Balloon pumpqty 2
Candlesqty 24
Tealight holdersqty 24
Table numbersqty 8
Gift card box

Lighting

String lightsqty 6
LED lampsqty 12
Batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 4
Hand soap dispensersqty 3
Towel dispensersqty 3

Catering

Groceries

Tips

Set the guest deadline at least 3 weeks before the lunch. Use the final replies to confirm dietary requirements, table numbers, place cards and the amount of crockery and glassware needed.
Confirm suppliers 7 days before the event, including arrival times and exactly where deliveries should go. A wedding lunch can lose its schedule quickly if tables, food or flowers arrive during guest arrival.
Create the room layout before decorating. Check that each dining table has enough chairs, that buffet and welcome tables do not block traffic, and that the gift table is easy to find without crowding the entrance.
Separate food preparation by timing: buy shelf-stable items first, order fresh products for collection close to the lunch, and prepare desserts, sauces and vegetables in advance where possible. Keep bread cutting and final plating for the last preparation window.
Chill drinks several hours before guests arrive and fill coolers before the first toast. Put water in carafes and check serving platters, knives, serving spoons, coffee pots and the cake knife before the meal starts.

Frequently asked questions

How far in advance should I send wedding lunch invitations?: Send them about 8 to 12 weeks before the lunch, with an RSVP deadline around 3 weeks before the date. That leaves enough time to process replies, collect dietary needs and finalise seating.
When should I finalise the wedding lunch menu?: Finalise the menu at least 3 weeks before the lunch, once most RSVPs are in. Confirm the final quantities and special diets 7 days before the event, then order fresh products for collection close to the day.
How early should I prepare food for a wedding lunch?: Prepare desserts, sauces and washed vegetables up to 1 day ahead when food safety allows. Collect fresh ingredients on the day or the day before, and leave bread cutting, final assembly and drinks service for the last few hours.
How many glasses and plates do I need for a wedding lunch?: Plan at least 1 dinner plate, 1 dessert plate, 1 water glass and 1 wine glass per guest, plus around 10% extra for breakage and unexpected use. Add champagne glasses and coffee cups if those are part of the programme.

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.