How to organise a wedding planning workshop

A wedding planning workshop works best when the programme, registration and practical setup are planned in that order. Start by setting the date, timetable and venue, then confirm the workshop leaders before inviting participants. Keep registration open long enough to collect dietary requirements and questions, because both affect the final programme and catering order. In the final week, prepare the worksheets, presentation, budget exercise and name badges, then test every cable and presentation device during a site visit.

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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 program
2 people
2
Reserve the venue and hall
3
Confirm workshop leaders
4
Draft invitations
2 people
5
Send invitations
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Collect participants' questions
10
Update participant list
11
Finalize the program
2 people
12
Compile worksheets
2 people
13
Prepare presentation
14
Select supplier information
15
Prepare the budget exercise
16
Print the run sheet
17
Prepare name badges
18
Order catering
19
Check equipment and cables
2 people
20
Carry out a site visit
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Fill binders
3 people
24
Remind participants
25
Open hall
2 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up the presentation table
2 people
29
Lay out work folders
2 people
30
Lay out name badges
31
Connect the technical equipment
2 people
32
Test presentation
2 people
33
Set up coffee station
2 people
34
Set up lunch buffet
3 people
35
Set up the reception desk
2 people

Event

36
Receive participants
3 people
37
Register attendance
2 people
38
Hand out name badges
2 people
39
Serve coffee and tea
2 people
40
Explain the workshop program
41
Lead the introduction round
2 people
42
Discuss wedding plans
2 people
43
Support the budget assignment
2 people
44
Refill break drinks
2 people
45
Serve snack breaks
2 people
46
Explain the choice of location
47
Practice supplier selection
2 people
48
Open the buffet
2 people
49
Restock the evening buffet
3 people
50
Serve diet meals
2 people
51
Clear tables
3 people
52
Guide the run-of-show exercise
2 people
53
Discuss ceremony planning
2 people
54
Guide the timeline task
2 people
55
Note personal action items
2 people
56
Moderate the Q&A
2 people
57
See participants off
2 people

Aftercare

58
Collect tableware
3 people
59
Wash dishes
2 people
60
Clean coffee station
2 people
61
Collect waste
2 people
62
Clear tables and chairs
3 people
63
Disconnect equipment
2 people
64
Sort remaining worksheets
2 people
65
Clean the room
3 people
66
Store leftovers refrigerated
67
Inventory materials
2 people
68
Return borrowed materials
2 people
69
Clear away leftover groceries

What to bring

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

Furniture

Workshop tablesqty 8
Chairsqty 45
Presentation table
Reception desk
Buffet tableqty 2
Stoolsqty 4

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 50
Dinner cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 8
Serving utensilsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Portable speaker
Flip chart standqty 2
Flipchart padsqty 4
Timersqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 6
Serving spoonsqty 8
Pitchersqty 6
traysqty 4

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Menu standsqty 8
Welcome sign
Name card holdersqty 45
Table numbersqty 8
Clothespinsqty 50
Adhesive stripsqty 2

Lighting

Table lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Broom
Dustpan and brush

Catering

Groceries

Paper goods

Work foldersqty 45
Notepadsqty 45
Pensqty 60
Pencilsqty 30
Erasersqty 30
Markersqty 20
Color markersqty 40
Sticky notesqty 20
Name stickersqty 50
Name badgesqty 50
Program flyersqty 50
Participant formsqty 50
Budget worksheetsqty 50
Timeline worksheetsqty 50
Supplier cardsqty 100
Envelopesqty 50
Tapeqty 6
Scissorsqty 10
Glue sticksqty 10
Paper clipsqty 2
Clipboardsqty 10
Table markersqty 12
Whiteboard
Printer paperqty 500
Bindersqty 6
Document sleevesqty 100
Table cardsqty 8
Directional signsqty 6

Tips

Set the date, programme and venue before drafting invitations. Participants need the complete basic information, while the venue determines table layout, seating and available equipment.
Keep registration open for a defined period, such as two weeks, and record dietary requirements and participant questions as they arrive. Do not wait until the day before the workshop to update the list.
Finalise the programme before printing worksheets, binders or the run sheet. A late timetable change can affect presentations, exercises, handouts and the timing of catering.
Carry out a site visit at least one week before the workshop. Test the projector, screen, laptop, HDMI cable, adapter, microphone and speaker, and check where extension cords and power strips can safely go.
Place catering and shopping orders only after registration numbers and dietary requirements are confirmed. Chill drinks in advance, and allow enough time before opening the hall to arrange tables, badges, binders and refreshments.

Frequently asked questions

How far in advance should I organise a wedding planning workshop?: Set the date and reserve the venue at least 6 to 8 weeks ahead. Confirm workshop leaders before sending invitations, then leave around 2 weeks for registrations and questions.
How long should registration stay open for a wedding planning workshop?: Keep registration open for about 2 weeks, or until 7 to 10 days before the workshop. This gives you time to update the participant list, confirm dietary requirements and order catering.
When should I finalise the workshop programme?: Finalise the programme at least 5 to 7 days before the event. Complete the worksheets, presentation, supplier information and budget exercise only after the timetable is stable.
When should I test the equipment for the workshop?: Test the projector, screen, laptop, cables, microphone and speaker during a site visit at least 1 week before the workshop. Run a second quick check when the hall opens on the event day.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.