How to organise an evening wedding

An evening wedding works best when the day is planned backwards from the ceremony or reception start. Confirm the venue, catering and guest numbers first, then use the final weeks for dietary details, seating, menus, music and deliveries. On the day, allow several hours for furniture, tableware, drinks, decorations and sound equipment before guests arrive. A written handover prevents small jobs—such as chilling drinks, printing the programme or checking deliveries—from landing on the couple at the last minute.

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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
Draw up a preliminary guest list
2 people
2
Design invitations
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Arrange the table layout
2 people
7
Prepare menus
8
Confirm venue booking
9
Confirm catering
10
Order flowers
11
Choose music and playlist
2 people
12
Capture photo moments
2 people
13
Print the program
14
Write name tags
2 people
15
Sort decorations
2 people
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Set out cookies and pastries
2 people
21
Open venue
2 people
22
Receive deliveries
2 people
23
Check furniture
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Set up the ceremony area
3 people
27
Set table linen
3 people
28
Set out tableware
3 people
29
Set out cutlery
2 people
30
Set out glasses
2 people
31
Place name tags
2 people
32
Place menus
2 people
33
Hang decorations
4 people
34
Distribute flower arrangements
2 people
35
Test the lighting
2 people
36
Test the music
2 people
37
Set up the catering area
3 people
38
Set up buffet
4 people
39
Present snacks
3 people
40
Set up the welcome desk
2 people
41
Check toilets
2 people
42
Place waste stations
2 people

Event

43
Welcome guests
3 people
44
Serve welcome drinks
3 people
45
Escort guests to their seats
2 people
46
Support the ceremony
3 people
47
Guide the cake cutting
2 people
48
Serve cake
4 people
49
Serve snacks
4 people
50
Refill drinks
3 people
51
Open the buffet
3 people
52
Refill buffet
4 people
53
Serve dinner
6 people
54
Collect used dishes
3 people
55
Serve coffee and tea
3 people
56
Provide music
57
Clear the dance floor
2 people
58
Serve the last round
3 people
59
See off guests
3 people

Aftercare

60
Pack leftover food
3 people
61
Store drinks safely
2 people
62
Wash dishes
4 people
63
Clear tables and chairs
4 people
64
Remove decorations
3 people
65
Collect waste
3 people
66
Clean the venue
4 people
67
Return rental equipment
2 people
68
Empty flower vases
2 people
69
Clean coolers
2 people
70
Pack equipment
2 people
71
Collect lost and found items
72
Return keys and access passes

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Welcome table
High tablesqty 4
Table linenqty 10
Chair coversqty 90

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner cutleryqty 100
Serving spoonsqty 12

Kitchen

Serving traysqty 12
Small bowlsqty 20
Cutting boardsqty 4
Chef's knifeqty 4
Cake serverqty 2
Food warmersqty 6
Water jugsqty 12
Coffee thermosesqty 6
Teapotsqty 4
Coolersqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Lighting

String lightsqty 8
LED candlesqty 40
Table lampsqty 8

Decorations

Flower arrangementsqty 12
Flower vasesqty 12
Balloonsqty 100
Balloon arch
Ribbonsqty 8
Table decorationsqty 10
Name badgesqty 90
Menusqty 90
Program cardsqty 100
Welcome sign
Photo framesqty 10
Guest book
Pensqty 6
Ring pillow
Ceremony arch
Backdrop cloth

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 12
Broomqty 2
Floor squeegeeqty 2
Dustpan and brushqty 2
Dish racksqty 4

Catering

Groceries

Tips

Set a firm RSVP deadline at least four weeks before the wedding. Use the final guest count to confirm catering, table numbers, name tags, menus and dietary requirements rather than estimating separately.
Plan the room around the evening flow: leave space for the welcome table, buffet tables, dinner seating, high tables and a clear route to drinks. Check that every table has the right linen, chairs, plates, glasses and cutlery before decorating.
Schedule deliveries and venue access in time for setup. Aim to receive furniture, flowers, food and equipment at least three hours before guests arrive, then check each delivery against the shopping list immediately.
Prepare drinks and food in stages. Chill bottled drinks and champagne several hours beforehand, keep water jugs accessible, and set out snacks, cookies and pastries before the main meal so guests are covered during photographs or delays.
Test the sound before the room fills. Check the Bluetooth speakers, microphone, microphone stand and extension cords during setup, and keep the playlist and printed programme with the person coordinating the evening.

Frequently asked questions

How far in advance should I send evening wedding invitations?: Send them about 10 to 12 weeks before the wedding, with an RSVP deadline around four weeks before the date. That leaves time to chase missing replies and confirm catering and dietary requirements.
How much setup time does an evening wedding need?: Allow at least three hours for a prepared venue, and four to five hours if tables, chairs, buffet furniture and decorations still need to be installed. Add extra time when deliveries arrive separately.
How many drinks should I plan per wedding guest?: For the first hour, plan on two to three drinks per guest, then roughly one drink per hour afterwards, alongside water. Buy or allocate extra for the toast, and chill the first supply several hours before arrival.
When should I finalise the wedding seating plan?: Finalise it three to four weeks before the wedding, once the RSVP deadline has passed. Recheck it two or three days before the event so name tags, menus and table layouts match the final guest list.

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.