How to Organise an Intimate Wedding
An intimate wedding is easier to manage than a large celebration, but small numbers make missing details more noticeable. Start by fixing the guest list and venue, then book catering, photography, music and transport before sending invitations. Use replies to confirm dietary needs, seating and menu quantities. In the final week, check every delivery, prepare a rain plan and assign someone to handle flowers, the cake, drinks and last-minute questions so you can focus on the ceremony and your guests.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Finalize guest list
2 people
- 2
Design invitations
- 3
Send invitations
2 people
- 4
Process registrations
- 5
Collect dietary requirements
- 6
Reserve the wedding venue
2 people
- 7
Book catering
2 people
- 8
Reserve photographer
- 9
Arrange music
- 10
Order flowers
- 11
Order cake
- 12
Arrange transportation for guests
2 people
- 13
Arrange the table layout
2 people
- 14
Create menus
- 15
Create the ceremony program
2 people
- 16
Select music for the ceremony
2 people
- 17
Coordinate speeches
2 people
- 18
Confirm deliveries
- 19
Check the weather forecast
- 20
Create a rain emergency plan
2 people
- 21
Check the shopping list
2 people
- 22
Do the shopping
2 people
- 23
Chill drinks
2 people
- 24
Pick up flowers
- 25
Picking up the cake
- 26
Check tableware
2 people
- 27
Wash and iron linens
2 people
- 28
Write name tags
2 people
- 29
Set out the wedding bouquet
- 30
Clean the venue
3 people
- 31
Set up ceremony seating
3 people
- 32
Set up reception tables
3 people
- 33
Set up the dining tables
3 people
- 34
Set up chairs
3 people
- 35
Set table linen
2 people
- 36
Set tableware on the table
2 people
- 37
Set out glasses
2 people
- 38
Lay out cutlery
2 people
- 39
Place name tags
- 40
Place menus
- 41
Place floral arrangements
2 people
- 42
Hang decorations
3 people
- 43
Hang lights
2 people
- 44
Connect the sound system
2 people
- 45
Test microphone
- 46
Set up the catering area
2 people
- 47
Prepare snacks
3 people
- 48
Set up the buffet
3 people
- 49
Set up cake table
2 people
- 50
Restock the toilets
- 51
Set out the welcome drink
2 people
Event
- 52
Welcome guests
3 people
- 53
Serve welcome drinks
2 people
- 54
Guide guests to the ceremony
2 people
- 55
Support the ceremony
2 people
- 56
Play music during the ceremony
- 57
Take group photo
2 people
- 58
Serve snacks
2 people
- 59
Refill drinks
2 people
- 60
Set out the guestbook
- 61
Announce dinner
- 62
Serve the buffet
3 people
- 63
Serve diet meals
2 people
- 64
Clear tables
3 people
- 65
Serve coffee and tea
2 people
- 66
Cut the cake
2 people
- 67
Serve cake
2 people
- 68
Guide speeches
- 69
Provide music and dancing
2 people
- 70
Serve the last round
2 people
- 71
See off guests
3 people
Aftercare
- 72
Store leftovers in the fridge
2 people
- 73
Collect waste
3 people
- 74
Take down tables and chairs
4 people
- 75
Remove decorations
3 people
- 76
Collect tableware
3 people
- 77
Wash dishes
3 people
- 78
Clean the venue
3 people
- 79
Empty the coolers
2 people
- 80
Wash linen
2 people
- 81
Return borrowed items
2 people
- 82
Return rental items
2 people
- 83
Take out the trash
2 people
- 84
Distribute leftover flowers
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Reception tablesqty 3
- Dining tablesqty 5
- Ceremony chairsqty 36
- Extra chairsqty 4
- Wedding table
- Buffet tablesqty 2
- Cake table
- Coat rack
- Stoolsqty 4
Tableware
- Dinner platesqty 40
- Dessert platesqty 40
- Coffee cupsqty 40
- Water glassesqty 40
- Wine glassesqty 40
- Champagne glassesqty 40
- Coffee spoonsqty 40
- Dinner knivesqty 40
- Dinner forksqty 40
- Dessert forksqty 40
- Serving spoonsqty 8
- Serving plattersqty 8
- Coffee potsqty 3
- Water jugsqty 6
Kitchen
- Cutting boardsqty 3
- Chef's knifeqty 3
- Bread knivesqty 2
- Scissorsqty 3
- Measuring cupsqty 2
- Mixing bowlsqty 4
- Coolersqty 4
- Serving tongsqty 6
- Aluminum foilqty 2
- Cling filmqty 2
- Bottle openersqty 3
- Corkscrewsqty 3
- Ice cube traysqty 4
Decorations
- Tableclothsqty 8
- Napkinsqty 50
- Name badgesqty 36
- Menusqty 36
- Guest book
- Pensqty 4
- Flower vasesqty 8
- Candle holdersqty 20
- LED candlesqty 20
- Buntingqty 6
- Balloonsqty 40
- Balloon pump
- Balloon ribbonqty 2
- Adhesive stripsqty 2
- Table numbersqty 5
- Ring pillow
- Welcome sign
- Photo framesqty 8
Equipment
- Bluetooth speakerqty 2
- Microphone
- Microphone stand
- Extension cordsqty 4
- Power stripsqty 4
Lighting
- String lightsqty 6
- Battery lanternsqty 6
- Spare batteriesqty 24
Cleaning
- Waste binsqty 4
- Trash bag holdersqty 4
- Bucketsqty 3
- Mopsqty 3
- Broomsqty 2
- Dustpan and brushqty 2
- Spongesqty 6
- Microfiber clothsqty 12
- Dish brushesqty 3
Catering
- Groceries
Tips
- Set the guest list before ordering anything. Send invitations early enough to collect replies, dietary requirements and transport needs before you finalise catering and the seating plan.
- Book the venue and key suppliers first. Catering, photography, music and guest transport can determine the running order, so confirm them before designing the ceremony programme or menus.
- Plan the room around the whole day, not just dinner. Allow space for ceremony chairs, reception and dining tables, a buffet, the cake table, a wardrobe area and extra seating.
- Confirm every delivery at least 7 days before the wedding. Check arrival times for catering, flowers, the cake, furniture and drinks, and name one person to receive each delivery.
- Use the weather forecast to trigger your backup plan. Check it 7 days ahead and again 24 hours before the event, then decide where the ceremony, seating and drinks will move if rain is likely.
Frequently asked questions
- How far in advance should I organise an intimate wedding?
- Secure the venue and main suppliers 6 to 12 months ahead where possible. Send invitations around 8 to 12 weeks before the wedding, then use the replies to finalise catering, dietary needs and seating.
- When should I finalise the guest list for a small wedding?
- Create a working list before booking catering and furniture, then set a firm deadline for replies about 4 to 6 weeks before the wedding. Confirm the final headcount with suppliers at least 14 days before the event.
- How many drinks should I provide for an intimate wedding?
- For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Add water throughout the day and keep drinks cold before guests arrive rather than waiting until the reception starts.
- When should I make a rain plan for an intimate wedding?
- Decide on the backup layout when you book the venue, not after the forecast changes. Review the forecast 7 days and 24 hours before the wedding, and tell suppliers and guests about any change as soon as the decision is made.
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