How to organise an LGBTQ+ wedding without losing track of the details

Start by agreeing on the wedding date, guest list and the kind of ceremony you want. Those decisions determine the venue, ceremony host, catering, photographer, music and transport. Build the plan around deadlines rather than one long checklist: bookings first, guest information next, and room layout and ceremony details near the end. LGBTQ+ weddings also benefit from confirming names, pronouns and ceremony wording early, so suppliers and guests know what to expect.

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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 wedding date
2 people
2
Compile guest list
2 people
3
Reserve venue
2 people
4
Secure the ceremony host
2 people
5
Reserve photographer
2 people
6
Arrange music
2 people
7
Book catering
2 people
8
Order flowers
2 people
9
Design invitations
2 people
10
Send invitations
2 people
11
Process registrations
12
Collect dietary requirements
13
Arrange transportation for guests
2 people
14
Check the wedding license
2 people
15
Draw up the running order
2 people
16
Arrange the table layout
2 people
17
Design menus
2 people
18
Write ceremony speeches
2 people
19
Assemble the music playlist
2 people
20
Check the rings
2 people
21
Order the wedding cake
2 people
22
Finalize guest list
2 people
23
Confirm deliveries
2 people
24
Make name badges
2 people
25
Sort decorations
2 people
26
Check the shopping list
2 people
27
Do the shopping
2 people
28
Chill drinks
2 people
29
Pick up flowers
2 people
30
Picking up the cake
2 people
31
Lay out wedding clothes
2 people
32
Store rings securely

Event

33
Open venue
2 people
34
Receive deliveries
2 people
35
Set up tables
4 people
36
Set up chairs
4 people
37
Set up ceremony chairs
3 people
38
Set table linen
3 people
39
Hang decorations
3 people
40
Place floral arrangements
2 people
41
Set up the guestbook
42
Set out name badges
2 people
43
Set up ceremony table
2 people
44
Connect sound equipment
2 people
45
Test the music
2 people
46
Test lighting
2 people
47
Prepare snacks
4 people
48
Set up buffet
4 people
49
Set out drinks
3 people
50
Set up cake table
2 people
51
Check toilets
52
Give briefing to helpers
2 people
53
Welcome guests
3 people
54
Support the ceremony
3 people
55
Hand out rings
56
Facilitate the group photo
2 people
57
Serve champagne
3 people
58
Serve snacks
3 people
59
Refill drinks
2 people
60
Guide guests to dinner
2 people
61
Serve dinner
5 people
62
Serve diet meals
2 people
63
Clear plates
4 people
64
Cut the cake
2 people
65
Serve cake
3 people
66
Serve coffee and tea
3 people
67
Clear the dance floor
2 people
68
Provide music
69
Serve late-night snacks
2 people
70
See off guests
2 people

Aftercare

71
Collect waste
3 people
72
Wash dishes
3 people
73
Pack leftovers
2 people
74
Take down the decorations
3 people
75
Put furniture back
4 people
76
Clean the venue
4 people
77
Clean the kitchen
2 people
78
Clean the restrooms
2 people
79
Gather borrowed items
2 people
80
Switch off equipment
2 people
81
Dispose of waste
2 people
82
Return rental items
2 people
83
Store leftover groceries

What to bring

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

Furniture

Round tablesqty 8
Buffet tablesqty 3
Chairsqty 90
Ceremony chairsqty 84
High tablesqty 6
Ceremony table
Table for cake
Coat racksqty 2
Stoolsqty 6
Umbrella stand

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner cutleryqty 100
Cake forksqty 90
Serving spoonsqty 12
Serving traysqty 12
Carafesqty 12

Decorations

Table runnersqty 8
Cloth napkinsqty 90
Name badgesqty 90
Menusqty 20
Welcome sign
Guest book
Pensqty 6
Pennant garlandsqty 8
Rainbow flagsqty 8
Table decorationsqty 8
Flower vasesqty 12
Ring box
Ceremony cloth
Photo backdrop

Equipment

Bluetooth speakerqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cake knife
Presentation table signsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
LED candlesqty 30
Lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Aluminum traysqty 12
Food warmersqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Book the venue, ceremony host, photographer, caterer and music before sending invitations. Aim to have the main suppliers confirmed at least 6–9 months before the wedding, because later changes affect the running order and guest communication.
Send invitations only after the date, venue and registration requirements are clear. Set the RSVP deadline 6–8 weeks before the wedding, then collect dietary requirements, transport needs and the names guests want used.
Check the wedding licence and registration process early, not during the final month. Contact the relevant authority as soon as the date and location are fixed, then keep copies of required documents with the person coordinating the ceremony.
Create the room plan from the furniture and service flow, not just the guest list. Allow space for ceremony chairs, round or high tables, buffet service, coat racks and the cake table, and finalise the layout at least two weeks before the event.
Use the final two weeks for confirmations rather than new decisions. Check rings, cake, flowers, menus, decorations, deliveries, music and transport, and give one named coordinator the running order for the ceremony, meal, speeches and dancing.

Frequently asked questions

How far in advance should you plan an LGBTQ+ wedding?: Start 12 months ahead if possible. Book the venue and key suppliers first, then send invitations around 3–6 months before the wedding once the date, location and ceremony arrangements are confirmed.
When should LGBTQ+ wedding invitations be sent?: Send them 3–6 months before the wedding, or earlier if many guests need to travel. Give guests an RSVP deadline 6–8 weeks before the date so you can finalise catering, seating, name badges and transport.
What should be confirmed one week before an LGBTQ+ wedding?: Confirm every delivery, supplier arrival time, dietary requirement, transport booking and the final guest count. Also check the rings, cake, flowers, printed menus, decorations, music playlist and the person responsible for the running order.
How do you make an LGBTQ+ wedding ceremony inclusive?: Agree the ceremony wording, titles, names and pronouns with the couple and ceremony host at least 4–6 weeks beforehand. Share only the information each supplier needs, and make sure the running order reflects the couple’s chosen roles rather than default wedding traditions.

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.