How to organise an open wedding venue

An open wedding venue needs to work for visitors who arrive at different times, not just for one seated ceremony. Start by setting the date and opening hours, then build the afternoon programme around registration, information and refreshments. Confirm attendance and dietary requirements before buying food or printing visitor materials. On the day, guests should immediately see where to register, where to find information, and how to move through the venue without asking staff for every detail.

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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 date and opening hours
2 people
2
Create afternoon program
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Confirm registrations
2 people
8
Print the visitor list
9
Assemble information leaflets
2 people
10
Print price lists
11
Collect suppliers' contact details
12
Calculate catering quantities
2 people
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Collect fresh produce
2 people
16
Chill drinks
2 people
17
Prepare snacks
4 people
18
Set aside diet portions
2 people
19
Set up the coffee and tea station
2 people
20
Set out buffet supplies
2 people
21
Set up tables
4 people
22
Set up chairs
4 people
23
Set up information tables
3 people
24
Set up the registration desk
2 people
25
Put up route signs
2 people
26
Mark parking route
2 people
27
Check toilets
28
Restock toilets
29
Hang decorations
3 people
30
Place floral arrangements
2 people
31
Set up ceremony seating
3 people
32
Dress up photo spots
2 people
33
Test light points
2 people
34
Set up the music playlist
35
Test sound equipment
2 people
36
Check power outlets
2 people
37
Place fire extinguishers in plain sight
38
Set out first aid kit
39
Lay out name badges
2 people
40
Prepare quote folders
2 people
41
Lay out pen sets
42
Prepare photo materials
43
Check the weather forecast
44
Check the outdoor area for safety
2 people
45
Clean indoor area
3 people
46
Clean the outdoor area
2 people

Event

47
Staff the reception desk
2 people
48
Register visitors
2 people
49
Guide tours
4 people
50
Brief the ceremony space
2 people
51
Explain the reception area
2 people
52
Present catering options
2 people
53
Serve coffee and tea
2 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Clear buffet and tables
3 people
57
Answer visitor questions
2 people

Aftercare

58
Collect leftover materials
3 people
59
Wash dishes
3 people
60
Sort and remove waste
2 people
61
Clear tables and chairs
4 people
62
Remove decorations
3 people
63
Clean the venue
3 people
64
Return equipment
2 people
65
Store leftover stock
2 people
66
Register lost and found items
67
Follow up on applications
2 people

What to bring

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

Furniture

Reception tablesqty 3
Bistro tablesqty 12
Dining tablesqty 10
Chairsqty 100
High tablesqty 8
Lounge chairsqty 12
Lounge tablesqty 4
Changing room rackqty 2
Coat racksqty 4
Stage tablesqty 2
Stoolsqty 20
Waste binsqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Pastry forksqty 120
Cutlery setsqty 120
Serving utensilsqty 20

Decorations

Tableclothsqty 20
Napkinsqty 150
Flower arrangementsqty 12
Flower vasesqty 12
Welcome sign
Route signsqty 8
Buntingqty 12
Balloon archesqty 2
Tealight holdersqty 30
Photo framesqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Pouring jugsqty 8
Thermos flasksqty 6
Bottle openersqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Standing lampsqty 4
Lanternsqty 10

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the opening hours before drafting invitations, then give the afternoon programme enough detail for visitors to plan their arrival. Include registration, guided information and refreshment times rather than listing only the start and end of the event.
Close registration before finalising catering quantities. Use the confirmed visitor list and collected dietary requirements to calculate portions, then set aside clearly labelled diet portions before guests arrive.
Prepare visitor information at least one day in advance. Print the visitor list, information leaflets and price lists together, and keep spare copies at the registration desk and information tables.
Create the guest route before setting out furniture. Put up route signs from the entrance to registration, information tables, the coffee and tea station and the refreshments, then test the route as if you were visiting for the first time.
Set up refreshments in separate stations so arrivals do not form one queue. Chill drinks ahead of opening, prepare snacks in serving dishes, and place cups, glasses, plates, cutlery and serving utensils where guests can reach them without crossing the registration area.

Frequently asked questions

How far in advance should I send invitations for an open wedding venue?: Send invitations around 4 to 6 weeks before the event. Set a registration deadline at least 10 days before opening day so you have time to confirm attendance, collect dietary requirements and calculate catering quantities.
When should I calculate food and drink for an open wedding venue?: Calculate quantities after the registration deadline, usually 7 to 10 days before the event. Check the shopping list again 2 to 3 days before opening, then collect fresh produce as close to the event as practical.
What should I print for an open wedding venue?: Print the confirmed visitor list, information leaflets and price lists 1 to 2 days before the event. Keep the visitor list at the registration desk and place leaflets and price lists at the information tables.
When should I set up an open wedding venue?: Complete the main furniture and signage setup on the day before, if the venue allows access. On the event day, allow at least 2 hours for the registration desk, information tables, coffee and tea station, buffet supplies, chilled drinks and final route checks.

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