How to organize your wedding preparations

Start with the decisions that control everything else: your wedding date, budget, ceremony venue and party venue. Once those are fixed, build the guest list and book suppliers before choosing details such as flowers, music and table styling. Keep registrations, dietary requirements and transport on a separate deadline list, because they are easy to postpone. Use the plan below to coordinate ceremony, reception, clothing, rings, catering and the 85 practical tasks without leaving essential arrangements until the final weeks.

Organize this event for free with Lizzt

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
Reserve ceremony venue
3
Reserve party venue
4
Arrange an official or officiant
5
Confirm witnesses
2 people
6
Compile guest list
2 people
7
Set the budget
2 people
8
Choose theme and colors
2 people
9
Design invitations
2 people
10
Send invitations
2 people
11
Compile the gift list
2 people
12
Process registrations
13
Collect dietary requirements
14
Arrange transportation for guests
2 people
15
Book photographer
16
Choose music for the ceremony
2 people
17
Choose music for the party
2 people
18
Select ceremony texts
2 people
19
Write wedding vows
2 people
20
Order rings
2 people
21
Try on bridal clothing
22
Choose jacket and accessories
23
Order flowers
24
Order cake
25
Confirm the catering menu
2 people
26
Arrange the table layout
2 people
27
Assign seating
2 people
28
Print the program
29
Print menus
30
Make name badges
2 people
31
Make welcome sign
32
Prepare thank-you gifts
2 people
33
Rehearse the ceremony
6 people
34
Check the final guest list
35
Confirm deliveries
36
Check the shopping list
2 people
37
Do the shopping
2 people
38
Chill drinks
2 people
39
Sort decorations
2 people
40
Lay out clothing
2 people
41
Lay out the rings
42
Set out ceremony booklets
2 people
43
Open venue
2 people
44
Set up tables
4 people
45
Set up chairs
4 people
46
Set the tables
4 people
47
Hang decorations
3 people
48
Place flowers
2 people
49
Set up the welcome desk
2 people
50
Test the music
2 people
51
Test lighting
2 people
52
Set up buffet
3 people
53
Set up cake table
2 people
54
Check toilets
55
Receive deliveries

Event

56
Welcome ceremony guests
3 people
57
Support the ceremony
3 people
58
Facilitate the group photo
2 people
59
Serve aperitifs
3 people
60
Refill drinks
2 people
61
Serve snacks
3 people
62
Open the dinner buffet
3 people
63
Refill the dinner buffet
3 people
64
Collect used dishes
2 people
65
Cut the cake
2 people
66
Serve coffee and tea
3 people
67
Start the party music
68
Clear the dance floor
2 people
69
Serve late-night snacks
2 people
70
Hand out farewell gifts
2 people
71
See guests out
2 people

Aftercare

72
Collect waste
3 people
73
Wash dishes
3 people
74
Clean the buffet
2 people
75
Clear tables and chairs
4 people
76
Remove decorations
3 people
77
Remove flowers and waste
2 people
78
Clean the venue
3 people
79
Collect lost and found items
80
Distribute leftover food
2 people
81
Switch off equipment
2 people
82
Return materials
2 people
83
Return rental items
2 people
84
Store leftover drinks
2 people
85
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Gift table
Welcome table
Cake table
Tall cocktail tablesqty 4
Chair coversqty 90
Table linenqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Tablespoonsqty 100
Forksqty 100
Knivesqty 100
Serving utensilsqty 12
Carafesqty 12

Decorations

Table runnersqty 10
Napkinsqty 100
Name badgesqty 90
Menusqty 20
Ceremony bookletsqty 100
Welcome sign
Table numbersqty 10
Candle holdersqty 30
LED candlesqty 30
String lightsqty 6
Balloonsqty 100
Balloon ribbonqty 3
Balloon pumpqty 2
Photo backdrop
Photo wall accessoriesqty 20
Flower vasesqty 12
Ring pillow
Guest book
Guestbook pensqty 4
Gift boxesqty 2
Thank-you bagsqty 90

Equipment

Music boxesqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Cake knife
Coat racksqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Baking dishesqty 6
Serving plattersqty 12
Serving trays for sauceqty 8
Serving spoonsqty 12
Kitchen tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Lighting

Battery lanternsqty 4

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Spongesqty 6
Waste binsqty 6

Catering

Wedding cake
Champagne bucketsqty 3
Drink dispensersqty 4
Groceries

Tips

Set the budget and guest list before ordering invitations or confirming the catering menu. A change from 80 to 100 guests affects food, chairs, tables, tableware, transport and the size of the venue.
Secure the date, ceremony venue, party venue and officiant first. Aim to have these four arrangements confirmed before sending invitations, then confirm witnesses and registration requirements as soon as the date is fixed.
Send invitations with a clear reply deadline, ideally 8 to 10 weeks before the wedding. Keep dietary requirements and transport requests in the same guest record so the final catering and seating information is usable.
Book high-demand suppliers early, especially the photographer, caterer, cake, flowers and music. Finalize the menu and collect dietary information no later than 3 to 4 weeks before the event.
Plan the reception layout on paper before the day: include dinner, dessert, coffee, gift, welcome and cake tables, and count plates, glasses, cutlery, napkins and serving utensils for every confirmed guest plus about 5% spare.

Frequently asked questions

When should you start planning a wedding?: Start around 12 months before the wedding if possible. Fix the date, budget and venues first, then allow 8 to 10 weeks for invitations and 3 to 4 weeks for final guest numbers, dietary requirements and supplier confirmations.
What should be booked first for a wedding?: Book the ceremony venue, party venue and officiant after setting the date and budget. Confirm witnesses and any registration requirements at the same time, because these decisions determine whether the ceremony can legally go ahead.
When should wedding invitations be sent?: Send invitations about 8 to 10 weeks before the wedding, with a firm RSVP deadline. For guests travelling from abroad or needing accommodation and transport, send an early notice several months beforehand and follow up with the final details later.
How many plates and glasses do you need for a wedding?: Plan one dinner plate, dessert plate, water glass, wine glass and champagne glass per guest, plus about 5% spare. Add coffee cups and spoons, cutlery and serving utensils according to the menu, and check whether glasses need to be replaced between ceremony, dinner and dessert.

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.