Hybrid wedding checklist: what to arrange and when

A hybrid wedding needs the same careful planning as an in-person celebration, plus a reliable online experience for guests joining remotely. Start by confirming the ceremony venue, catering and photographer, then build the guest registration and livestream details around those decisions. Dietary requirements, name badges, printed programs and menus are easy to leave until the final week. The checklist covers 85 tasks and 76 items, including tableware, furniture, decorations and livestream preparation.

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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

Send invitations
2 people
Set up online registration form
Process registrations
Collect dietary requirements
Update the online guest list
Reserve ceremony venue
Book catering
Reserve photographer
Arrange music
Choose livestream platform
Create livestream link
Send livestream information
Print wedding program
2 people
Make name badges
2 people
Arrange the table layout
2 people
Create menus
2 people
Collect ceremony texts
2 people
Create music playlist
2 people
Brief speakers
Run the livestream test
2 people
Print technical guide
Check rental equipment
2 people
Do the shopping
3 people
Picking up the cake
Chill drinks
2 people
Water flowers
Open venue
2 people
Receive deliveries
2 people
Ventilate the rooms
Set out furniture
4 people
Set up ceremony chairs
3 people
Set up dinner seating
4 people
Place table decorations
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Set up the welcome desk
2 people
Set up the gift table
2 people
Set up the buffet
4 people
Prepare snacks
3 people
Place cake in the fridge
2 people
Set up the coffee corner
2 people
Set out drinks
2 people
Set up the cloakroom
2 people
Check toilets
Set up livestream camera
2 people
Connect livestream audio
2 people
Test the livestream image
2 people
Test presentation screen
2 people
Test microphones
2 people
Install spare batteries
Prepare guest reception
2 people

Event

Support the ceremony
3 people
Operate the livestream
Welcome online guests
Serve champagne
3 people
Facilitate the group photo
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide guests to dinner
2 people
Serve dinner
5 people
Serve diet meals
2 people
Clear plates and glasses
3 people
Lead the toast
2 people
Cut the cake
2 people
Serve cake
3 people
Announce the first dance
Provide music
Serve coffee and tea
2 people
Set out late snacks
2 people
Thank guests online
End the livestream
See guests off
2 people

Aftercare

Pack leftovers safely
3 people
Collect waste
3 people
Pre-rinse tableware
3 people
Clean the kitchen
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Pack livestream equipment
2 people
Collect lost and found items
Thoroughly clean the venue
3 people
Return rental items
2 people
Distribute leftover food
2 people
Take waste to the collection point
2 people
Transport gifts safely
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Ceremony chairsqty 90
Buffet tablesqty 3
Stoolsqty 8
Coat racksqty 3
Gift table
Welcome table

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert forksqty 100
Serving spoonsqty 12
Serving utensilsqty 12

Decorations

Table runnersqty 10
Cloth napkinsqty 100
Vasesqty 20
LED candlesqty 40
Welcome sign
Wedding arch
Ribbonsqty 4
Confetti conesqty 90
Name badgesqty 90
Menusqty 45
Wedding Programsqty 100
Gift cardsqty 100
Balloonsqty 100
Balloon ribbonqty 2
Photo backdrop
Photo propsqty 20

Equipment

Laptopqty 2
Livestream cameraqty 2
Camera tripodsqty 2
Microphonesqty 3
Audio mixer
Speakersqty 2
Presentation screen
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Hdmi cablesqty 3
USB cablesqty 6
Wi-Fi router
Spare batteriesqty 20

Kitchen

Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 6
Serving plattersqty 12
Cutting boardsqty 3
Chef's knivesqty 3
Cake knife
Cake stand
Thermos flasksqty 4
Serving traysqty 6
Aluminum foilqty 3
Cling filmqty 3

Lighting

String lightsqty 6
LED spotlightsqty 4
Night lightsqty 4

Cleaning

Waste binsqty 6
Mop setsqty 2
Broom and dustpanqty 2
Vacuum cleaner
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set up the online registration form before sending invitations, then allow at least 10 days to process registrations and collect dietary requirements. Keep the online guest list updated so catering and name badges use the same information.
Choose the livestream platform and create the link at least 2 weeks before the wedding. Send joining instructions separately, including the start time, access link and what online guests should expect.
Run a complete livestream test 3–7 days before the ceremony with the actual camera position, audio setup and internet connection. Print the technical guide and give one person responsibility for monitoring the stream during the event.
Confirm the table layout and rental equipment no later than 1 week before the wedding. Count chairs, ceremony chairs, tables, buffet tables, glasses and plates against the final guest numbers rather than the original estimate.
Finish shopping and chill drinks in the final 24 hours, while collecting the cake according to the baker’s agreed pickup time. Keep the welcome table, gift table, menus, name badges and printed wedding programs together so setup does not depend on finding them room by room.

Frequently asked questions

How far in advance should I send invitations for a hybrid wedding?: Send invitations at least 8–12 weeks before the wedding. Give guests a clear deadline for online registration and dietary requirements, ideally 4–6 weeks before the event so catering numbers can be confirmed.
When should I test the wedding livestream?: Run the full livestream test 3–7 days before the ceremony, then do a short connection and audio check on the day. Test from the exact camera position and use the same internet connection planned for the ceremony.
How many glasses and plates do I need for a hybrid wedding?: Count tableware for every in-person guest, not for the online guest list. For each seated guest, plan one dinner plate, dessert plate, dinner fork, dinner knife, water glass and wine glass, then add 10% extra for breakage and replacements.
When should I collect dietary requirements for the wedding?: Collect them through the registration form and close responses 4–6 weeks before the wedding. Send the final list to the caterer after that deadline and keep one copy with the menus or seating information on the day.

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.