What you need for a hybrid wedding

A hybrid wedding needs everything for the ceremony and reception, plus a reliable setup for guests joining online. Plan tableware, seating, serving items, decorations and printed information for the people in the room. You will also need practical livestream supplies, from a stable internet connection to charged devices and backup cables. Use the guest count for the venue and the online registration list separately, because each group creates different quantities to buy or bring.

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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
- Champagne - 12 bottles
- Prosecco - 6 bottles
- Red wine - 18 bottles
- White wine - 18 bottles
- Rosé - 8 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Mint - 10 bunches
- Ice cubes - 25 kilos
- Bitterballen - 300 pieces
- Vegetable spring rolls - 150 pieces
- Mini quiches - 150 pieces
- Olives - 4 kilos
- Mixed nuts - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Herb butter - 2 kilo
- Mixed salad - 8 kilos
- Cucumbers - 20 pieces
- Cherry tomatoes - 5 kilo
- Red onions - 2 kilos
- Feta cheese - 3 kilos
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Pasta salad - 8 kilo
- Potato salad - 8 kilos
- Baguettes with herbs - 10 pieces
- Chicken breast - 12 kilo
- Salmon fillet - 8 kilos
- Vegetarian burgers - 30 pieces
- Rice - 6 kilos
- Potato croquettes - 8 kilos
- Grilled vegetables - 8 kilos
- Green beans - 6 kilo
- Gravy - 6 liters
- Mushroom sauce - 5 liters
- Mayonnaise - 3 kilos
- Ketchup - 3 kilos
- Mustard - 2 kilos
- Garlic sauce - 2 kilos
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 10 bulbs
- Wedding cake - 1 cake
- Whipped cream - 3 liters
- Fresh fruit - 8 kilos
- Macarons - 150 pieces
- Mini brownies - 150 pieces
- Chocolate - 3 kilos
- Late snacks - 150 pieces
- Sandwiches - 120 pieces
- Young cheese - 4 kilos
- Back ham - 4 kilos
- Hummus - 3 kilos
- Avocado spread - 2 kilos
- Lettuce for sandwiches - 2 kilos
- Tomatoes for sandwiches - 3 kilo
- Cocktail sticks - 300 pieces
- Napkins - 400 pieces
- Coffee filters - 2 boxes
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 60 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Diet meals - 10 portions

Tips

Count dinner plates, dessert plates, forks and knives against the number of guests eating, then add 10% spare pieces. Include separate coffee cups, spoons and serving utensils; these are easy to overlook when catering is served buffet-style.
Plan drinks by service period: allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill the first batch at least 4 hours before guests arrive and keep a separate supply for the online team and speakers.
Prepare one welcome setup with the welcome sign, name badges and printed menus or programs. Bring at least 10% more badges and printed copies than the confirmed in-person guest count to cover last-minute changes and damaged copies.
Check the livestream equipment at least 48 hours before the ceremony. Test the camera, microphone, power supply, internet connection and platform link together, and keep two spare charging cables plus a power bank available.
Pack ceremony and reception items in labelled boxes: table runners and napkins together, vases and LED candles together, and confetti cones near the exit. Put the cake transport supplies and a cooler for drinks on the shopping list instead of leaving them until pickup day.

Frequently asked questions

How much tableware do I need for a hybrid wedding?: For each in-person guest, plan one dinner plate, one dessert plate, one dinner fork, one dinner knife, one dessert fork, one water glass and one wine glass where applicable. Add 10% spare tableware, and count coffee cups, champagne glasses and serving utensils separately.
How many drinks should I buy for a wedding?: For the first hour, allow two to three drinks per person. After that, plan roughly one drink per person per hour, then add 10% extra for delays, warm weather or guests who stay later than expected.
When should I test the wedding livestream?: Run a full test at least 48 hours before the ceremony, using the actual camera position, microphone, internet connection and livestream link. Repeat a short sound and image check on the day, ideally 2 hours before guests arrive.
How many printed wedding programs and menus do I need?: Print one program or menu for each in-person guest, plus 10% spare copies. Prepare the final quantities at least 7 days before the wedding, after dietary requirements and the guest list have been updated.

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