Indoor wedding checklist: what to arrange and when

An indoor wedding involves more than booking a venue and choosing a menu. You need to coordinate guest numbers, catering, ceremony details, transport requests, seating, tableware, decorations, music and supplier confirmations. Start with the venue and key suppliers, then collect guest information before finalising the floor plan and menu quantities. In the final week, check clothing, rings, decorations and tableware, and leave fresh groceries until close to the day.

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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

Compile guest list
2 people
Reserve the wedding venue
Book catering
Reserve photographer
Reserve sound equipment
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect transport requests
Create the ceremony program
2 people
Create the table layout
2 people
Design menus
Confirm suppliers
Provide final guest count
Check the shopping list
2 people
Do non-perishable shopping
2 people
Check decorations
2 people
Check tableware
2 people
Create table numbers
2 people
Make name badges
2 people
Create music playlist
2 people
Confirm speeches
Check clothing and rings
2 people
Buy fresh groceries
2 people
Picking up the cake
2 people
Chill drinks
2 people
Open venue
2 people
Receive deliveries
2 people
Ventilate room
Set up chairs
4 people
Set up tables
4 people
Set table linen
3 people
Set out tableware
3 people
Set up the buffet
4 people
Set up the drinks bar
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Set up the ceremony area
3 people
Test sound equipment
2 people
Set up the presentation table
2 people
Check toilets
Clear emergency exits
2 people
Briefing for reception team
3 people

Event

Welcome the bride and groom
2 people
Welcome guests
3 people
Guide guests to the ceremony
2 people
Support the ceremony
3 people
Serve aperitifs
4 people
Facilitate the group photo
3 people
Guide guests to dinner
2 people
Open the dinner buffet
2 people
Serve dinner
5 people
Serve diet meals
2 people
Refill drinks
2 people
Collect tableware
3 people
Guide speeches
2 people
Cut the cake
3 people
Serve coffee and tea
3 people
Clear the dance floor
3 people
Start the music
Serve evening snacks
3 people
See guests off
2 people

Aftercare

Pack leftovers
3 people
Wash dishes
4 people
Collect waste
3 people
Clear tables
4 people
Remove decorations
3 people
Put furniture back
4 people
Clean the venue
4 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Gather borrowed items
2 people
Return rental items
2 people
Take out the trash
2 people
Check lost property
Perform final venue check
2 people

What to bring

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

Furniture

Round tablesqty 8
Buffet tablesqty 4
Chairsqty 90
Cocktail tablesqty 4
Ceremony chairsqty 90
Coat racksqty 2
Stoolsqty 6
Table tablesqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Dessert forksqty 100
Serving spoonsqty 20
Serving plattersqty 16
Serving plattersqty 12
Water carafesqty 12
Ice spoonsqty 4

Decorations

Table runnersqty 8
Cloth napkinsqty 100
Table numbersqty 8
Name badgesqty 90
Menusqty 90
Flower arrangementsqty 10
Candlesqty 40
Candlesticksqty 20
LED string lightsqty 6
Balloonsqty 100
Balloon ribbonqty 2
Backdrop cloth
Ring pillow
Guest book
Card box
Photo framesqty 12
Welcome sign
Pensqty 10

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Music laptop
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Serving tongsqty 12
Cake knife
Cake spatula
Cake stand
Bottle openersqty 4
Wine openersqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Book the venue and core suppliers first: catering, photography and sound equipment can determine the date and the room layout. Aim to have these confirmed before designing invitations.
Send invitations early enough to collect registrations, dietary requirements and transport requests. Set a clear RSVP deadline, then allow at least a few days to follow up with missing replies.
Build the seating plan only after the guest count and dietary information are complete. Match the layout to the available round tables, buffet tables, chairs and cocktail tables rather than estimating from the guest list alone.
Check tableware by place setting, not just by box. For each guest, account for a dinner plate, dessert plate, dinner fork, dinner knife, water glass and wine glass, then add serving platters, spoons and carafes for the meal.
Leave fresh groceries until the final shopping run and confirm suppliers before the wedding. Check the clothing and rings, ceremony program, speeches, playlist, menus, table numbers and name badges before setup begins.

Frequently asked questions

How far in advance should I book an indoor wedding venue?: Start contacting venues as soon as you have a preferred date, ideally 9 to 18 months before the wedding. Confirm the room capacity, ceremony space, furniture, catering rules and setup access before signing.
When should wedding invitations be sent for an indoor wedding?: Send invitations about 10 to 12 weeks before the wedding, or earlier if many guests need transport or accommodation. Give guests an RSVP deadline around 4 to 6 weeks before the day so you can confirm catering and seating.
When should I finalise the wedding guest count?: Finalise the guest count 3 to 4 weeks before the wedding, after following up with non-responders and recording dietary requirements. Use that number for catering, seating, menus, name badges and tableware checks.
What should I check the week before an indoor wedding?: Seven days before, confirm every supplier and review the ceremony program, speeches and music playlist. Also check decorations, table runners, napkins, candles, flowers, table numbers, menus, clothing, rings and the remaining shopping list.

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.