Intimate wedding checklist: what to arrange and when

An intimate wedding may have fewer guests, but the small scale makes missing details more noticeable. This checklist takes you from the guest list and venue booking through catering, ceremony planning, seating, deliveries and the final shopping trip. You’ll also find the jobs couples often leave too late, such as collecting dietary requirements, confirming suppliers and preparing a rain plan. Use it to assign responsibilities and check that every table, glass, chair and serving item is ready before 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

Finalize guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve the wedding venue
2 people
Book catering
2 people
Reserve photographer
Arrange music
Order flowers
Order cake
Arrange transportation for guests
2 people
Arrange the table layout
2 people
Create menus
Create the ceremony program
2 people
Select music for the ceremony
2 people
Coordinate speeches
2 people
Confirm deliveries
Check the weather forecast
Create a rain emergency plan
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Pick up flowers
Picking up the cake
Check tableware
2 people
Wash and iron linens
2 people
Write name tags
2 people
Set out the wedding bouquet
Clean the venue
3 people
Set up ceremony seating
3 people
Set up reception tables
3 people
Set up the dining tables
3 people
Set up chairs
3 people
Set table linen
2 people
Set tableware on the table
2 people
Set out glasses
2 people
Lay out cutlery
2 people
Place name tags
Place menus
Place floral arrangements
2 people
Hang decorations
3 people
Hang lights
2 people
Connect the sound system
2 people
Test microphone
Set up the catering area
2 people
Prepare snacks
3 people
Set up the buffet
3 people
Set up cake table
2 people
Restock the toilets
Set out the welcome drink
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Guide guests to the ceremony
2 people
Support the ceremony
2 people
Play music during the ceremony
Take group photo
2 people
Serve snacks
2 people
Refill drinks
2 people
Set out the guestbook
Announce dinner
Serve the buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Serve coffee and tea
2 people
Cut the cake
2 people
Serve cake
2 people
Guide speeches
Provide music and dancing
2 people
Serve the last round
2 people
See off guests
3 people

Aftercare

Store leftovers in the fridge
2 people
Collect waste
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Collect tableware
3 people
Wash dishes
3 people
Clean the venue
3 people
Empty the coolers
2 people
Wash linen
2 people
Return borrowed items
2 people
Return rental items
2 people
Take out the trash
2 people
Distribute leftover flowers

What to bring

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

Furniture

Reception tablesqty 3
Dining tablesqty 5
Ceremony chairsqty 36
Extra chairsqty 4
Wedding table
Buffet tablesqty 2
Cake table
Coat rack
Stoolsqty 4

Tableware

Dinner platesqty 40
Dessert platesqty 40
Coffee cupsqty 40
Water glassesqty 40
Wine glassesqty 40
Champagne glassesqty 40
Coffee spoonsqty 40
Dinner knivesqty 40
Dinner forksqty 40
Dessert forksqty 40
Serving spoonsqty 8
Serving plattersqty 8
Coffee potsqty 3
Water jugsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Bread knivesqty 2
Scissorsqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Coolersqty 4
Serving tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Bottle openersqty 3
Corkscrewsqty 3
Ice cube traysqty 4

Decorations

Tableclothsqty 8
Napkinsqty 50
Name badgesqty 36
Menusqty 36
Guest book
Pensqty 4
Flower vasesqty 8
Candle holdersqty 20
LED candlesqty 20
Buntingqty 6
Balloonsqty 40
Balloon pump
Balloon ribbonqty 2
Adhesive stripsqty 2
Table numbersqty 5
Ring pillow
Welcome sign
Photo framesqty 8

Equipment

Bluetooth speakerqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Spongesqty 6
Microfiber clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Set the guest list before designing invitations. Send them early enough to allow time for replies, then keep a separate record of dietary requirements so the caterer receives one complete list rather than scattered updates.
Book the venue, caterer and photographer before moving on to details such as flowers, cake and music. For a small wedding, suppliers may have limited availability, so leaving these decisions until the final weeks can remove your preferred options.
Plan the room around the ceremony and meal, not just the guest count. Check the number of ceremony chairs, dining seats, spare chairs, tables, buffet space and a separate cake table; compact venues rarely have much storage for extras.
Finish the ceremony programme, music selections, speeches and table plan at least 7 days before the wedding. Print or share the final version only after late replies, dietary changes and seating adjustments have been checked.
Confirm every delivery and collection 48 hours before the event. On the final day, allow time to collect flowers and the cake, chill drinks, check the shopping list and review the weather-based rain plan before guests arrive.

Frequently asked questions

How far in advance should I start planning an intimate wedding?: Start at least 6 months before the wedding if you need to reserve a venue and key suppliers. Begin with the guest list and venue, then confirm catering, photography, music, flowers and the cake.
When should wedding invitations be sent?: Send invitations around 8 to 12 weeks before the wedding, or earlier if guests need to arrange travel. Set an RSVP deadline about 4 weeks before the date so catering and seating can be finalised.
How many chairs and glasses do I need for an intimate wedding?: Provide one ceremony chair per guest, plus a small number of extra chairs for unexpected needs. For drinks, plan at least 2 to 3 glasses per guest across the reception and meal, with separate water, wine and champagne glasses if all are being served.
When should I confirm wedding suppliers and deliveries?: Confirm suppliers, arrival times and collection arrangements 48 hours before the wedding. Recheck the weather, rain plan, flowers, cake, catering setup and furniture on the final 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.