Japanese Wedding Ceremony Checklist

A Japanese wedding ceremony needs more than a guest list and a ceremony schedule. You will need to coordinate invitations, dietary requirements, ceremonial roles, sake cups, music, transport, seating, and the printed run sheet in the right order. Use the checklist to keep decisions moving and leave enough time for final counts. The last week is best reserved for checking supplies, confirming the guest list, reviewing the menu, and buying fresh groceries.

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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
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the ceremony program
2 people
Arrange the table layout
2 people
Create menu
2 people
Calculate catering quantities
2 people
Check ceremonial supplies
2 people
Select sake cups
Choose music for the ceremony
2 people
Collect speeches
Confirm transportation for couple
Assign ceremonial roles
2 people
Print the run sheet
Make name badges
2 people
Create program cards
2 people
Check the decoration supplies
Count linens and tableware
2 people
Check the final guest list
Check the menu for dietary requirements
2 people
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare sake and tea
2 people
Fold napkins
3 people
Sort name tags
2 people
Lay out ceremonial clothing
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the ceremony area
3 people
Hang up decorations
3 people
Place runner and welcome sign
2 people
Set table linen
3 people
Set out the tableware and cutlery
3 people
Place name tags
2 people
Set up the buffet and bar
3 people
Prepare snacks
4 people
Prepare hot dishes
4 people
Set out the guestbook
Test music and microphone
2 people
Check lighting
2 people
Review the ceremony order
4 people

Event

Welcome guests
3 people
Hand out programs
2 people
Guide guests to their seats
2 people
Start ceremonial music
Escort couple to ceremony
2 people
Give the welcome speech
Guide the San-san-ku-do
2 people
Facilitate wedding vows
2 people
Hand over rings
Take family photos
3 people
Serve aperitifs
4 people
Refill drinks
2 people
Guide guests to dinner
2 people
Open the dinner buffet
2 people
Serve dinner
5 people
Cut the cake
2 people
Serve dessert
4 people
Guide speeches
2 people
Guard gift table
Serve tea and coffee
3 people
Start reception music
Support the dance floor
2 people
Serve late-night snacks
3 people
Hand out farewell gifts
2 people
See off guests
3 people

Aftercare

Pack leftovers
3 people
Collect waste
3 people
Wash dishes
4 people
Take down tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Wash linen
2 people
Pack equipment
2 people
Return borrowed items
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Round tablesqty 10
Ceremony table
Chairsqty 90
Buffet tablesqty 4
Bar stoolsqty 6
Gift table
Guestbook table

Tableware

Dinner platesqty 90
Dessert platesqty 90
Soup bowlsqty 90
Chopsticksqty 100
Chopstick holdersqty 90
Dinner cutlery setsqty 90
Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 90
Sake cupsqty 12
Teapotsqty 6
Serving bowlsqty 20
Serving plattersqty 12
Serving tongsqty 12
Ladlesqty 8
Water carafesqty 12

Decorations

Red and white ribbonsqty 8
Paper lanternsqty 20
LED candlesqty 40
Flower arrangementsqty 12
Bamboo branchesqty 12
Origami heartsqty 100
Welcome sign
Table numbersqty 10
Table runnersqty 10
Chair coversqty 90
Rice paper fansqty 30
Ceremonial trayqty 3
Calligraphy scrollqty 2
Gift bagsqty 90

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 3
Rice cookersqty 3
Cutting boardsqty 6

Kitchen

Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 8
Frying pansqty 4
Cooking potsqty 6
Aluminum foilqty 4
Cling filmqty 4
Food containersqty 20
Serving spoonsqty 12
Cake knife
Cake stand

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 8

Paper goods

Guest book
Pensqty 12
Program leafletsqty 100
Name badgesqty 100
Table seating chartqty 2

Groceries

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you finalise the menu and catering quantities. Allow at least 2–3 weeks between the RSVP deadline and the ceremony for follow-up messages.
Assign every ceremonial role in writing, including who handles the sake cups, music, speeches, and the printed run sheet. Confirm each person at least 7 days before the ceremony.
Count tableware by place setting, not by category. For each guest, check a dinner plate, dessert plate, soup bowl, chopsticks with holder, cutlery, water glass, and any additional glassware required by the menu.
Prepare the ceremony table and guest tables separately. Check the sake cups, ceremony decorations, welcome sign, gift table, and guestbook table at least 2 days before setup so missing items can still be replaced.
Do non-perishable shopping before the final week and buy fresh groceries as late as practical. Recheck the guest count, dietary requirements, menu, shopping list, linens, and tableware before the fresh-food purchase.

Frequently asked questions

How far in advance should I send Japanese wedding ceremony invitations?: Send invitations around 8–12 weeks before the ceremony, with the RSVP deadline at least 3–4 weeks before the date. This gives you time to process registrations, collect dietary requirements, and calculate catering quantities.
When should I assign roles for a Japanese wedding ceremony?: Assign ceremonial roles at least 4 weeks in advance and confirm everyone 7 days before the ceremony. Include responsibility for music, speeches, sake cups, transport coordination, and the run sheet.
How many sake cups do I need for a Japanese wedding ceremony?: Plan at least one sake cup per person who takes part in the ceremony, then add 10% for breakage or last-minute changes. Confirm the exact number after the ceremonial roles and guest participation are final.
When should I check decorations and tableware for a Japanese wedding ceremony?: Complete the first supply check 7 days before the ceremony and do a final count 1–2 days before setup. Check chairs, tables, linens, plates, bowls, chopsticks, glasses, serving pieces, lanterns, flowers, bamboo branches, and signage against the plan.

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