Large Wedding Checklist

Planning a large wedding means coordinating people, suppliers, timings and hundreds of small details. Start with the date, guest list and venue, then book catering, photography, sound and transport before popular dates fill up. Later, confirm dietary requirements, childcare, the seating plan and every delivery. This checklist gives you a practical order for organising the ceremony and reception, including furniture, tableware, decorations and last-minute contacts.

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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

Set wedding date
2 people
Compile guest list
2 people
Reserve venue
2 people
Book catering
2 people
Reserve photographer
Reserve sound equipment
Record witnesses
2 people
Design invitations
2 people
Send invitations
2 people
Publish the Gift List
Order wedding bouquet
Order flower decorations
Order cake
2 people
Arrange transport
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Arrange childcare
Create seating plan
2 people
Confirm menu choice
2 people
Compile the music program
2 people
Work out table arrangement
2 people
Make name badges
2 people
Print ceremony program
2 people
Confirm deliveries
Collect emergency contacts
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Have the cake delivered
2 people
Receive flowers
2 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the ceremony area
3 people
Hang decorations
4 people
Place floral arrangements
2 people
Set the tables
4 people
Place name tags
2 people
Set up buffet
4 people
Test sound equipment
2 people
Test the lighting
2 people
Prepare catering
5 people
Check toilets
Set up the welcome desk
2 people

Event

Welcome guests
3 people
Support the ceremony
3 people
Serve welcome drinks
3 people
Facilitate the group photo
2 people
Serve snacks
4 people
Refill drinks
3 people
Open the buffet
3 people
Serve dinner
5 people
Clear plates
4 people
Cut the cake
3 people
Serve coffee and tea
3 people
Clear the dance floor
2 people
Serve evening snacks
3 people
Announce the final round
See off guests
3 people

Aftercare

Pack leftovers
3 people
Wash dishes
4 people
Collect waste
3 people
Remove decorations
4 people
Dismantle furniture
4 people
Clean the venue
4 people
Gather borrowed items
2 people
Return materials
2 people

What to bring

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

Furniture

Round tablesqty 10
Buffet tablesqty 4
Chairsqty 90
High tablesqty 6
Wedding table
Coat racksqty 2
Parasolqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee cupsqty 90
Dinner cutleryqty 100
Coffee spoonsqty 100
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 12

Decorations

Tableclothsqty 14
Napkinsqty 100
Name badgesqty 90
Table numbersqty 10
Welcome sign
Ceremony arch
Artificial flowersqty 12
Flower vasesqty 12
Balloonsqty 100
Balloon ribbonqty 4
Confetti cannonsqty 6
Guest book
Pensqty 6
Gift table sign

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Music stand

Kitchen

Coolersqty 4
Food warmersqty 8
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Chef's knivesqty 4
Serving spoonsqty 12
Cake knife
Cake stand
Thermos flasksqty 6

Lighting

String lightsqty 8
LED lampsqty 20
Lanternsqty 10

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date, guest list and venue before confirming other suppliers. Once you know the approximate guest count and available space, you can choose the right number of tables, chairs, buffet tables and place settings.
Send invitations early enough to collect dietary requirements, children’s attendance and witness details. Set the RSVP deadline at least 4–6 weeks before the wedding so the menu, seating plan and catering numbers can be finalised.
Confirm the full reception layout before delivery day. Check the positions of round tables, high tables, the wedding table, buffet tables, coat racks and the ceremony arch, and make sure there is space for guests and service staff to move safely.
Count tableware against your final guest number, not your original estimate. Allow one dinner plate, dessert plate, set of dinner cutlery, water glass and wine glass per guest, plus the coffee cups, serving platters and carafes needed for the menu.
Create a delivery and emergency contact sheet during the final week. Include the caterer, photographer, sound equipment supplier, transport provider and key helpers, then give one person responsibility for checking arrivals and solving problems on the day.

Frequently asked questions

How early should I start planning a large wedding?: Start at least 12 months before the wedding if you need a popular venue or several specialist suppliers. Set the date and guest list first, then reserve the venue and book catering, photography, sound and transport.
When should wedding invitations be sent?: Send invitations around 10–12 weeks before the wedding, or earlier if many guests need to travel. Set the RSVP deadline 4–6 weeks before the day so you have time to confirm the menu and seating plan.
How many drinks should I plan per wedding guest?: For the first hour, plan on 2–3 drinks per adult guest, then about 1 drink per hour afterward. Add water for the full reception and confirm quantities with the caterer once the final guest count is known.
When should I finalise the wedding seating plan?: Finalise the seating plan about 2–3 weeks before the wedding, after the RSVP deadline and dietary information are complete. Print table numbers and name badges only after the final changes have been checked.

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.