LGBTQ+ wedding checklist: what to arrange and when

Planning an LGBTQ+ wedding involves the same moving parts as any wedding, plus decisions about how you want the ceremony, roles and guest experience to feel. Start with the date, venue, ceremony host and guest list, then book suppliers before sending invitations. This checklist covers the practical details that are easy to overlook, from dietary requirements and transport to rings, table layouts, deliveries and ceremony paperwork. Work through it in order and confirm every supplier again during the final week.

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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
Secure the ceremony host
2 people
Reserve photographer
2 people
Arrange music
2 people
Book catering
2 people
Order flowers
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange transportation for guests
2 people
Check the wedding license
2 people
Draw up the running order
2 people
Arrange the table layout
2 people
Design menus
2 people
Write ceremony speeches
2 people
Assemble the music playlist
2 people
Check the rings
2 people
Order the wedding cake
2 people
Finalize guest list
2 people
Confirm deliveries
2 people
Make name badges
2 people
Sort decorations
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Pick up flowers
2 people
Picking up the cake
2 people
Lay out wedding clothes
2 people
Store rings securely

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony chairs
3 people
Set table linen
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Set up the guestbook
Set out name badges
2 people
Set up ceremony table
2 people
Connect sound equipment
2 people
Test the music
2 people
Test lighting
2 people
Prepare snacks
4 people
Set up buffet
4 people
Set out drinks
3 people
Set up cake table
2 people
Check toilets
Give briefing to helpers
2 people
Welcome guests
3 people
Support the ceremony
3 people
Hand out rings
Facilitate the group photo
2 people
Serve champagne
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide guests to dinner
2 people
Serve dinner
5 people
Serve diet meals
2 people
Clear plates
4 people
Cut the cake
2 people
Serve cake
3 people
Serve coffee and tea
3 people
Clear the dance floor
2 people
Provide music
Serve late-night snacks
2 people
See off guests
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Pack leftovers
2 people
Take down the decorations
3 people
Put furniture back
4 people
Clean the venue
4 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Gather borrowed items
2 people
Switch off equipment
2 people
Dispose of waste
2 people
Return rental items
2 people
Store leftover groceries

What to bring

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

Furniture

Round tablesqty 8
Buffet tablesqty 3
Chairsqty 90
Ceremony chairsqty 84
High tablesqty 6
Ceremony table
Table for cake
Coat racksqty 2
Stoolsqty 6
Umbrella stand

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner cutleryqty 100
Cake forksqty 90
Serving spoonsqty 12
Serving traysqty 12
Carafesqty 12

Decorations

Table runnersqty 8
Cloth napkinsqty 90
Name badgesqty 90
Menusqty 20
Welcome sign
Guest book
Pensqty 6
Pennant garlandsqty 8
Rainbow flagsqty 8
Table decorationsqty 8
Flower vasesqty 12
Ring box
Ceremony cloth
Photo backdrop

Equipment

Bluetooth speakerqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cake knife
Presentation table signsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
LED candlesqty 30
Lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Aluminum traysqty 12
Food warmersqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Set the date only after checking venue availability and the ceremony host’s schedule. Then reserve the photographer, catering, music and flowers before designing invitations, as these suppliers often determine the rest of your timeline.
Ask guests for dietary requirements when they register, not a few days before the wedding. Give the caterer one final confirmed number and meal summary at least 7 days before the event.
Check the wedding licence and required registrations several weeks before the ceremony. Do not leave this until the final week, when missing paperwork can affect the ceremony schedule.
Create the running order with named responsibilities for speeches, music, transport, cake service and deliveries. Share the final version with the ceremony host, photographer, caterer and whoever is coordinating on the day.
Count tableware against the final guest list and each service: dinner plates, dessert plates, glasses, cutlery and coffee cups are easy to miss when furniture and decorations are ordered separately. Confirm all deliveries at least 48 hours before setup.

Frequently asked questions

How far in advance should I start planning an LGBTQ+ wedding?: Start 12 to 18 months before the wedding if you want a wide choice of dates and venues. Set the date and reserve the venue first, then book the ceremony host, photographer, catering and music.
When should LGBTQ+ wedding invitations be sent?: Send invitations around 8 to 12 weeks before the wedding, or earlier if many guests need transport or accommodation. Set the registration deadline about 4 weeks before the event so you can confirm catering and seating.
What legal paperwork do we need for an LGBTQ+ wedding?: Check the wedding licence and registration requirements at least 8 to 12 weeks before the ceremony. Exact documents and deadlines depend on where the wedding takes place, so confirm them with the relevant authority and your ceremony host.
When should I finalise the wedding seating plan and table layout?: Finalise the guest list and table layout around 2 to 3 weeks before the wedding, after registrations and dietary requirements are confirmed. Print menus, name badges and other table details during the final week.

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.