Micro wedding checklist: what to arrange and when

A micro wedding may have fewer guests, but the details still need a clear order. Start by confirming the guest list, invitations, dietary requirements and ceremony plans. Then lock in suppliers, the menu, music and seating before buying food, drinks and tableware. In the final week, check the forecast and activate an indoor Plan B if needed. On the day, allow time to clean the venue, arrange tables and chairs, build the ceremony arch and set each table before guests arrive.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Record ceremony planning
2 people
Compile music list
2 people
Confirm suppliers
Finalize the menu
2 people
Arrange the table layout
Make name badges
2 people
Check Ceremony Supplies
2 people
Check the weather forecast
Determine indoor Plan B
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare dessert
2 people
Check tableware
Sort decorations
2 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up ceremony chairs
3 people
Set up the ceremony arch
2 people
Set the tables
3 people
Place name tags
Hang decorations
3 people
Place floral arrangements
2 people
Test sound equipment
2 people
Test the lighting
2 people
Set up buffet
3 people
Set up the drink station
2 people
Set out snacks
2 people
Restock toiletries
Place waste bins
Receive deliveries
Set up the cloakroom
Set Up Ceremony Music
Brief speakers
2 people

Event

Welcome the bride and groom
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Support the ceremony
2 people
Facilitate the group photo
2 people
Serve aperitifs
2 people
Refill drinks
2 people
Refill snacks
2 people
Open the dinner buffet
2 people
Serve dinner
3 people
Serve diet meals
2 people
Clear tables
3 people
Serve coffee and tea
2 people
Cut the cake
2 people
Serve dessert
2 people
Start the music program
Clear the dance floor
2 people
Serve late-night snacks
2 people
See off guests
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Cool food safely
2 people
Take down decorations
3 people
Clear away furniture
4 people
Clean the venue
3 people
Check borrowed equipment
2 people
Return rental equipment
2 people
Take out the trash
2 people
Distribute leftover food
2 people
Store equipment
2 people
Clear the cloakroom
Register lost items
Finalize suppliers

What to bring

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

Furniture

Dining tablesqty 4
Buffet tablesqty 2
Ceremony chairsqty 30
Bridal chairsqty 2
Folding chairsqty 4
High tablesqty 3
Coat racksqty 2
Clothes hangersqty 35
Tablecloth tablesqty 6

Tableware

Dinner platesqty 35
Dessert platesqty 35
Coffee cupsqty 35
Water glassesqty 40
Wine glassesqty 40
Champagne glassesqty 35
Coffee spoonsqty 35
Dinner cutlery setsqty 35
Serving spoonsqty 8
Serving bowlsqty 8
Serving traysqty 6

Decorations

Ceremony arch
Table runnersqty 6
Cloth napkinsqty 35
Name badgesqty 30
Table numbersqty 4
Vasesqty 8
Artificial flowersqty 8
String lightsqty 6
LED candlesqty 24
Welcome sign
Photo framesqty 6
Balloonsqty 40
Balloon ribbonqty 2

Equipment

Bluetooth speakerqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Battery chargersqty 2

Kitchen

Coolersqty 3
Thermos flasksqty 4
Coffee maker
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 3
Serving utensilsqty 8
Cake knife
Cake stand
Aluminum foilqty 2
Cling filmqty 2
Food containersqty 12
Ice cube traysqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpan
Cleaning glovesqty 4
Paper towelsqty 6
Toilet paperqty 24
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set a guest-list deadline before sending invitations, then allow at least 7 days after the RSVP deadline to process registrations and follow up with anyone missing. Record dietary requirements as soon as replies arrive.
Confirm suppliers and finalise the menu before making the shopping list. This prevents late changes to serving bowls, serving platters, dinner plates, dessert plates and the required cutlery.
Check the weather forecast twice: once 7 days before the ceremony and again the morning before setup. Decide exactly when to switch to the indoor Plan B, including where the ceremony chairs and arch will go.
Count tableware by guest count and add a small buffer before the event. Check dinner and dessert plates, coffee cups, water, wine and champagne glasses, cutlery, serving spoons and bowls together rather than discovering gaps during table setting.
Keep setup in a fixed order on the day: clean the venue, place tables and chairs, set the ceremony area and arch, then set the tables. Chill drinks and prepare snacks and dessert only after you know the refrigerator and serving area are ready.

Frequently asked questions

How far in advance should I send micro wedding invitations?: Send them around 8 to 12 weeks before the wedding, with a clear RSVP deadline at least 4 weeks before the date. Keep the final week before the wedding for missing replies and dietary information, not basic guest-list work.
How many glasses do I need for a micro wedding?: Plan at least 1 water glass and 1 wine glass per guest, plus champagne glasses if champagne is served. Add about 10% extra, so a 30-person wedding needs roughly 33 of each regularly used glass type.
When should I finalise the micro wedding menu?: Finalise the menu 2 to 3 weeks before the wedding, after collecting dietary requirements and confirming suppliers. Use the final menu to check quantities, serving bowls, platters, plates, cutlery and dessert service.
When should I make an indoor Plan B for a micro wedding?: Decide on the indoor layout at least 7 days before the wedding, when the forecast becomes useful for planning. Recheck it the day before and mark where the ceremony chairs, tables, ceremony arch and guest seating will be placed.

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