Modern wedding checklist

A modern wedding runs more smoothly when decisions, deliveries and setup are handled in the right order. Start with the date, guest list and invitations, then track registrations, dietary requirements, the seating plan, menu and drinks. In the final days, confirm every reservation and delivery, collect fresh groceries, prepare the ceremony and reception spaces, and keep an emergency kit ready. This checklist covers the practical details that are easy to overlook, from champagne glasses and table numbers to the cake pickup and cooling space.

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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 the date and guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange the table layout
2 people
Finalize menu and drinks plan
2 people
Confirm reservations
Assemble the music playlist
2 people
Print ceremony program
Write name tags
2 people
Create table numbers
Confirm deliveries
Check the shopping list
2 people
Do non-perishable shopping
2 people
Sort decorations
2 people
Prepare the gift table
Assemble the emergency kit
Clear the cold storage area
2 people
Buy fresh groceries
2 people
Picking up the cake
Clear space
3 people
Check furniture
2 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony seating
3 people
Set up buffet area
3 people
Chill drinks
2 people
Set out tableware
2 people
Set out cutlery
2 people
Set out glasses
2 people
Set table linen
3 people
Place name tags
2 people
Place table decorations
3 people
Hang decorations
3 people
Test the lighting
2 people
Connect music equipment
2 people
Test microphone
2 people
Prepare snacks
3 people
Prepare buffet dishes
4 people
Mark allergens
Set up the cake display
2 people
Prepare program
Set up the cloakroom
2 people
Check toilets
Fill the welcome desk
2 people

Event

Receive deliveries
2 people
Welcome guests
3 people
Serve welcome drinks
3 people
Support the ceremony
3 people
Facilitate the group photo
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide guests to dinner
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear plates and glasses
3 people
Cut the cake
2 people
Serve coffee and tea
3 people
Start the music and dancing
2 people
Serve late-night snacks
2 people
Let guests say goodbye
2 people
Store gifts safely
2 people

Aftercare

Store leftovers in the fridge
3 people
Collect waste
3 people
Put furniture back
4 people
Pre-rinse tableware
2 people
Clean the kitchen
3 people
Clean the room
3 people
Take down the decorations
3 people
Switch off equipment
2 people
Collect lost and found items
2 people
Do final venue inspection
2 people
Return rental items
2 people
Take waste to the collection point
2 people
Distribute leftover food
2 people
Collect laundry
2 people
Wash table linens
Clear away the remaining groceries

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Gift table
Welcome table
Coat racksqty 2
High tablesqty 6
Bench tablesqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 90
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Decorations

Tableclothsqty 10
Napkinsqty 100
Name badgesqty 90
Table numbersqty 10
Flower arrangementsqty 12
Welcome sign
Ceremony programsqty 100
Balloonsqty 80
Ribbonsqty 6
Photo backdrop
Photo booth accessories
Candlesqty 40
Candle holdersqty 20
Gift card box
Cake stand

Equipment

Speakersqty 2
Microphoneqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Chargersqty 4
Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
String lightsqty 8
Atmosphere lightsqty 10

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Serving tongsqty 8
Thermos flasksqty 4
Foilqty 4
Food storage containersqty 20

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED lampsqty 10

Catering

Groceries

Tips

Set the guest count before ordering tableware: allow one dinner plate, dessert plate, fork, knife and spoon per guest, plus a small reserve for breakage or late additions.
Confirm dietary requirements before finalizing the menu, and label suitable dishes clearly at the buffet so guests do not need to guess what they can eat.
Finish the seating plan and write name tags and table numbers at least 7 days before the wedding; keep a printed copy for the person setting the tables.
Confirm all deliveries 48 hours ahead, including furniture, tablecloths, flowers and the cake. Write down arrival times so someone is available to receive each delivery.
Create a setup sequence for the wedding morning: clear the room first, place tables and chairs, then add tableware, linens, decorations, the gift table and the welcome table.

Frequently asked questions

How far in advance should I send modern wedding invitations?: Send the invitations 8 to 12 weeks before the wedding, or earlier if many guests need to travel. Set the RSVP deadline about 4 weeks before the event so you can finalize food, drinks and seating.
When should I finalize the wedding menu and drinks?: Finalize the menu and drinks plan at least 3 weeks before the wedding, after collecting dietary requirements. Confirm quantities and serving equipment again 7 days before the event.
How many glasses do I need for a wedding?: Plan at least one water glass and one wine glass per guest, plus champagne glasses if champagne is served. Add 10% extra, and arrange separate coffee cups, dessert plates and serving platters.
When should I set up the wedding reception room?: Allow 3 to 5 hours for setup, depending on the number of tables and decorations. Complete furniture placement first, then linens and tableware, followed by flowers, table numbers, the welcome area and gift table.

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.