Multi-Day Wedding Checklist

A multi-day wedding needs more than a ceremony schedule. You are coordinating guests, overnight accommodation, meals, transport and several changes of setup across more than one day. Start with the guest list and budget, then secure the venue, rooms and key suppliers before designing the detailed run sheet. This checklist also covers dietary requirements, ceremony texts, table layouts, deliveries, weather checks and the items people often remember only when guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile the guest list
2 people
Set the budget
2 people
Reserve the wedding venue
2 people
Reserve overnight accommodations
2 people
Book catering
2 people
Reserve photographer
Arrange music
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange transportation for guests
2 people
Develop the run sheet
2 people
Arrange the table layout
2 people
Order menus
Make name badges
2 people
Collect ceremony texts
2 people
Create music playlists
Purchase decorations
2 people
Order the wedding cake
Check wedding rings
2 people
Check the weather forecast
Confirm deliveries
Do the shopping
3 people
Inspect venue
3 people
Empty the refrigerators
2 people
Chill drinks
3 people
Pick up flowers
2 people
Arrange flower centerpieces
3 people
Prepare table linen
2 people
Fill welcome packs
3 people
Clean the venue
4 people
Set up party tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up the ceremony area
3 people
Hang decorations
4 people
Set up lighting
3 people
Test sound equipment
2 people
Set out tableware
3 people
Set up buffet
4 people
Set up the welcome desk
2 people
Place name tags
2 people
Set up the wedding cake
2 people
Hand out the run sheet
2 people
Set up the breakfast buffet
3 people
Make coffee and tea
2 people

Event

Welcome guests
4 people
Serve welcome drinks
3 people
Support the ceremony
3 people
Facilitate the group photo
2 people
Serve snacks
3 people
Refill drinks
3 people
Open the buffet
2 people
Serve dinner
5 people
Restock the buffet
3 people
Guide speeches
2 people
Cut the wedding cake
2 people
Serve dessert
3 people
Open the dance floor
2 people
Serve late-night snacks
3 people
Escort guests to accommodation
2 people
Serve breakfast
4 people
Refill breakfast
2 people
Restock the coffee area

Aftercare

Collect glasses and plates
4 people
Chill food leftovers
2 people
Collect waste
3 people
Lock up the venue
2 people
Clear brunch tables
3 people
Wash dishes
3 people
Take down tables
4 people
Stack chairs
3 people
Remove decorations
3 people
Take down party tents
4 people
Clean the venue
4 people
Sort leftovers
2 people
Gather borrowed items
2 people
Take out the trash
2 people
Return rented materials
2 people
Store the decorations
2 people
Distribute leftover food
2 people
Collect laundry
2 people
Wash table linens
2 people
Collect lost property
Clear the cloakroom
2 people
Return keys
Secure photo materials

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
High tablesqty 6
Coat racksqty 2
Stoolsqty 8
Table linenqty 12
Table skirtsqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Breakfast platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Water jugsqty 12
Coffee potsqty 6

Decorations

Flower vasesqty 20
Table décorqty 20
String lightsqty 8
Fabric buntingqty 6
Welcome sign
Ceremony arch
Ring pillow
Table numbersqty 10
Name badgesqty 90
Menusqty 90
Guest book
Pensqty 6
Poster puttyqty 4

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot traysqty 6
Party lightsqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Serving spoonsqty 12
Baking traysqty 6
Aluminum foilqty 4
Food storage containersqty 20
Cake knife
Cake stand

Cleaning

Waste binsqty 6
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set a firm RSVP deadline at least 6 weeks before the wedding. Use the final guest count to confirm catering, overnight rooms, transport, name badges, chairs, plates and glasses.
Build the run sheet around setup and changeover time, not just the ceremony and meal. Allow at least 60 minutes to inspect the venue, place tables and chairs, set table linen, and check deliveries before guests arrive.
Collect dietary requirements with the registration and give the final list to the caterer at least 10 days before the event. Mark the relevant meal clearly so staff are not relying on memory during service.
Confirm every delivery 3 to 5 days beforehand, including the cake, decorations, furniture and tableware. Check where each item will be unloaded and who will be available to receive it.
Plan for the overnight stay as part of the wedding, not as a separate booking. Share accommodation and transport details at least 2 weeks in advance, then recheck the weather forecast and guest movements 48 hours before the first event.

Frequently asked questions

How far in advance should I start planning a multi-day wedding?: Start at least 12 months ahead if the wedding includes accommodation, catering and several suppliers. Reserve the venue, overnight rooms and photographer first, then arrange music, transport and invitations.
When should wedding invitations be sent for a multi-day wedding?: Send invitations about 4 to 6 months before the wedding, with an RSVP deadline around 6 weeks before the first event. Guests need extra time to arrange transport and overnight accommodation.
How do I plan food for a multi-day wedding?: Confirm the guest count and dietary requirements at least 10 days before the wedding. Plan each meal separately, including breakfast, and check that you have the right plates, cups, glasses, serving platters and coffee equipment for every service.
When should I finalise the wedding day schedule?: Create a working run sheet 4 to 6 weeks before the wedding and issue the final version about 7 days beforehand. Include supplier arrival times, setup, transport, meals, ceremony texts, music, speeches, deliveries and venue inspection.

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.