Open Wedding Venue Checklist

An open wedding venue needs a clear visitor flow as well as a welcoming presentation. Set the date and opening hours first, then build the afternoon programme, invitations and registration process around them. Before opening, confirm dietary requirements, prepare visitor information and price lists, and make sure drinks, snacks, furniture and tableware are ready. This checklist helps you work through the planning in the right order and avoid last-minute gaps at the registration desk, buffet or entrance.

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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 date and opening hours
2 people
Create afternoon program
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm registrations
2 people
Print the visitor list
Assemble information leaflets
2 people
Print price lists
Collect suppliers' contact details
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set aside diet portions
2 people
Set up the coffee and tea station
2 people
Set out buffet supplies
2 people
Set up tables
4 people
Set up chairs
4 people
Set up information tables
3 people
Set up the registration desk
2 people
Put up route signs
2 people
Mark parking route
2 people
Check toilets
Restock toilets
Hang decorations
3 people
Place floral arrangements
2 people
Set up ceremony seating
3 people
Dress up photo spots
2 people
Test light points
2 people
Set up the music playlist
Test sound equipment
2 people
Check power outlets
2 people
Place fire extinguishers in plain sight
Set out first aid kit
Lay out name badges
2 people
Prepare quote folders
2 people
Lay out pen sets
Prepare photo materials
Check the weather forecast
Check the outdoor area for safety
2 people
Clean indoor area
3 people
Clean the outdoor area
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Guide tours
4 people
Brief the ceremony space
2 people
Explain the reception area
2 people
Present catering options
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Clear buffet and tables
3 people
Answer visitor questions
2 people

Aftercare

Collect leftover materials
3 people
Wash dishes
3 people
Sort and remove waste
2 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
3 people
Return equipment
2 people
Store leftover stock
2 people
Register lost and found items
Follow up on applications
2 people

What to bring

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

Furniture

Reception tablesqty 3
Bistro tablesqty 12
Dining tablesqty 10
Chairsqty 100
High tablesqty 8
Lounge chairsqty 12
Lounge tablesqty 4
Changing room rackqty 2
Coat racksqty 4
Stage tablesqty 2
Stoolsqty 20
Waste binsqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Pastry forksqty 120
Cutlery setsqty 120
Serving utensilsqty 20

Decorations

Tableclothsqty 20
Napkinsqty 150
Flower arrangementsqty 12
Flower vasesqty 12
Welcome sign
Route signsqty 8
Buntingqty 12
Balloon archesqty 2
Tealight holdersqty 30
Photo framesqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Pouring jugsqty 8
Thermos flasksqty 6
Bottle openersqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Standing lampsqty 4
Lanternsqty 10

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the date, opening hours and afternoon programme before drafting invitations. Visitors need to know when they can arrive, what happens during the afternoon and whether registration is required.
Send invitations early enough to process registrations and confirm attendance before ordering catering. Collect dietary requirements at the same time, then set aside clearly labelled portions for the day itself.
Calculate catering quantities from the confirmed registrations, not from the venue’s maximum capacity. Chill drinks in advance, prepare snacks close to opening time and keep separate diet portions away from the general buffet.
Create a simple visitor route from entrance to registration desk, information tables and refreshments. Print the visitor list, assemble information leaflets and put up route signs before the first guests arrive.
Finish the physical setup before opening: arrange reception, dining and high tables, place chairs and coat racks, and check cups, glasses, plates, cutlery and serving utensils at each station. Keep waste bins visible so used tableware and napkins do not collect on tables.

Frequently asked questions

How far in advance should I send invitations for an open wedding venue?: Send invitations far enough ahead to collect registrations and dietary requirements before buying food and drinks. A practical deadline is 2 to 3 weeks before the open day, with registration confirmation completed at least 7 days beforehand.
How much food and drink do I need for an open wedding venue?: Base quantities on confirmed registrations and the length of the afternoon programme. For drinks, allow roughly 2 to 3 servings per person during the first hour, then adjust for the remaining opening hours and provide water throughout.
When should I set up the open wedding venue?: Complete furniture, information tables, the registration desk and route signs before opening. Plan to finish the main setup at least 60 minutes before visitors arrive, leaving time to chill drinks, place snacks and check printed materials.
What should be printed for an open wedding venue?: Prepare the visitor list, information leaflets, price lists, welcome sign and route signs. Print the visitor list on the day before or the morning of the event, after registrations and confirmations are final.

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.