Outdoor wedding checklist: what to arrange and when

An outdoor wedding needs more coordination than a venue wedding because the setting, deliveries and weather plan are part of the day. Start by confirming the date and location, then build the guest numbers before ordering food, cake, furniture and tableware. In the final weeks, check the forecast, confirm delivery times and prepare ceremony materials. This checklist covers the practical details that are easy to overlook, from dietary requirements and seating to glassware, name tags and the gift table.

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

Confirm date and location
Compile the guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the ceremony program
2 people
Arrange the table layout
2 people
Confirm the menu and numbers
2 people
Order catering
Order cake
Order flowers
Reserve party tents
Reserve extra chairs
Check the weather forecast
Set the bad weather plan
2 people
Confirm deliveries
Create a music playlist
Select ceremony music
2 people
Check materials delivery
2 people
Count tableware and glassware
2 people
Iron table linens
2 people
Sort decorations
2 people
Write name tags
2 people
Cut program cards
2 people
Prepare the gift table
Make clothing emergency kit
Do the first grocery run
2 people
Fill coolers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Wash and cut vegetables
2 people
Set out herbs and sauces
Prepare waste stations
Restock the toilets
Mow and clean the grounds
2 people
Build party tents
4 people
Mark the ceremony area
2 people
Set up the ceremony arch
2 people
Place chairs for the ceremony
3 people
Set up tables
4 people
Set up chairs for dinner
3 people
Set table linen
3 people
Set tableware on the table
3 people
Set out glasses and cutlery
3 people
Place name tags
2 people
Place floral arrangements
2 people
Hang decorations
3 people
Hang lighting
3 people
Connect music equipment
2 people
Test microphone
2 people
Lay out the ceremony program
Set up the guestbook
Set up the gift table
Set up the catering buffet
4 people
Set up cake table
2 people
Prepare coffee and tea
2 people
Set up the drink station
2 people
Set out the welcome drink
2 people
Carry out the final site check
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Support the ceremony
3 people
Play ceremony music
Facilitate the group photo
2 people
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Track dinner buffet
4 people
Serve diet meals
2 people
Clear away dishes
3 people
Cut the cake
2 people
Serve cake and coffee
3 people
Provide music and dancing
2 people
Collect waste along the way
2 people
See off guests
2 people

Aftercare

Store beverage stock securely
2 people
Carry out the first cleanup round
4 people
Pre-rinse tableware
3 people
Take waste to the bins
2 people
Wash dishes and glassware
4 people
Clean the grounds
3 people
Take down decorations
2 people
Take down party tents
4 people
Return furniture
3 people
Return equipment
2 people
Distribute leftover food
2 people
Empty and clean coolers
2 people
Clean the restrooms
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 2
Dinner tablesqty 8
Ceremony chairsqty 90
Buffet tablesqty 4
Beer tablesqty 4
High tablesqty 6
Gift table
Cake table
Ceremony arch
Parasolsqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 110
Wine glassesqty 110
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 16

Decorations

Table runnersqty 8
Cloth napkinsqty 100
Flower vasesqty 12
Flower arrangementsqty 12
Welcome sign
Table numbersqty 8
Name badgesqty 90
Program cardsqty 100
Guest book
Pensqty 6
String lightsqty 8
Paper lanternsqty 20
Ribbonsqty 6
Tealight holdersqty 30
LED tea lightsqty 40
Ring pillow

Equipment

Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 4
Rechargeable lampsqty 6
Coolersqty 6
Ice containersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 16
Serving plattersqty 12
Serving tongsqty 8
Food warmersqty 6
Thermos flasksqty 6
Cake knife
Food containersqty 12

Cleaning

Waste binsqty 8
Cleaning spongesqty 12
Dish brushesqty 4
Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12

Lighting

Outdoor lightsqty 8
Batteriesqty 24

Catering

Groceries

Tips

Set a firm RSVP deadline before confirming catering numbers. Collect dietary requirements at the same time, then give the final guest count to the caterer before the supplier’s stated cutoff.
Arrange the weather backup plan at least two weeks before the wedding, not when rain appears in the forecast. Confirm where the party tents, parasols, chairs and tables will go and who will make the changeover.
Count tableware by use, not just by guest. For each person, allow a dinner plate, dessert plate, water glass and wine glass, then add a small buffer for breakage, late washing or extra portions.
Create the ceremony program and music plan before printing anything. Cut the program cards, prepare the ceremony music and check that the ceremony arch, chairs and welcome sign can be placed without blocking guest access.
Make one delivery schedule with times, contact names and setup locations. Confirm catering, cake, flowers, tents and furniture separately several days beforehand so missing items can be identified before the wedding morning.

Frequently asked questions

How far in advance should I start planning an outdoor wedding?: Start at least 9 to 12 months ahead if you need to secure a date, location, catering and key rentals. Final guest numbers, dietary requirements and menu details are usually confirmed 4 to 6 weeks before the day.
When should I order catering for an outdoor wedding?: Choose the menu and place the catering order as soon as the location and estimated guest count are stable, ideally 3 to 6 months ahead. Send the final numbers and dietary requirements 2 to 4 weeks before the wedding, according to the caterer’s deadline.
How many glasses and plates do I need per wedding guest?: Plan at least one dinner plate, one dessert plate, one water glass and one wine glass per guest, plus 5 to 10% extra. Add champagne glasses and coffee cups based on when those drinks will be served and whether washing during the event is possible.
When should I check the weather for an outdoor wedding?: Check the forecast 7 days before the wedding, then again 48 and 24 hours beforehand. The decision to use tents or move parts of the setup should follow the backup plan you confirmed at least 2 weeks in advance, rather than waiting until the event morning.

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.