Rainbow wedding checklist: what to arrange and when

A rainbow wedding involves more than choosing colorful decorations. You need to coordinate the guest list, invitations, dietary requirements, catering, cake, music, ceremony seating and the reception layout in a clear sequence. This checklist also covers the details that are easy to leave too late, such as printing the ceremony program, sharing parking information, checking the forecast and receiving deliveries. Use it to move from the first planning decisions to opening the venue and setting up on the day.

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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 wedding date
2 people
Compile guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
2 people
Order cake
Coordinate the music
2 people
Arrange the table layout
2 people
Print the ceremony program
Make name badges
2 people
Share route and parking
Check the weather forecast
Do the shopping
3 people
Check the non-perishable stock
2 people
Collect fresh produce
2 people
Open venue
2 people
Receive deliveries
2 people
Fill coolers
2 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony seating
3 people
Set up buffet tables
3 people
Hang rainbow decorations
4 people
Place floral arrangements
2 people
Hang string lights
3 people
Connect the sound system
2 people
Test the music
2 people
Test microphones
2 people
Set out the tableware
3 people
Set out glasses
2 people
Set out cutlery
2 people
Place name tags
2 people
Set out ceremony materials
2 people
Set out the wedding bouquet
Set up cake table
2 people
Set up the welcome desk
2 people
Check toilets
Place waste stations
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Guide guests to the ceremony
2 people
Support the ceremony
2 people
Operate the ceremony music
Prepare the toast moment
3 people
Serve champagne
3 people
Facilitate the group photo
2 people
Serve snacks
4 people
Refill drinks
2 people
Set up buffet
4 people
Set up the buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Clear tables
4 people
Serve coffee and tea
3 people
Cut the cake
2 people
Serve cake
3 people
Start the dance music
Adjust lighting settings
Set out late snacks
3 people
See off guests
2 people

Aftercare

Turn off the music
Chill leftovers
2 people
Collect tableware
4 people
Sort waste
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Dismantle lighting
2 people
Pack audio equipment
2 people
Wash dishes
4 people
Clean the venue
4 people
Empty the coolers
2 people
Gather borrowed items
2 people
Return rental items
2 people
Distribute leftover groceries
2 people
Take out the trash
2 people
Check coat check
Keep lost and found items
Perform final venue check
2 people

What to bring

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

Furniture

Round tablesqty 8
Buffet tablesqty 4
Ceremony chairsqty 90
Folding chairs reserveqty 10
Wedding table
Cake table
Welcome table
High tablesqty 6
Table skirtsqty 12
Umbrellasqty 8

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner cutleryqty 100
Cake forksqty 100
Serving plattersqty 16
Serving spoonsqty 12

Decorations

Rainbow flagsqty 20
Rainbow garlandsqty 12
Balloon archesqty 2
Colored balloonsqty 180
Table decorationsqty 8
Glass vasesqty 24
Artificial flowersqty 48
Colored table runnersqty 8
Name badgesqty 90
Table numbersqty 8
Ceremony arch
Ring pillow
Photo backdrop
Photo propsqty 20
Welcome sign
Program standsqty 4
LED candlesqty 40
Confetti cannonsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop for music
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Houseplantsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 10
Measuring cupsqty 3
Mixing bowlsqty 6
Cake knife
Thermos flasksqty 6
Cooling platesqty 8

Cleaning

Waste binsqty 8
Cleaning glovesqty 6
Dish brushesqty 4
Bucketsqty 4
Broom setsqty 2
Mopsqty 4
Towelsqty 12

Catering

Groceries

Tips

Send invitations early enough to allow time for replies, then leave a separate deadline for processing registrations and collecting dietary requirements. Final catering numbers should not depend on last-minute messages.
Plan the room layout before delivery day. Measure the space for round tables, buffet tables, ceremony chairs, the wedding table, cake table and welcome table, and keep folding chairs in reserve.
Count tableware by function, not just by guest. Dinner plates, dessert plates, glasses, cutlery and coffee cups are used at different points, so add a small buffer rather than relying on immediate washing.
Schedule deliveries before the venue setup begins. Assign someone to receive the cake, catering and decorations, then check that coolers, serving platters and serving spoons are ready before food arrives.
Check the weather forecast 48 hours before the wedding and again on the morning itself. Keep umbrellas available and make sure the route and parking details have already been shared with guests.

Frequently asked questions

How far in advance should I send rainbow wedding invitations?: Send them at least 8 to 12 weeks before the wedding, with an RSVP deadline around 4 weeks before the date. That gives you time to process registrations and pass dietary requirements to the caterer.
When should I order the wedding cake?: Order the cake at least 6 to 8 weeks before the wedding, especially if it includes several colors or a custom design. Confirm the delivery time and cake table location during the final week.
How many chairs should I plan for a rainbow wedding ceremony?: Plan one ceremony chair per seated guest, plus at least 5% extra folding chairs. For 80 guests, that means 84 chairs so a broken chair or late seating change does not disrupt the ceremony.
When should I set up rainbow wedding decorations?: Set up garlands, flags, table runners, vases and balloon arrangements after tables and chairs are in place, usually 3 to 4 hours before guests arrive. Leave fragile decorations and fresh produce until the final setup period.

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.