Spring wedding checklist: what to arrange and when

A spring wedding needs more than a guest list and a pretty table plan. You will need to coordinate invitations, dietary requirements, catering, flowers, cake, music, speeches and deliveries, while keeping a close eye on changeable weather. Work through the plan in order, then use the final week to confirm suppliers, print the run sheet and check every item needed for the ceremony, meal and reception. This checklist helps you see what is easy to leave too late.

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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

Compile guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create final guest list
2 people
Carry out a site visit
2 people
Determine table layout
2 people
Arrange seating
2 people
Finalize the menu
2 people
Make a catering reservation
Order cake
Order flowers
Create a music selection
2 people
Set Up Ceremony Music
Collect speeches
Print the run sheet
Confirm deliveries
Check the weather forecast
Set a rain plan
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Picking up the cake
2 people
Pick up flowers
2 people
Open venue
2 people
Check rooms
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony chairs
3 people
Set the tables
3 people
Hang decorations
4 people
Place floral arrangements
2 people
Install lighting
3 people
Connect sound equipment
2 people
Test the music
2 people
Test microphones
2 people
Set up the buffet
4 people
Prepare snacks
4 people
Prepare salads
3 people
Fill bread baskets
2 people
Set up the drink station
2 people
Set up coffee station
2 people
Set out tableware
3 people
Place name tags
2 people
Restock toiletries
Place waste bins
2 people
Mark parking route
2 people
Brief the master of ceremonies
2 people
Check deliveries
2 people
Place wedding cake
2 people
Perform final room check
2 people

Event

Welcome guests
4 people
Serve welcome drinks
3 people
Support the ceremony
3 people
Facilitate the group photo
3 people
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve coffee and tea
2 people
Cut the cake
2 people
Guide speeches
2 people
Provide party music
2 people
See off guests
3 people

Aftercare

Pack leftovers
3 people
Collect tableware
4 people
Sort waste
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Disconnect equipment
2 people
Clean the venue
4 people
Return rented items
2 people
Collect lost property
Distribute leftover flowers
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Table linenqty 11
Chair coversqty 60
Gift table
Cake table
Coat rackqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 70
Forksqty 80
Knivesqty 80
Serving spoonsqty 12

Decorations

Flower arrangementsqty 10
Welcome sign
Table number cardsqty 8
Name badgesqty 70
Menusqty 70
Buntingqty 4
Paper lanternsqty 20
Cloth napkin ringsqty 70
Vasesqty 10
Candle holdersqty 24
LED candlesqty 30
Ring pillow

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Food warmersqty 4
Thermos flasksqty 4
Clothes steamers

Kitchen

Cutting boardsqty 4
Chicken thighsqty 4
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 3
Cake server

Lighting

String lightsqty 6
Outdoor lightsqty 4
Flashlightsqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set a firm RSVP deadline and allow at least 7 days afterwards to process registrations, chase missing replies and collect dietary requirements before creating the final guest list.
Visit the venue before fixing the table layout. Measure the available space for party tents, buffet tables, high tables and seating, and leave clear routes between the ceremony, meal and drinks areas.
Place catering, cake and flower orders early enough to secure the date, then confirm each delivery during the final week. Arrange a specific collection time for the cake and flowers if they are not being delivered.
Prepare the ceremony and reception materials together: ceremony music, the music selection, speeches, menus, table number cards and the printed run sheet. Keep one spare printed copy with the person coordinating the day.
Check the weather forecast several times during the final week and keep the rain plan practical. If guests may be outdoors, confirm the party tent, tables, chairs and lighting or decoration setup before the day itself.

Frequently asked questions

How far in advance should I send spring wedding invitations?: Send invitations around 10 to 12 weeks before the wedding, with an RSVP deadline at least 4 weeks before the date. That leaves time to process replies, collect dietary requirements and finalise catering and seating.
When should I finalise the spring wedding seating plan?: Create a working layout after your venue visit, then finalise seating 2 to 3 weeks before the wedding once most replies are in. Keep a short buffer for late changes and print table number cards only after the layout is settled.
How many glasses and plates do I need for a spring wedding?: Plan at least one dinner plate, dessert plate, water glass and wine glass per guest, plus a 10% spare supply. Add coffee cups, champagne glasses and serving utensils according to the drinks and menu you are serving.
When should I check the weather and activate the rain plan?: Check the forecast 7 days before the wedding, again 72 hours before, and once more on the morning itself. Decide by the agreed venue or supplier deadline—usually 24 to 48 hours ahead—so tents, furniture and ceremony arrangements can be changed in time.

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.