Vintage wedding checklist: what to arrange and when

A vintage wedding needs more than a date, a venue and a colour palette. You also need to coordinate the guest list, dietary requirements, catering, ceremony paperwork, furniture, table settings, flowers, drinks and the final run sheet. Start with the date and venue, then work through guests and suppliers before ordering printed materials and hire items. In the final week, focus on collections, chilling drinks, food preparation and setting up clearly labelled areas such as the welcome desk, gift table and guest book.

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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

Confirm wedding date and venue
2 people
Compile guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm the catering menu
2 people
Make reservations
Confirm photographer
Assemble the music playlist
2 people
Print the run sheet
Arrange the table layout
2 people
Write name tags
2 people
Print menus
Print ceremony texts
Pick up the bridal bouquet
Collect the flower arrangements
Do the shopping
3 people
Picking up the cake
2 people
Chill drinks
2 people
Prepare snacks
4 people
Cut vegetables and fruit
2 people
Stock the coffee and tea station
2 people
Lay out the ceremony program
Set up the welcome desk
2 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony seating
3 people
Lay out table linen
3 people
Set out tableware
3 people
Set out cutlery
2 people
Set out glasses
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Place candles and lanterns
2 people
Connect sound equipment
2 people
Test the music
2 people
Test the lighting
2 people
Check toilets
Prepare bridal bouquet
Lay out the rings

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Support the ceremony
3 people
Photograph the ceremony
Take group photo
2 people
Guide the cake cutting
2 people
Serve cake and coffee
4 people
Serve snacks
4 people
Refill drinks
2 people
Guide guests to dinner
2 people
Serve dinner
5 people
Serve diet meals
2 people
Clear tables
4 people
Serve coffee and tea
3 people
Lead the first dance
2 people
Provide music
Serve late-night snacks
3 people
Close the bar
2 people
Let guests say goodbye
2 people
Collect gifts
2 people

Aftercare

Chill food leftovers
2 people
Collect waste
3 people
Clear tables
4 people
Stack chairs
3 people
Pre-sort tableware
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the venue
4 people
Remove decorations
3 people
Dismantle furniture
4 people
Pack audio equipment
2 people
Dismantle lighting
2 people
Check stock
Gather borrowed items
2 people
Return rental items
2 people
Store decorative materials
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Round tablesqty 8
Buffet tablesqty 3
Ceremony chairsqty 90
Bride chairsqty 2
Vintage armchairsqty 2
Guestbook table
Gift table
Cake table
Bar stoolsqty 6
Clothes racksqty 2
Umbrella binsqty 2
Table linenqty 14
Chair coversqty 90
Party tentqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12

Decorations

Vintage vasesqty 24
Table numbersqty 8
Name card holdersqty 90
Guest book
Guestbook pensqty 3
Welcome sign
Ceremony board
Chalkboardsqty 4
Chalk markersqty 6
Buntingqty 12
Lace table runnersqty 8
Edge ribbon rollsqty 6
Photo framesqty 12
Polaroid camera
Polaroid filmqty 6
Ring pillow
Cake topper
Confetti bagsqty 90
Clothes hangersqty 20

Equipment

Coolersqty 4
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6

Lighting

String lightsqty 8
Lanternsqty 16
LED candlesqty 60
Standing lampsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving plattersqty 16
Serving traysqty 8
Cake knife
Ice cube traysqty 6

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the date and venue before designing invitations. Send invitations only after you can state the ceremony and reception details clearly, then allow time to process replies and chase missing registrations.
Ask for dietary requirements when guests register, not during the final week. Give the caterer one consolidated list before confirming the menu and seating plan.
Print the run sheet, ceremony texts, menus, table numbers and name tags in advance. Keep spare copies at the welcome desk and give the person running the day a final version.
Check every hired area against the layout: ceremony chairs, round tables, buffet tables, vintage armchairs, the bar and the cake table. Do this at least one day before guests arrive so missing furniture can still be found.
Treat food, flowers and drinks as timed collections. Pick up the bridal bouquet, flower arrangements and cake on the agreed schedule, chill drinks before service, and prepare snacks, cut fruit and the coffee and tea station before guests sit down.

Frequently asked questions

How far in advance should I send vintage wedding invitations?: Send them around 8 to 12 weeks before the wedding, or earlier if many guests need to travel. Set the RSVP deadline at least 4 weeks before the event so you have time to confirm numbers, dietary requirements and the catering menu.
When should I finalise the vintage wedding seating plan?: Finalise it about 2 weeks before the wedding, once most registrations are complete. Print table numbers, name tags and menus during the final week, leaving a small number of blank name cards for late changes.
How much food and drink should I prepare for a vintage wedding?: Use the confirmed guest count as the base for the catering order and add a small buffer agreed with the caterer. For drinks, plan roughly 2 to 3 drinks per guest during the first hour, then adjust for the rest of the reception, while keeping water, coffee and tea available throughout.
What should be done the day before a vintage wedding?: Print and pack the run sheet, ceremony program and menus, check the furniture and tableware layout, and set aside decorations such as vintage vases and the welcome sign. Prepare snacks, cut fruit and vegetables, stock the coffee and tea station, and chill drinks where possible.

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.