Virtual wedding checklist: organise the day without last-minute technical problems

A virtual wedding needs the same careful planning as an in-person ceremony, plus a reliable online setup. Start with the guest list, date, platform and registration process before designing invitations. Then organise catering, music, speeches and the ceremony script while there is still time to revise them. In the final weeks, test every laptop, webcam, microphone, presentation and digital music file, and give guests clear joining instructions. This checklist brings the 74 planning tasks and 58 required items into one workable order.

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

Compile guest list
2 people
Confirm date and time
2 people
Choose the video platform
2 people
Reserve video link
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
2 people
Choose music for the ceremony
2 people
Choose music for the party
2 people
Write the ceremony script
2 people
Confirm speakers
Collect speeches
Create virtual backgrounds
Create a digital program card
Create digital route instructions
Send reminder to guests
Create a technical contact list
Schedule an online rehearsal
Hold online rehearsal
6 people
Test sound settings
2 people
Test camera footage
2 people
Test presentation
2 people
Prepare digital music files
Do the shopping
3 people
Check groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out cakes and desserts
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the ceremony area
3 people
Hang decorations
3 people
Set up lights and candles
2 people
Unload catering
3 people
Set up the buffet
4 people
Set out tableware
2 people
Connect the technical equipment
2 people
Place the camera in the center
2 people
Set up microphones
2 people
Open the streaming room
2 people
Set out the guest list
Give technical briefing
4 people
Prepare the bride and groom
2 people

Event

Start livestream
2 people
Welcome guests digitally
2 people
Support the ceremony
3 people
Play music during the ceremony
Admit speakers digitally
Take a virtual group photo
2 people
Pour Champagne
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide speeches
2 people
Open the buffet
2 people
Restock the buffet
3 people
Cut the cake
2 people
Serve dessert
3 people
Play party music
See off guests
2 people
End the livestream
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Remove decorations
3 people
Switch off the equipment
2 people
Pack equipment
2 people
Clean the room
3 people
Distribute leftover food
2 people
Return rented materials
2 people
Store recordings securely
Send thank-you message

What to bring

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

Equipment

Laptopsqty 3
Webcamsqty 3
Tripodqty 2
Microphonesqty 3
Microphone standsqty 3
Headphonesqty 4
HDMI cablesqty 4
USB cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Power banksqty 3
Spare batteriesqty 12
Wireless miceqty 3
USB sticksqty 3
Laptop standsqty 3

Furniture

Dining tablesqty 3
Chairsqty 8
Buffet tablesqty 2
Side tablesqty 3
Tableclothqty 5
Stoolsqty 4

Tableware

Dinner platesqty 50
Dessert platesqty 50
Water glassesqty 50
Wine glassesqty 50
Champagne glassesqty 50
Coffee cupsqty 30
Forksqty 50
Knivesqty 50
Spoonsqty 50
Teaspoonsqty 30
Serving plattersqty 8
Serving tongsqty 6

Decorations

Flower arrangementsqty 6
Vasesqty 12
Table runnersqty 5
Balloonsqty 80
Balloon arch
Buntingqty 6
Confettiqty 4
Ring pillow
Photo framesqty 8
Name badgesqty 50
Welcome sign

Lighting

LED light stringsqty 6
Table lampsqty 4
LED candlesqty 24
Ring lightsqty 2

Kitchen

Coolersqty 3
Cutting boardsqty 4
Chef's knivesqty 3
Serving plattersqty 8
Bread knivesqty 2
Measuring cupsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Reserve the video link as soon as you choose the platform, then include the final link and digital route instructions in the invitation and reminder. Test the link with at least one guest before sending it widely.
Schedule the online rehearsal at least 7 days before the ceremony. Run through speaker handovers, the ceremony script, music, presentation sharing and camera positions rather than only checking that everyone can join.
Assign a technical contact and keep a written contact list ready for the day. Prepare one spare laptop, extra USB and HDMI cables, power banks, spare batteries and headphones so a single connection or power problem does not stop the ceremony.
Test sound settings, camera footage and the presentation twice: once during the rehearsal and again 60 minutes before guests arrive. Use a tripod or laptop stand, connect microphones securely and keep extension cords and power strips out of walkways.
Plan the physical setup for anyone hosting from home, including dining or buffet tables, chairs, tablecloths and tableware. Count plates, glasses, cups, forks, knives and spoons against the number of people eating at each location, not just the number watching online.

Frequently asked questions

How far in advance should I send virtual wedding invitations?: Send invitations 8 to 12 weeks before the ceremony when possible. Include the date, time, video platform, registration method and joining instructions, then send a reminder 3 to 7 days before the event.
When should we hold a virtual wedding rehearsal?: Hold the online rehearsal at least 7 days before the wedding, with every speaker and anyone operating the presentation or music. Repeat the essential sound, camera and screen-sharing checks 60 minutes before going live.
What equipment do I need for a virtual wedding ceremony?: Plan for at least one laptop, webcam, microphone, headphones and a stable camera position, plus the cables and power supplies each device needs. Keep a spare laptop, extra cables, a power bank and spare batteries available on the day.
How long should a virtual wedding ceremony checklist take to complete?: Allow 6 to 10 weeks for guest registration, invitations, catering, music, speeches and the ceremony script. Reserve the final 7 days for the rehearsal, technical checks, digital files and guest reminders rather than new planning decisions.

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.