What You Need for a Virtual Wedding

A virtual wedding needs more than a laptop and a video link. You’ll need reliable audio and camera equipment, backup power and cables, plus the tableware and furniture for anyone celebrating together in person. Use your guest count to work out quantities, then add spares for the items that can stop the ceremony: microphones, batteries, chargers and connection cables. This shopping list also helps you prepare the dining and drinks setup without leaving small essentials until the last day.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Whipped cream - 2 cans
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- Prosecco - 12 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Ice cubes - 12 kilo
- Baguettes - 12 pieces
- Butter - 1 kilo
- Herb butter - 8 tubs
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Back ham - 1.5 kilos
- Smoked chicken - 1,5 kilo
- Hummus - 1.5 kilos
- Olives - 1 kilo
- Grapes - 3 kilos
- Strawberries - 3 kilos
- Apples - 3 kilos
- Pears - 2 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Snack mix - 4 bags
- Rice crackers - 4 bags
- Crackers - 6 packs
- Toast rounds - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Mixed salad - 2 kilos
- Pasta salad - 4 kilo
- Potato salad - 4 kilos
- Crudités salad - 3 kilos
- Wraps - 80 pieces
- Falafel - 3 kilos
- Grilled vegetables - 3 kilos
- Chicken breast - 4 kilos
- Pasta - 3 kilos
- Tomato sauce - 4 jars
- Parmesan cheese - 1 kilo
- Sandwich rolls - 60 pieces
- Wedding cake - 1 cake
- Mini pastries - 80 pieces
- Chocolate - 2 kilos
- Cookies - 8 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Napkins - 150 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Cleaning spray - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Freezer bags - 2 boxes
- Food storage containers - 20 pieces

Tips

Plan one laptop or camera setup for each active speaking location, and keep at least one spare laptop available for troubleshooting. Test every webcam, microphone and presentation connection during the online rehearsal.
Count tableware by guest rather than by household: provide one dinner plate, dessert plate, water glass, wine glass, champagne glass, coffee cup, fork, knife and spoon per person using the relevant setting. Add 10% extra for breakage, late arrivals or replacements.
Buy or gather at least two spare batteries for every battery-powered device, and keep power banks charged before the ceremony. Put extension cords and power strips where cameras and laptops will actually be used, not in a remote storage area.
Use a tripod or laptop stand for each fixed camera position so the image stays steady and faces remain visible. Leave roughly 30 minutes before going live to connect HDMI and USB cables, adjust sound and confirm the presentation works.
Set up a separate buffet table and side table before guests arrive if food and drinks are served in person. Place tablecloths, chairs and stools during the final room setup, and keep a USB stick with the digital music files as an offline backup.

Frequently asked questions

What equipment do I need for a virtual wedding?: Plan for at least one laptop, webcam and microphone at each location where someone will speak or perform. Add headphones, a tripod or laptop stand, the required USB or HDMI cables, and one backup device for the main ceremony setup.
How many glasses and plates do I need for a virtual wedding?: For an in-person group, count one dinner plate, dessert plate, water glass, wine glass, champagne glass and coffee cup per guest. Buy or set aside 10% extra, so a group of 20 needs 22 of each item used by everyone.
When should I test the technology for a virtual wedding?: Run a full online rehearsal at least 7 days before the ceremony, including sound, camera footage and presentations. Repeat a shorter connection check 1 to 2 hours before guests join.
What should I buy as backups for a virtual wedding?: Keep at least one spare laptop or USB stick for essential files, two spare batteries per battery-powered device, and backup microphones or headphones if the ceremony depends on live audio. Have the music files available offline before the event day.

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