Wedding breakfast checklist

A wedding breakfast needs more than a menu and a room. You need a clear order for guest numbers, dietary requirements, suppliers, table settings and food preparation. Start with the date and location, then work toward the final shopping and setup checks. This checklist covers the details that are easy to overlook, from printing name badges and menus to chilling breakfast items, preparing fruit and vegetables, and having enough serving equipment ready 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

Confirm date and location
2 people
Compile guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize the menu
2 people
Select suppliers
2 people
Make reservations
Arrange the table layout
2 people
Design menus
Print menus
Print name badges
Check the shopping list
2 people
Do the shopping
3 people
Pick up fresh bread
Pick up flowers
Check tableware
2 people
Test equipment
2 people
Fill coolers
2 people
Chill breakfast items
2 people
Wash vegetables
2 people
Wash fruit
2 people
Boil eggs
2 people
Portion out sandwich toppings
2 people
Fold napkins
2 people
Sort decorations
2 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
3 people
Set the tables
3 people
Place floral arrangements
2 people
Hang decorations
3 people
Set out tableware
3 people
Set out cutlery
2 people
Place buffet cards
Prepare coffee and tea
2 people
Fill bread baskets
2 people
Set up the cold buffet
3 people
Bring the warm buffet up to temperature
3 people
Set out drinks
2 people
Check toilets
Place waste stations

Event

Welcome guests
3 people
Serve aperitifs
3 people
Open the breakfast buffet
2 people
Escort guests to tables
2 people
Serve coffee
2 people
Maintain the buffet
3 people
Refill drinks
2 people
Collect used dishes
2 people
Serve diet meals
2 people
Check toilets periodically
Make more coffee
Set up the dessert buffet
2 people
Serve dessert
2 people
Serve farewell drinks
2 people
See guests off
2 people

Aftercare

Chill leftovers safely
2 people
Take down the buffet
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean tables and floor
3 people
Collect waste
2 people
Dispose of waste
2 people
Check rental equipment
2 people
Return rental items
2 people
Empty and clean coolers
2 people
Distribute leftover food
2 people
Return venue keys
Perform final venue check
2 people

What to bring

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

Furniture

Dining tablesqty 7
Buffet tablesqty 3
Chairsqty 60
Stoolsqty 6
Clothes hangersqty 2

Tableware

Breakfast platesqty 65
Dessert platesqty 65
Coffee cupsqty 65
Water glassesqty 65
Wine glassesqty 65
Champagne glassesqty 60
Knivesqty 65
Forksqty 65
Teaspoonsqty 65
Serving spoonsqty 12
Serving utensilsqty 10
Bread basketsqty 8
Small bowlsqty 20
Glass pitchersqty 8
Coffee potsqty 5
Teapotsqty 4
Serving plattersqty 12
Keep serving platters warmqty 6

Decorations

Tableclothsqty 10
Napkinsqty 100
Menusqty 12
Name badgesqty 60
Flower vasesqty 10
LED string lightsqty 4
Table décorqty 10
Welcome sign
Balloon archesqty 2
Balloonsqty 100
Ribbonsqty 6
Candlesqty 24

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Coolersqty 4
Ice packsqty 20
Thermos flasksqty 6
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 2
Cling filmqty 3
Storage binsqty 12

Cleaning

Waste binsqty 5
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Towelsqty 12

Lighting

Standing lampsqty 2

Catering

Groceries

Tips

Confirm the guest list before finalising the menu. Collect dietary requirements at the same time, then give the caterer or food team one confirmed list rather than passing on changes piecemeal.
Allow time for printed details to be checked before the wedding breakfast. Menus, name badges and the table layout should match the final guest list, with a few spare badges available for last-minute changes.
Check tableware by counting each type against the final number of guests. Plates, cups, glasses, cutlery and serving utensils are often borrowed from different places, so identify missing items before shopping day.
Do the main shopping before the event, but collect fresh bread and flowers as close to serving time as practical. Wash fruit and vegetables, boil eggs and portion sandwich toppings ahead so the final setup is not doing every job at once.
Test equipment and prepare the serving area before food arrives. Fill coolers, chill breakfast items, set out bread baskets and serving platters, and make sure coffee pots and teapots are ready before guests sit down.

Frequently asked questions

How far in advance should I send wedding breakfast invitations?: Send invitations early enough to receive registrations before you finalise the menu and seating plan. Set the RSVP deadline at least 4 weeks before the wedding breakfast, leaving time to follow up non-responses and confirm dietary requirements.
When should I finalise the wedding breakfast menu?: Finalise the menu after the guest list and dietary requirements are confirmed, ideally 3 to 4 weeks before the event. This gives you time to select suppliers, make reservations and create accurate menus.
How much tableware do I need for a wedding breakfast?: Count one place setting per guest, including a breakfast plate, dessert plate, cup, water glass, wine glass, cutlery and teaspoon where needed. Add at least 5 to 10% spare pieces, especially for glasses, cups and plates used during service.
What should be prepared the day before a wedding breakfast?: The day before, check the shopping list, wash vegetables and fruit, boil eggs, portion sandwich toppings and fold napkins where possible. Chill items that can safely be refrigerated, while leaving fresh bread and flowers for collection closer to the event.

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.