Wedding brunch checklist: what to arrange and when

A wedding brunch needs a tighter schedule than a standard reception because food, speeches, the ceremony programme, and supplier deliveries often overlap. Start with the date, venue, guest list, and dietary requirements, then move to layout, menu, rentals, flowers, music, and photography. In the final days, confirm every delivery and collection, check the forecast, and separate fresh groceries from items that can be bought earlier. This checklist keeps the planning sequence clear without losing track of small details such as children’s chairs, coffee cups, or the gift table.

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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
Compile guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Map out transport needs
Arrange the table layout
2 people
Create menu
2 people
Order the wedding cake
Order flowers
Reserve snack delivery
Reserve furniture
Reserve audio equipment
Confirm photographer
Coordinate the ceremony program
2 people
Compile music list
2 people
Prepare the toast moment
2 people
Collect speeches
Note emergency contacts
Check the weather forecast
Check the shopping list
2 people
Buy fresh groceries
2 people
Buy drinks and non-perishable stock
2 people
Pick up the wedding cake
2 people
Pick up flowers
Check tableware
2 people
Sort decorations
2 people
Lay out the clothes and rings
2 people
Clear the venue
3 people
Set up tables
4 people
Set up chairs
4 people
Placing buffet furniture
3 people
Set out tableware and cutlery
3 people
Set table linen
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Hang string lights
2 people
Connect music equipment
2 people
Test microphone
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare cold dishes
3 people
Prepare hot dishes
3 people
Arrange snacks on platters
2 people
Set up the wedding cake
2 people
Place name tags
2 people
Check restroom
Set up the reception table
2 people
Check deliveries
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Support the ceremony
3 people
Open the brunch buffet
2 people
Serve brunch
4 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Collect used dishes
2 people
Guide the speech segment
2 people
Cut the wedding cake
2 people
Serve cake
3 people
Facilitate the group photo
2 people
Provide music
Serve coffee and tea
2 people
See guests off
2 people

Aftercare

Pack leftovers safely
3 people
Collect gifts
2 people
Separate waste
3 people
Wash dishes
3 people
Dismantle tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Empty and clean coolers
2 people
Check borrowed items
2 people
Return rental items
2 people
Distribute leftover food
2 people
Remove flowers and waste
2 people

What to bring

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

Furniture

Banquet tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Reception desk
Gift table
High tablesqty 4
Tablecloth tablesqty 2
Children's chairsqty 3

Tableware

Dinner platesqty 75
Pastry platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 75
Champagne glassesqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 70
Serving plattersqty 12

Decorations

Tableclothsqty 10
Napkinsqty 90
Name badgesqty 70
Menusqty 12
Flower arrangementsqty 10
Vasesqty 15
Balloonsqty 80
Balloon arch
Welcome sign
Photo backdrop
Ring pillow
Cake topper
Gift bagsqty 5

Equipment

Party tentqty 2
Coolersqty 4
Bain-mariesqty 3
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakerqty 2
Wireless microphone
Extension cordsqty 5
Power stripsqty 4
Ice cube traysqty 4

Kitchen

Cutting boardsqty 5
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8
Measuring cupsqty 3
Mixing bowlsqty 5
Aluminum foilqty 3

Cleaning

Waste binsqty 5
Trash bag holdersqty 3
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Lighting

String lightsqty 6
LED lanternsqty 8
Table lampsqty 12

Catering

Groceries

Tips

Set the guest and dietary information deadline at least 3 weeks before the brunch. Use the final numbers to confirm chairs, children’s chairs, plates, glasses, coffee cups, and the amount of food and drinks.
Plan the room layout before reserving furniture. Mark the buffet tables, reception desk, gift table, high tables, banquet tables, and the route guests will use between the ceremony, food, and seating areas.
Finish the menu, cake order, flowers, snack delivery, and drinks plan at least 2 weeks ahead. Keep fresh groceries for the final 1–2 days, while non-perishable stock can be checked and bought earlier.
Confirm photographer, audio equipment, transport, speeches, music, and the ceremony programme 7 days before the event. Send one shared schedule to the people responsible for deliveries, announcements, and the toast moment.
Use the final 24 hours for the weather forecast, shopping-list check, and supplier confirmations. Arrange cake and flower pickup times in advance, and prepare a short contact sheet with emergency numbers before setup begins.

Frequently asked questions

When should I send wedding brunch invitations?: Send them around 8–12 weeks before the wedding brunch, with a clear registration deadline. Close registrations at least 3 weeks before the event so you can confirm the menu, dietary requirements, seating, rentals, and drinks.
How far in advance should I order a wedding brunch cake?: Order the wedding cake at least 4–6 weeks ahead, then confirm the design, serving time, and pickup details 7 days before the brunch. Schedule collection early enough to allow safe transport and setup.
When should I buy food and drinks for a wedding brunch?: Buy drinks and non-perishable stock 3–7 days before the event, after checking the final guest count. Buy fresh groceries within the last 1–2 days, and confirm any snack delivery separately.
What should I confirm the week before a wedding brunch?: Seven days before, confirm the venue, photographer, furniture, audio equipment, flowers, cake, transport, deliveries, speeches, music, and ceremony programme. Check the forecast and make sure emergency contacts and the final shopping list are available.

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