Wedding ceremony and reception checklist

Use this checklist to organise the ceremony and reception in the right order, from setting the date and booking both venues to printing the ceremony programme and checking the rings. It covers guest details, registrar arrangements, vows, music, seating, catering, deliveries and the equipment people often forget. Start with the bookings and legal documents, then work through the guest and supplier details before handling the final-day setup.

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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

Set wedding date
2 people
Reserve ceremony venue
Reserve reception venue
Arrange for the registrar
Record witnesses
2 people
Compile guest list
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check guest transport
2 people
Select music for the ceremony
2 people
Select music for the reception
2 people
Gather ceremony texts
2 people
Prepare wedding vows
2 people
Arrange the table layout
2 people
Finalize the menu choice
2 people
Confirm deliveries
Print the ceremony program
Print name badges
Create table numbers
Prepare thank-you cards
2 people
Check ring box
Check wedding documents
2 people
Check the shopping list
2 people
Do the shopping
3 people
Picking up the cake
2 people
Chill drinks
2 people
Prepare snacks
4 people
Clean the ceremony space
3 people
Clean the reception area
3 people
Set up tables and chairs
5 people
Set up ceremony chairs
4 people
Set the tables
4 people
Hang decorations
4 people
Place floral arrangements
2 people
Set up the ceremony table
2 people
Test sound equipment
2 people
Test the music playlist
2 people
Set up the buffet and bar
4 people
Display snacks
3 people
Set up cake table
2 people
Place name tags
2 people
Lay out the programs
Lay out the rings
Welcome suppliers
2 people

Event

Welcome guests
3 people
Support the ceremony
2 people
Instruct the witnesses
2 people
Hand over the rings
Facilitate the group photo
2 people
Serve aperitifs
4 people
Serve snacks
4 people
Refill drinks
2 people
Open the buffet
2 people
Serve dinner
6 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear plates
4 people
Cut the cake
2 people
Serve cake
4 people
Serve coffee and tea
3 people
Lead the first dance
2 people
Provide music
See off guests
2 people

Aftercare

Collect waste
3 people
Wash dishes
4 people
Store leftovers in the fridge
2 people
Remove decorations
4 people
Put furniture back
5 people
Clean the venue
4 people
Return borrowed tableware
2 people
Return rented materials
3 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Ceremony chairsqty 2
High tablesqty 6
Table skirtsqty 10
Party tentsqty 2
Buffet tablesqty 3
Bar stoolsqty 8

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner spoonsqty 100
Dinner forksqty 100
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Chargersqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Mixing bowlsqty 4
Measuring cupsqty 2
Frying pansqty 2
Aluminum foilqty 2
Cling filmqty 2
Parchment paperqty 2
Serving plattersqty 12

Decorations

Table runnersqty 10
Flower vasesqty 12
Candle holdersqty 30
LED candlesqty 30
String lightsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Welcome sign
Ring pillow
Photo framesqty 8
Table numbersqty 10
Name badgesqty 90
Ceremony programsqty 90
Thank-you cardsqty 90

Lighting

Outdoor lightsqty 6
LED spotlightsqty 4

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Book the ceremony and reception venues before sending invitations, and allow time to confirm whether the ceremony space has enough chairs, tables and power access.
Check the wedding documents and registrar arrangements several weeks before the ceremony. Record the witnesses early so missing details do not delay the paperwork.
Collect dietary requirements when guests register, then use the final numbers to confirm the menu, plates, glasses, serving platters and serving utensils.
Create the table layout before printing table numbers or name badges. Leave enough time to change the seating plan after late cancellations or guest updates.
Confirm deliveries and test the microphone, speakers, extension cords and power strips at least one day before the event. Charge phones and other devices before guests arrive.

Frequently asked questions

How early should I start planning a wedding ceremony and reception?: Start at least 9 to 12 months before the wedding if possible. Set the date, reserve both venues and arrange the registrar first, because these choices affect invitations, suppliers and the ceremony schedule.
When should wedding invitations be sent?: Send invitations around 8 to 12 weeks before the wedding, or earlier if guests need to arrange travel. Set an RSVP deadline at least 4 weeks before the event so you can confirm catering and seating.
How many drinks and glasses do I need for a wedding reception?: For the first hour, plan on roughly 2 to 3 drinks per guest, then about 1 drink per hour afterward. Provide enough water glasses as well as wine and champagne glasses, and add a buffer of about 10% for breakages and unexpected guests.
When should I finalise the wedding seating plan and menu?: Finalise both about 2 to 3 weeks before the wedding, after the RSVP deadline and dietary requirements are known. Print table numbers, name badges and the ceremony programme only after the final guest list has been checked.

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.