Wedding ceremony checklist: what to arrange and when

A wedding ceremony involves more than booking a venue and choosing your vows. You also need to coordinate the officiant, witnesses, legal documents, guest details, music, transport and the transition to dinner. This checklist puts those decisions in a workable order, from setting the date and sending invitations to checking tableware, chilling drinks and collecting the cake. Use it to see what must be confirmed early and what can wait until the final week.

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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 the date and guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve ceremony venue
2 people
Reserve dinner venue
2 people
Book officiant
2 people
Book photographer
2 people
Choose music for the ceremony
2 people
Choose dinner music
2 people
Write ceremonial vows
2 people
Check wedding documents
2 people
Confirm witnesses
2 people
Arrange the table layout
2 people
Share menu and dietary requirements
2 people
Arrange transportation for guests
2 people
Send parking information
Check the weather forecast
Confirm bad weather plan
2 people
Check the shopping list
2 people
Do the shopping
2 people
Pick up cake and pastries
2 people
Chill drinks
2 people
Check tableware
2 people
Sort decorations
2 people
Set out vows and documents
Open venue
2 people
Ventilate the rooms
2 people
Clean the ceremony space
3 people
Clean the dining hall
3 people
Place chairs for the ceremony
4 people
Set up dinner tables
4 people
Set up the ceremony arch
2 people
Hang decorations
3 people
Arrange flower displays
2 people
Set the tables
4 people
Set up the welcome desk
2 people
Set out the guestbook
Test sound equipment
2 people
Prepare ceremony documents
Set up catering
4 people
Escort the bride and groom
2 people
Welcoming witnesses
Receive deliveries
2 people

Event

Welcome guests
4 people
Hand out the program to guests
2 people
Guide guests to their seats
3 people
Assist with the wedding ceremony
3 people
Provide music during the ceremony
Take wedding photos
2 people
Serve aperitifs
4 people
Refill drinks
2 people
Serve snacks
3 people
Guide guests to dinner
3 people
Serve dinner
6 people
Serve diet meals
2 people
Clear plates and glasses
4 people
Cut the cake
2 people
Serve cake and coffee
4 people
Serve the toast
3 people
Support the evening program
2 people
Provide music during the party
Announce the final round
See guests out
3 people

Aftercare

Store leftovers in the fridge
3 people
Collect waste
3 people
Wash dishes
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Sort borrowed items
2 people
Return rental items
2 people
Distribute leftover food
2 people
Store the guest book and gifts securely
Collect lost property
2 people
Switch off and store equipment
2 people

What to bring

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

Furniture

Ceremony chairsqty 90
Dining tablesqty 10
Dinner chairsqty 90
Wedding table
Buffet tablesqty 4
Welcome table
Gift table
Stoolsqty 4
Coat racksqty 2
Party tentqty 2

Tableware

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

Decorations

Ceremony arch
Arch backdropqty 2
Table runnersqty 10
Chair coversqty 90
Flower arrangementsqty 12
Bouquetsqty 3
LED candlesqty 40
Candle holdersqty 20
Buntingqty 8
Welcome sign
Table numbersqty 10
Guest book
Pens for the guestbookqty 4
Ring box
Confetti containersqty 10

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone stand
Music player
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 8
Standing lampsqty 4

Kitchen

Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Cake knife
Serving tongsqty 8
Ice packsqty 20
Bottle openersqty 4
Corkscrewsqty 4
Waste binsqty 6

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Floor squeegeesqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the date, guest list and ceremony venue before designing invitations. Confirm the dinner venue and officiant at the same time, because their availability determines the wording and timing of the invitations.
Ask guests for dietary requirements when processing registrations, then share the final information with whoever is preparing dinner. Do this before arranging the table layout so seating and menu information match.
Check the legal wedding documents and confirm the witnesses several weeks before the ceremony. Keep the documents together and verify whether the officiant needs copies in advance.
Plan guest transport and send parking information with the final practical details. Include a clear departure time and allow extra time for anyone travelling between the ceremony and dinner venue.
Review the weather forecast during the final week and confirm the bad-weather plan before buying or setting up outdoor details. If the ceremony moves indoors, check that the chairs, ceremony arch, tableware and coat racks still fit.

Frequently asked questions

How far in advance should I start planning a wedding ceremony?: Start at least 9 to 12 months before the ceremony if you need to secure a venue, officiant and photographer. Set the date and guest list first, then send invitations once the key bookings are confirmed.
When should wedding invitations be sent?: Send them around 8 to 12 weeks before the ceremony, or earlier if many guests need to travel. Set an RSVP deadline about 4 to 6 weeks before the date so you can collect dietary requirements and arrange seating.
When should I confirm the wedding documents and witnesses?: Check the required documents at least 6 to 8 weeks before the ceremony and confirm the witnesses by the same point. Some officiants or authorities may need details earlier, so verify the deadline as soon as the booking is made.
What should I do in the final week before a wedding ceremony?: Check the forecast and bad-weather plan, review the shopping list, do the shopping, chill the drinks and check all tableware. Pick up the cake and pastries close enough to serving time that they remain fresh, while leaving at least one day for unexpected problems.

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.