Wedding dinner checklist

A wedding dinner runs smoothly when guest numbers, dietary needs and table planning are settled before you order food or print menus. Start with the guest list and RSVP deadline, then confirm the final headcount and seating layout. In the final week, check tableware, linen, decorations and deliveries against the plan. This checklist also covers the details couples often leave too late, such as collecting speeches, chilling drinks and buying fresh groceries.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile guest list
2 people
Send invitations
2 people
Set RSVP date
Process registrations
Collect dietary requirements
Confirm dietary requirements
Determine the final number of guests
2 people
Arrange the table layout
2 people
Design menus
Print menus
Make name badges
2 people
Confirm deliveries
Make reservations
Check tableware
2 people
Check glasses
2 people
Check table linen
Sort decorations
2 people
Compile music list
Collect speeches
Sharing route information
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare desserts
2 people
Wash and cut vegetables
2 people
Iron table linens
Bring materials to the venue
3 people
Ventilate the venue
Make the kitchen workable
2 people
Set up buffet and serving tables
3 people
Set up dining tables
4 people
Set up chairs
3 people
Lay table linen
3 people
Set out plates and cutlery
3 people
Set out glasses
2 people
Place name tags
2 people
Place menus
2 people
Place table decorations
3 people
Hang decorations
3 people
Hang lighting
2 people
Connect sound equipment
2 people
Test the music
Lay out toilet supplies
Place waste bins
Prepare the aperitif
2 people
Prepare snacks
3 people
Prepare the dinner buffet
3 people
Set aside special diet meals
2 people

Event

Serve welcome drinks
3 people
Welcome guests
3 people
Serve snacks
3 people
Refill drinks
2 people
Escort guests to their table
2 people
Serve starter
4 people
Clear the starter
3 people
Serve the main course
5 people
Refill side dishes
2 people
Clear away the main course
4 people
Guide speeches
Serve coffee and tea
3 people
Serve dessert
4 people
Clear dessert
3 people
Clear the dance floor
3 people
Start the party music
Serve late-night snacks
2 people
See off guests
2 people

Aftercare

Pack leftovers safely
3 people
Collect waste
3 people
Collect tableware
3 people
Collect glasses
2 people
Clean the kitchen
3 people
Wash dishes
3 people
Wipe down tables
2 people
Put the chairs back
2 people
Remove decorations
3 people
Remove lighting
2 people
Clean the floor
2 people
Clean the restrooms
2 people
Pack audio equipment
2 people
Return materials
3 people
Return borrowed items
2 people
Distribute leftovers
2 people

What to bring

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

Furniture

Dinner tablesqty 8
Buffet tablesqty 3
Serving tablesqty 2
Chairsqty 70
Bar unit
Coat racksqty 2
Dance floor

Tableware

Dinner platesqty 75
Starter platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 70
Dinner knivesqty 75
Dinner coversqty 75
Tablespoonsqty 75
Dessert spoonsqty 75
Serving spoonsqty 12
Serving tongsqty 8
Carafesqty 12
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Napkinsqty 80
Table runnersqty 8
Name badgesqty 70
Menusqty 35
Flower vasesqty 12
Artificial flowersqty 60
Candlesqty 48
Candle holdersqty 24
Welcome sign
Table numbersqty 8
Balloonsqty 80
Ribbonsqty 4

Lighting

String lightsqty 6
LED lampsqty 12
Extension cordsqty 6

Equipment

Bluetooth speakerqty 2
Microphoneqty 2
Microphone stand
Power stripsqty 6
Coolersqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Pansqty 12
Food warmersqty 6
Induction platesqty 2
Coffee machinesqty 2
Kettlesqty 2
Kitchen towelsqty 12
Oven mittsqty 4
Aluminum foilqty 2
Cling filmqty 2
Storage binsqty 15

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Trash bagsqty 30

Catering

Groceries

Tips

Set the RSVP deadline early enough to leave at least 10 days for chasing missing replies, processing registrations and confirming dietary requirements before giving the caterer a final guest count.
Plan table settings from the final seating layout, not from the number of tables alone. Each guest may need a dinner plate, starter plate, dessert plate, water glass and wine glass, plus the correct cutlery for the menu.
Confirm every delivery at least 48 hours before the dinner. Check the arrival time, unloading point and whether tables, chairs, table linen, glassware or serving equipment are included.
Prepare menus, name badges and table decorations only after the guest list and table layout are final. Print a few spare menus and keep extra name badges available for last-minute changes.
Separate shopping into two rounds: buy non-perishable items several days ahead, then purchase fresh groceries close to the dinner. Chill drinks several hours before guests arrive and leave enough fridge space for desserts.

Frequently asked questions

How far in advance should I send wedding dinner invitations?: Send them far enough ahead to set an RSVP deadline at least 3 to 4 weeks before the dinner. That gives you time to chase replies, collect dietary requirements and confirm the final number of guests.
When should I finalise the wedding dinner guest count?: Finalise it about 10 to 14 days before the dinner, once late RSVPs and dietary requirements have been checked. Use that number for catering, seating, menus and tableware quantities.
How many glasses and plates do I need per wedding dinner guest?: Plan one dinner plate, one starter plate and one dessert plate per guest, plus one water glass and at least one wine glass. Add around 10% spare tableware and glasses to cover breakage, spills and unexpected guests.
When should I prepare drinks and fresh food for a wedding dinner?: Buy fresh groceries one day before the dinner where possible, and chill drinks for at least 4 hours before serving. Prepare desserts early enough to refrigerate them without competing for space with drinks and other fresh food.

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.