Wedding festival checklist: what to arrange and when

A wedding festival combines a ceremony, dinner, drinks and live entertainment, so the setup needs more than a standard wedding timeline. Start with the guest list and dietary requirements, then confirm reservations, food, drinks and music before ordering supplies. In the final days, separate fresh shopping from non-perishable items and schedule flowers and cake collection. On the day, allow time to inspect the site, check deliveries, build the tents and connect the sound system before guests arrive.

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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

Compile guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange the table layout
2 people
Confirm reservations
Create the menu and drink list
2 people
Compile the music playlist
Print ceremony program
Make name badges
2 people
Share route and parking information
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Pick up flowers
Picking up the cake
Open venue
2 people
Check deliveries
2 people
Inspect the site
2 people
Build party tents
4 people
Set up cocktail tables
3 people
Set up dining tables
4 people
Set up chairs
4 people
Set up the stage area
3 people
Connect sound equipment
2 people
Hang lighting
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Put up the welcome sign
Set up the photo area
2 people
Set up the gift table
2 people
Set up the cloakroom
2 people
Check toilets
Set up the coffee corner
2 people
Set up the bar
3 people
Chill drinks
2 people
Set out tableware
3 people
Prepare snacks
3 people
Set up the buffet
3 people
Prepare cake for display
2 people
Hold team briefing
4 people

Event

Welcome guests
3 people
Distribute program
2 people
Serve welcome drinks
3 people
Support the ceremony
2 people
Play music during the ceremony
Serve snacks
4 people
Refill drinks
2 people
Guide guests to dinner
2 people
Open the dinner buffet
3 people
Restock plates and cutlery
2 people
Serve diet meals
2 people
Serve coffee and tea
2 people
Cut the cake
2 people
Serve cake
3 people
Coordinate music and dancing
Serve evening snacks
2 people
See off guests
3 people
Collect gifts securely
2 people

Aftercare

Bring waste to the collection point
3 people
Wash dishes
3 people
Clean the bar
2 people
Take down the buffet
3 people
Clean the venue
4 people
Remove decorations
3 people
Dismantle furniture
4 people
Pack audio equipment
2 people
Dismantle lighting
3 people
Chill leftover food
2 people
Sort usable items
2 people
Return rental items
2 people
Dispose of waste
2 people
Collect lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 2
Dinner tablesqty 8
High tablesqty 6
Chairsqty 90
Buffet tablesqty 3
Bar stoolsqty 8
Coat racksqty 2
Gift table
Ceremony chairsqty 90
Stage sectionsqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Refrigeratorsqty 2
Bar cooling
Wireless microphonesqty 2
Speakersqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 6
First aid kit

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10

Decorations

Balloon archesqty 2
Table runnersqty 8
Napkin holdersqty 8
Flower vasesqty 12
Welcome sign
Program standsqty 4
Name badgesqty 90
Table numbersqty 8
Photo frame
Backdrop cloth
Candlesqty 36
Candle holdersqty 36

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving spoonsqty 8
Aluminum foilqty 4
Food storage containersqty 12
Cake knife

Cleaning

Washing-up bowlsqty 3
Spongesqty 12
Trash binsqty 6
Hand broomsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set a firm RSVP deadline before you finalise the menu, seating plan or name badges. Keep dietary requirements with the guest list so the caterer can work from one up-to-date record.
Plan the site setup in zones: ceremony chairs, dining tables, cocktail tables, buffet and bar, gift table, coat racks and the stage. This prevents furniture and equipment from being moved repeatedly.
Check every delivery as it arrives, including tents, tables, chairs, tableware, refrigeration and sound equipment. Do not assume missing items will be noticed by the supplier later that day.
Buy non-perishable supplies first and leave fresh groceries, flowers and the cake for the final day or agreed collection window. Confirm each pickup time in writing, especially for the cake and flowers.
Test the wireless microphones, speakers, mixer and music player before the ceremony begins. Keep the ceremony programme, route and parking information ready before guests start arriving.

Frequently asked questions

How far in advance should I send wedding festival invitations?: Send invitations around 10 to 12 weeks before the event, with an RSVP deadline at least 4 weeks before the date. You need the final numbers for food, seating, badges and tableware.
When should I finalise the wedding festival seating plan?: Finalise the seating plan 2 to 3 weeks before the event, after most registrations are processed. Recheck it after the RSVP deadline so dietary requirements and late changes are included.
When should I buy fresh food, flowers and the wedding cake?: Buy fresh groceries within 1 to 2 days of the event, collect flowers on the agreed delivery or pickup day, and confirm the cake collection time at least 1 week in advance. Keep chilled items in working refrigerators or coolers until serving.
How long does wedding festival setup take?: Allow at least 4 to 6 hours for a full setup with tents, tables, chairs, ceremony seating, the stage and sound equipment. Add extra time if deliveries arrive separately or the site needs inspection and clearing first.

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