Wedding gala checklist: what to arrange and when

A wedding gala needs more than a guest list and a meal. You need time to confirm dietary requirements, finalise the seating plan, coordinate deliveries and prepare enough tableware for each course and drink. This checklist takes you from invitations and registrations to opening the venue and setting the tables. Use it to spot details that are often left until the last minute, such as name badges, chilled drinks, the run sheet and covered serving dishes.

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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
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Create final guest list
2 people
Confirm the catering menu
2 people
Make reservations
Compile the music program
Arrange the table layout
2 people
Design name badges
Print name badges
Print the run sheet
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Open venue
2 people
Check rooms
2 people
Set up furniture
4 people
Set up tables
4 people
Set up chairs
4 people
Set table linen
3 people
Set out tableware
3 people
Set out cutlery
2 people
Set out glasses
2 people
Place name tags
2 people
Unpack decorations
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Install lighting
2 people
Connect music equipment
2 people
Test the music
2 people
Set up buffet
4 people
Prepare snacks
4 people
Set up the dessert table
2 people
Set up coffee station
2 people
Set up the bar
3 people
Check toilets
Place waste stations
2 people
Set up the cloakroom
2 people
Set up the welcome table
2 people
Give catering briefing
3 people
Prepare the staff meal
2 people

Event

Welcome guests
4 people
Serve welcome drinks
3 people
Manage the cloakroom
2 people
Serve appetizers
4 people
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear tables
4 people
Serve coffee and tea
3 people
Cut the cake
2 people
Serve cake
3 people
Clear the dance floor
2 people
Serve evening snacks
3 people
Collect glasses
3 people
Finish coat check
2 people
See off guests
3 people

Aftercare

Pack leftovers safely
3 people
Take down the buffet
3 people
Dismantle bar
3 people
Collect tableware
4 people
Wash dishes
3 people
Dismantle furniture
4 people
Remove decorations
3 people
Dismantle lighting
2 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Empty the coolers
2 people
Count inventory
2 people
Sort borrowed items
2 people
Return items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Round tablesqty 10
Buffet tablesqty 4
Chairsqty 90
Stoolsqty 12
Coat racksqty 3
Coat hangersqty 100
High tablesqty 6
Table linenqty 14
Chair coversqty 90

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100

Kitchen

Serving utensilsqty 20
Serving plattersqty 16
Serving trays with lidsqty 8
Buffet warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Cake serversqty 2
Cake knife
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice cube traysqty 8
Drink dispensersqty 4
Coolersqty 2

Decorations

Flower arrangementsqty 12
Candlesticksqty 20
Table numbersqty 10
Name badgesqty 90
Welcome sign
Photo backdrop
Balloon archesqty 2
Buntingqty 8
LED candlesqty 40
Napkin ringsqty 90
Guest book
Pensqty 6

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 6
Phone chargersqty 4

Lighting

String lightsqty 8
LED spotlightsqty 6
Lanternsqty 10

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set a clear RSVP deadline and allow at least 7 days after it to follow up with non-responders. Finalise the guest list only after dietary requirements have been checked.
Build the seating plan after registrations close, then print name cards with a few spare copies. Keep the final layout with the run sheet so the setup team can place round tables and chairs correctly.
Confirm every delivery several days before the gala, including furniture, table linen, glassware and buffet equipment. Recheck the shopping list before buying fresh produce, because it cannot be replaced as easily as packaged supplies.
Count tableware by course and drink rather than by guest alone. For each person, check dinner and dessert plates, cutlery, water and wine glasses, plus champagne glasses if they are part of the programme.
Give the event-day setup a fixed sequence: open and inspect the venue, check the rooms, place furniture, dress the tables and set out tableware. Chill drinks early enough that they are ready before guests arrive, not during registration.

Frequently asked questions

How far in advance should I send wedding gala invitations?: Send invitations around 8 to 12 weeks before the gala, with the RSVP deadline at least 3 weeks before the event. That leaves time to process registrations, collect dietary requirements and create the final seating plan.
When should I finalise the wedding gala seating plan?: Finalise it 10 to 14 days before the gala, after the RSVP deadline and dietary checks. Print name cards and keep a small number of spares for last-minute changes.
How many glasses and plates do I need for a wedding gala?: Start with one complete place setting per confirmed guest, then add at least 10% spare tableware. Count separate glasses for water, wine and champagne, and include extra serving platters and serving cutlery for the buffet.
When should drinks be chilled for a wedding gala?: Chill drinks on the event day as soon as the venue setup allows, usually 4 to 6 hours before guests arrive. Check the stock before cooling it and keep a reserve available for replenishment during the gala.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.