Wedding lunch checklist: what to arrange and when

A wedding lunch has fewer hours than a full-day reception, but the planning is just as detailed. You need confirmed numbers, dietary requirements, suppliers, seating, tableware and food preparation to line up before guests arrive. This checklist covers the process from invitations and menu decisions to chilled drinks, prepared desserts and the final room setup. Use it to see what can be done weeks ahead and what must wait until the morning of the lunch.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm suppliers
Finalize the menu
2 people
Arrange the table layout
Make place cards
2 people
Print the program
Check the shopping list
2 people
Buy non-perishable groceries
2 people
Order fresh produce
Check tableware
2 people
Check furniture
2 people
Sort decorations
2 people
Create a music playlist
Collect speeches
Check the weather forecast
Pick up fresh groceries
2 people
Wash vegetables
2 people
Prepare desserts
2 people
Slice bread
2 people
Portion the sauces
Chill drinks
2 people
Fill coolers
2 people
Lay out clothing

Event

Open venue
2 people
Ventilate room
Set up tables
4 people
Set up chairs
4 people
Lay table linen
3 people
Set out tableware
3 people
Set out cutlery
2 people
Set out glasses
2 people
Place floral arrangements
2 people
Hang decorations
3 people
Set up the welcome desk
2 people
Set up the gift table
2 people
Set up the photo area
2 people
Set up buffet
4 people
Prepare snacks
3 people
Finish salads
2 people
Set out bread and toppings
2 people
Make coffee
2 people
Prepare tea
Test the music
Test microphone
Welcome guests
3 people
Escort guests to their table
2 people
Serve aperitifs
3 people
Refill drinks
2 people
Open the buffet
2 people
Manage the lunch buffet
4 people
Serve diet meals
2 people
Clear used dishes
3 people
Serve coffee and tea
2 people
Serve dessert
3 people
Cut the cake
3 people
Guide speeches
2 people
Operate the music
Serve late-night snacks
2 people
See off guests
2 people

Aftercare

Pack leftovers
3 people
Take down the buffet
3 people
Collect tableware
3 people
Collect waste
2 people
Take down tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Clean the restrooms
2 people
Put furniture back
3 people
Take out the trash
2 people
Return borrowed items
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Welcome table
Gift table
Side tablesqty 4
Stoolsqty 6
Clothing rack

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Teaspoonsqty 75
Serving plattersqty 12
Serving plattersqty 10
Carafesqty 10
Coffee potsqty 4
Teapotsqty 3
Cake knife
Cake spatula

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Serving tongsqty 8
Serving spoonsqty 8
Frying pansqty 2
Cooking potsqty 4
Baking dishesqty 4
Aluminum foilqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Induction platesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakerqty 2
Microphone
Speaker standqty 2

Decorations

Flower arrangementsqty 10
Table runnersqty 8
Place cardsqty 70
Menusqty 70
Welcome sign
Photo framesqty 8
Buntingqty 6
Balloonsqty 80
Balloon pumpqty 2
Candlesqty 24
Tealight holdersqty 24
Table numbersqty 8
Gift card box

Lighting

String lightsqty 6
LED lampsqty 12
Batteriesqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 4
Hand soap dispensersqty 3
Towel dispensersqty 3

Catering

Groceries

Tips

Set the RSVP deadline early enough to finalise the menu and seating plan; allow at least two weeks between the deadline and the wedding lunch for follow-up messages and place cards.
Count every place setting before the event, including dinner plates, dessert plates, cutlery, water glasses, wine glasses and coffee cups. Keep a small reserve rather than discovering shortages when the tables are laid.
Prepare the serving equipment with the menu in mind. Put serving platters, sauce portions, bread knives, chopping boards and measuring cups together so food can move from the kitchen to the buffet without searching.
Do the tasks that depend on freshness last: collect fresh groceries, wash vegetables, slice bread, prepare desserts and chill drinks close to the lunch. Buy shelf-stable items earlier so the final day is not overloaded.
Check the weather and assign a clear place for coats, gifts and speeches before guests arrive. A clothing rack, welcome table and gift table prevent entrances and dining tables from becoming storage areas.

Frequently asked questions

How far in advance should I send wedding lunch invitations?: Send them around 8 to 12 weeks before the lunch, with the RSVP deadline 3 to 4 weeks before the date. That gives you time to chase missing replies, collect dietary requirements and complete the seating plan.
When should I finalise the menu for a wedding lunch?: Aim to confirm the menu 3 to 4 weeks before the lunch, after most RSVPs are in. Recheck the final guest count and dietary needs with the caterer or food team about 7 days before the event.
What should I prepare the morning of a wedding lunch?: Keep the morning for fresh groceries, washing vegetables, slicing bread, portioning sauces, preparing desserts and chilling drinks. Start room setup at least 3 hours before guests arrive so tables, place cards and serving areas are ready before food is finished.
How much tableware do I need for a wedding lunch?: Plan one complete place setting per confirmed guest, plus roughly 10% extra for breakage, dropped cutlery or unexpected guests. Count serving platters, dishes, glasses, coffee equipment and cake tools separately because they are not covered by place-setting numbers.

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.