Wedding picnic checklist: what to arrange and when

A wedding picnic combines a ceremony, outdoor dining and relaxed seating, so small omissions can disrupt the whole day. This checklist helps you work from guest numbers and location through catering, rentals, deliveries and final food preparation. Plan shelter and a rain option before you order furniture, and confirm power, toilets and access with the venue. In the final week, lock the guest list, dietary requirements and layout; on the day, focus on chilled drinks, washed produce and clear delivery timings.

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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
Reserve picnic location
Confirm restroom facilities
Check power supply
Check the weather forecast
Set a rain plan
2 people
Order catering
2 people
Order cake
Order flowers
Reserve rental equipment
Assemble the music playlist
2 people
Download the playlist
Print the ceremony text
Create the table layout
2 people
Make name badges
2 people
Print program
Confirm deliveries
Do the shopping
3 people
Chill drinks
2 people
Wash vegetables
2 people
Prepare fruit
2 people
Set out bread and toppings
2 people
Prepare salads
3 people
Prepare dessert portions
2 people
Make allergen labels
Fill coolers
2 people
Inspect venue
2 people
Build party tents
4 people
Lay down rugs
3 people
Set up tables
4 people
Set up chairs
4 people
Lay out picnic blankets
3 people
Set up the ceremony area
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Hang lights
3 people
Connect the sound system
2 people
Test the music
2 people
Set out tableware
2 people
Set up buffet
4 people
Set up the drinks buffet
2 people
Set up cake table
2 people
Place name tags
2 people
Set up the welcome desk
2 people
Check toilets
Place waste stations
2 people
Check the delivery
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Support the ceremony
3 people
Provide music during the ceremony
Facilitate the group photo
2 people
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Oversee the buffet
3 people
Serve diet meals
2 people
Collect used dishes
2 people
Serve coffee and tea
2 people
Cut the cake
2 people
Serve cake
3 people
Start the dance music
Turn on the lights
Serve late-night snacks
2 people
Announce the final round
See off guests
3 people

Aftercare

Chill leftovers
2 people
Collect waste
4 people
Wash dishes
3 people
Take down the buffet
3 people
Remove decorations
3 people
Turn off the sound equipment
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Leave venue clean
4 people
Inventory materials
2 people
Return rental items
2 people
Take waste to the collection point
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 4
Dining tablesqty 8
Folding chairsqty 70
Picnic blanketsqty 12
Carpetsqty 4
Ceremony chairsqty 8
High tablesqty 4
Stoolsqty 8
Cake table

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 90
Champagne glassesqty 70
Coffee spoonsqty 75
Tablespoonsqty 75
Forksqty 75
Knivesqty 75
Cake forksqty 75
Serving plattersqty 18
Serving tongsqty 8
Serving spoonsqty 8
Carafesqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 8
Measuring cupsqty 3
Coolersqty 8
Ice cube traysqty 6
Thermos flaskqty 4
Cake knife
Cake spatulaqty 2
Serving trays with lidsqty 10

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2

Decorations

Flower arrangementsqty 10
Vasesqty 10
Table runnersqty 8
Napkin ringsqty 70
Name badgesqty 70
Welcome sign
Program board
Buntingqty 8
Balloonsqty 80
Balloon weightsqty 6
Confetti cannonsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 8
LED candlesqty 30
Spare batteriesqty 24

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Broomqty 2
Centerpiece
Floor squeegee
Bucketsqty 3
Cleaning clothsqty 20
Dishpanqty 2

Catering

Groceries

Tips

Start with the guest list and dietary requirements before ordering catering or tableware. Use the final guest count to calculate seating, plates, glasses and serving pieces rather than relying on a rough estimate.
Confirm the picnic location’s toilets, power supply, vehicle access and weather limitations at least two weeks before the wedding. Outdoor access affects where tents, buffet tables, chairs and deliveries can go.
Set a rain plan before the forecast becomes urgent. Decide where the ceremony, meal and cake will move, then confirm that the party tents, carpets and furniture fit that alternative layout.
Finish the table layout, name badges and printed programme at least three days ahead. Keep the ceremony text and downloaded music playlist offline so the schedule does not depend on a mobile signal.
Time food and drink preparation around the ceremony and deliveries. Chill drinks several hours before guests arrive, wash vegetables on the day, and check that serving platters, tongs, spoons and carafes are ready before catering is unloaded.

Frequently asked questions

How far in advance should I start planning a wedding picnic?: Start at least 12 weeks before the wedding. Reserve the picnic location first, then send invitations, arrange catering and book rental equipment once you have a reliable guest estimate.
How do I plan a wedding picnic if it rains?: Decide on a rain plan at least 4 weeks beforehand, not when the forecast changes. Check whether tents can cover the ceremony and meal, and confirm where guests, the cake table and buffet will move.
When should I send wedding picnic invitations?: Send invitations around 10 to 12 weeks before the event and set the RSVP deadline 4 to 6 weeks ahead. This gives you time to collect dietary requirements and create the final guest list before ordering food.
When should I prepare food and drinks for a wedding picnic?: Confirm deliveries on the day before, chill drinks several hours before guests arrive and wash vegetables on the event day. Set out serving equipment before the caterer arrives so food can be transferred without delay.

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.