Wedding planning workshop checklist

A wedding planning workshop needs more than a good presentation. You need a confirmed venue, workshop leaders, registrations, dietary information and materials that participants can use during the session. Start with the date and programme, then work towards invitations, catering and room setup. This checklist also covers the details that are often left too late, such as testing the HDMI adapter, preparing name badges and chilling drinks before participants 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

Set the date and program
2 people
Reserve the venue and hall
Confirm workshop leaders
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Collect participants' questions
Update participant list
Finalize the program
2 people
Compile worksheets
2 people
Prepare presentation
Select supplier information
Prepare the budget exercise
Print the run sheet
Prepare name badges
Order catering
Check equipment and cables
2 people
Carry out a site visit
2 people
Do the shopping
2 people
Chill drinks
2 people
Fill binders
3 people
Remind participants
Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the presentation table
2 people
Lay out work folders
2 people
Lay out name badges
Connect the technical equipment
2 people
Test presentation
2 people
Set up coffee station
2 people
Set up lunch buffet
3 people
Set up the reception desk
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Explain the workshop program
Lead the introduction round
2 people
Discuss wedding plans
2 people
Support the budget assignment
2 people
Refill break drinks
2 people
Serve snack breaks
2 people
Explain the choice of location
Practice supplier selection
2 people
Open the buffet
2 people
Restock the evening buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Guide the run-of-show exercise
2 people
Discuss ceremony planning
2 people
Guide the timeline task
2 people
Note personal action items
2 people
Moderate the Q&A
2 people
See participants off
2 people

Aftercare

Collect tableware
3 people
Wash dishes
2 people
Clean coffee station
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Disconnect equipment
2 people
Sort remaining worksheets
2 people
Clean the room
3 people
Store leftovers refrigerated
Inventory materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries

What to bring

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

Furniture

Workshop tablesqty 8
Chairsqty 45
Presentation table
Reception desk
Buffet tableqty 2
Stoolsqty 4

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 50
Dinner cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 8
Serving utensilsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Portable speaker
Flip chart standqty 2
Flipchart padsqty 4
Timersqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 6
Serving spoonsqty 8
Pitchersqty 6
traysqty 4

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Menu standsqty 8
Welcome sign
Name card holdersqty 45
Table numbersqty 8
Clothespinsqty 50
Adhesive stripsqty 2

Lighting

Table lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Broom
Dustpan and brush

Catering

Groceries

Paper goods

Work foldersqty 45
Notepadsqty 45
Pensqty 60
Pencilsqty 30
Erasersqty 30
Markersqty 20
Color markersqty 40
Sticky notesqty 20
Name stickersqty 50
Name badgesqty 50
Program flyersqty 50
Participant formsqty 50
Budget worksheetsqty 50
Timeline worksheetsqty 50
Supplier cardsqty 100
Envelopesqty 50
Tapeqty 6
Scissorsqty 10
Glue sticksqty 10
Paper clipsqty 2
Clipboardsqty 10
Table markersqty 12
Whiteboard
Printer paperqty 500
Bindersqty 6
Document sleevesqty 100
Table cardsqty 8
Directional signsqty 6

Tips

Set the date, programme and venue before opening registration. Allow at least 2–3 weeks for invitations and registration, then keep a final week for updating the participant list and confirming dietary requirements.
Prepare the participant materials before the final programme is fixed. Worksheets, supplier information, the budget exercise, presentation and binders should match the timings in the run sheet.
Check the room and presentation setup during a site visit, not on the workshop morning. Test the laptop, projector, screen, HDMI cable, adapter, microphone, speaker, extension cords and power strips together.
Plan catering from the registration data, including dietary requirements. Arrange plates, cutlery, serving utensils, coffee cups, water and wine glasses at least 2–3 days ahead, then chill drinks before opening the hall.
Use the last 24 hours for reminders and packing rather than major decisions. Print the run sheet, prepare name badges, fill binders, do the shopping and confirm who opens the hall and receives the catering.

Frequently asked questions

How far in advance should I plan a wedding planning workshop?: Start planning at least 6–8 weeks before the workshop. Confirm the date, venue and leaders first, then allow 2–3 weeks for invitations and registration before finalising catering and materials.
When should I send invitations for a wedding planning workshop?: Send invitations around 3 weeks before the workshop, once the programme and venue are confirmed. Close or review registrations about 7 days beforehand so you can update the participant list and dietary information.
When should I order catering for a wedding planning workshop?: Order catering 7–10 days before the workshop, using the latest registration numbers and dietary requirements. Reconfirm the final quantity and delivery time 2–3 days before the event.
What equipment should I test before the workshop?: Test the laptop, projector, projection screen, HDMI cable, HDMI adapter, microphone, speaker, extension cords and power strips during the site visit. Repeat a short equipment check on the day, at least 60 minutes before participants arrive.

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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.