Wedding preparations checklist: plan every detail in order

Wedding planning becomes easier when decisions are made in the right sequence. Start with the date, budget, ceremony and reception venues, then confirm the official, witnesses and guest list before ordering stationery or booking suppliers. Later stages cover invitations, dietary requirements, transport, clothing, rings, flowers, music, vows, cake and catering. Allow extra time for registrations, outfit fittings and final supplier confirmations, because these are often left until the last few weeks.

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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 wedding date
2 people
Reserve ceremony venue
Reserve party venue
Arrange an official or officiant
Confirm witnesses
2 people
Compile guest list
2 people
Set the budget
2 people
Choose theme and colors
2 people
Design invitations
2 people
Send invitations
2 people
Compile the gift list
2 people
Process registrations
Collect dietary requirements
Arrange transportation for guests
2 people
Book photographer
Choose music for the ceremony
2 people
Choose music for the party
2 people
Select ceremony texts
2 people
Write wedding vows
2 people
Order rings
2 people
Try on bridal clothing
Choose jacket and accessories
Order flowers
Order cake
Confirm the catering menu
2 people
Arrange the table layout
2 people
Assign seating
2 people
Print the program
Print menus
Make name badges
2 people
Make welcome sign
Prepare thank-you gifts
2 people
Rehearse the ceremony
6 people
Check the final guest list
Confirm deliveries
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Sort decorations
2 people
Lay out clothing
2 people
Lay out the rings
Set out ceremony booklets
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set the tables
4 people
Hang decorations
3 people
Place flowers
2 people
Set up the welcome desk
2 people
Test the music
2 people
Test lighting
2 people
Set up buffet
3 people
Set up cake table
2 people
Check toilets
Receive deliveries

Event

Welcome ceremony guests
3 people
Support the ceremony
3 people
Facilitate the group photo
2 people
Serve aperitifs
3 people
Refill drinks
2 people
Serve snacks
3 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Collect used dishes
2 people
Cut the cake
2 people
Serve coffee and tea
3 people
Start the party music
Clear the dance floor
2 people
Serve late-night snacks
2 people
Hand out farewell gifts
2 people
See guests out
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean the buffet
2 people
Clear tables and chairs
4 people
Remove decorations
3 people
Remove flowers and waste
2 people
Clean the venue
3 people
Collect lost and found items
Distribute leftover food
2 people
Switch off equipment
2 people
Return materials
2 people
Return rental items
2 people
Store leftover drinks
2 people
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Gift table
Welcome table
Cake table
Tall cocktail tablesqty 4
Chair coversqty 90
Table linenqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Tablespoonsqty 100
Forksqty 100
Knivesqty 100
Serving utensilsqty 12
Carafesqty 12

Decorations

Table runnersqty 10
Napkinsqty 100
Name badgesqty 90
Menusqty 20
Ceremony bookletsqty 100
Welcome sign
Table numbersqty 10
Candle holdersqty 30
LED candlesqty 30
String lightsqty 6
Balloonsqty 100
Balloon ribbonqty 3
Balloon pumpqty 2
Photo backdrop
Photo wall accessoriesqty 20
Flower vasesqty 12
Ring pillow
Guest book
Guestbook pensqty 4
Gift boxesqty 2
Thank-you bagsqty 90

Equipment

Music boxesqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Cake knife
Coat racksqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Baking dishesqty 6
Serving plattersqty 12
Serving trays for sauceqty 8
Serving spoonsqty 12
Kitchen tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Lighting

Battery lanternsqty 4

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Spongesqty 6
Waste binsqty 6

Catering

Wedding cake
Champagne bucketsqty 3
Drink dispensersqty 4
Groceries

Tips

Set the date, budget and two venues before making detailed bookings. The ceremony location, reception space and official or officiant affect nearly every later decision, including transport and the order of the day.
Send invitations only after the guest list, ceremony details and reception location are settled. Request dietary requirements with the RSVP and set a firm reply deadline several weeks before the wedding.
Book suppliers early, especially the photographer, transport, flowers, cake and catering. Confirm the final menu and guest count before the reception layout is fixed, including buffet tables, dining tables and the gift table.
Leave time for clothing fittings, ring orders and ceremony writing. Schedule at least one final fitting and complete the vows, ceremony texts and music choices before the last month.
Plan the reception setup from the floor plan, not just the decorations. Count chairs, table linen, plates, cutlery, glasses, napkins, serving utensils and table numbers for each guest, then add a small reserve where possible.

Frequently asked questions

How early should I start wedding preparations?: Start around 12 months before the wedding if possible. Set the date, budget and venues first, then book key suppliers and leave the final 6 to 8 weeks for confirmations, RSVPs and practical details.
When should wedding invitations be sent?: Send invitations about 3 to 4 months before the wedding, or earlier if guests need to travel. Give guests a clear RSVP deadline at least 4 to 6 weeks before the date so catering and seating can be finalised.
When should I order wedding rings and clothing?: Order rings at least 8 to 12 weeks before the wedding, allowing time for sizing or adjustments. Arrange the main clothing fitting several months ahead and schedule a final fitting within the last 4 weeks.
When should the wedding menu and dietary requirements be finalised?: Collect dietary requirements with the RSVPs and confirm the final menu around 4 to 6 weeks before the wedding. Give the caterer the final guest count and special meals early enough to plan service and table settings.

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.