Weekend wedding checklist: what to arrange and when

A weekend wedding needs more than a ceremony and a reception. You may be coordinating guests across several days, transport, catering, flowers, music and a detailed running order. Start with the date, location and guest list, then confirm suppliers before moving on to menus, seating and equipment. During the final week, check dietary requirements, collect the cake and flowers, chill drinks and print the schedule so the day does not depend on memory.

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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

Confirm date and location
2 people
Compile the guest list
2 people
Send invitations
2 people
Publish the Gift List
Process registrations
Collect dietary requirements
Collect transport needs
Book catering
Order flowers
Confirm photographer
Provide music
Confirm the official
Create the ceremony program
2 people
Print the run sheet
Arrange the table layout
2 people
Make name badges
2 people
Create menus
2 people
Gather ceremony materials
2 people
Compile music list
2 people
Check the shopping list
2 people
Report allergies to the caterer
Do the shopping
3 people
Chill drinks
2 people
Picking up the cake
2 people
Pick up flowers
2 people
Clean the venue
3 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
4 people
Set up the ceremony area
3 people
Hang decorations
3 people
Place floral arrangements
2 people
Set the tables
4 people
Place name tags
2 people
Place menus
2 people
Set up the buffet
4 people
Prepare snacks
4 people
Set up cake table
2 people
Set up the cloakroom
2 people
Check toilets
2 people
Test sound equipment
2 people
Test the lighting
2 people
Set out drinks
3 people
Check deliveries
2 people
Lay out the ceremony program

Event

Welcome guests
3 people
Support the ceremony
3 people
Serve toast
3 people
Serve snacks
4 people
Facilitate the group photo
2 people
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Clear tables
3 people
Serve coffee and tea
3 people
Cut the cake
2 people
Serve cake
3 people
Provide music
Support the dance floor
Store gifts safely
2 people
Guide farewell guests
2 people

Aftercare

Collect waste
4 people
Collect tableware
4 people
Store food safely
2 people
Switch off equipment
2 people
Lock up the venue
2 people
Wash dishes
4 people
Clean the venue
4 people
Remove decorations
3 people
Dismantle furniture
4 people
Take down tents
4 people
Distribute leftover food
2 people
Inventory materials
2 people
Return rented items
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentqty 2
Reception tablesqty 4
Dining tablesqty 8
Chairsqty 80
High tablesqty 4
Table skirtsqty 8
Coat racksqty 2
Clothes hangersqty 80
Gift table
Cake table
Buffet tablesqty 3

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner forksqty 90
Dinner knivesqty 90
Dessert forksqty 90
Serving spoonsqty 12
Carafesqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 6
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cake knife
Cake spatulaqty 2

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 10

Decorations

Table runnersqty 8
Vasesqty 16
Flower arrangementsqty 12
Balloonsqty 100
Balloon ribbonqty 2
Welcome sign
Photo backdrop
Name badgesqty 80
Menusqty 12
Table numbersqty 8
Ceremony arch
Ring pillow
Guest book
Pensqty 6
Table candlesqty 40
Candle holdersqty 20

Catering

Groceries

Tips

Confirm the date and location before sending invitations, then allow at least 7 days after the RSVP deadline to chase missing replies and record dietary or transport needs.
Build the seating plan only after guest responses are in. Print place cards, menus and a spare copy of the table plan at least 3 days before the wedding weekend.
Count tableware by meal rather than by guest: for 50 guests, plan for at least 50 dinner plates, 50 dessert plates, 50 forks and 50 knives, plus extras for breakages and late changes.
Assign collection times to specific people for the cake and flowers. These jobs are often forgotten when the couple is handling the ceremony, photographs and supplier questions.
Print the ceremony programme and full running order before the final day. Keep one copy with the ceremony materials and give another to the person coordinating music, catering and transport.

Frequently asked questions

How far in advance should I send weekend wedding invitations?: Send them around 10 to 12 weeks before the wedding weekend so guests can arrange time off, travel and accommodation. Set the RSVP deadline about 4 weeks before the event, leaving you roughly 3 weeks to confirm catering numbers and transport.
When should I finalise the weekend wedding seating plan?: Finalise it after the RSVP deadline and after you have checked allergies and dietary requirements with the caterer. Aim to complete it 10 to 14 days before the wedding, then print name cards and menus at least 3 days beforehand.
How much food and drink do I need for a weekend wedding?: Use the confirmed guest count for catering and add about 5% extra portions where the supplier allows it. For the first hour, allow roughly 2 to 3 drinks per person, then about 1 drink per person per hour, with extra water available throughout the day.
What should I do during the final week before a weekend wedding?: Check the final guest, allergy and transport lists, confirm the photographer, musician, celebrant and caterer, and review the running order. Collect flowers and the cake according to their agreed times, shop for remaining supplies, chill drinks and print the schedule within the final 3 days.

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.