Winter wedding checklist: what to arrange and when

A winter wedding needs more than a ceremony plan and a dinner menu. Guest travel, coats, shorter daylight hours, weather checks and warm drinks all affect the running order. This checklist covers the practical work from invitations and dietary requirements to table layouts, deliveries, cake collection and chilled drinks. Work through the 89 tasks and 76 item groups in stages so the final week is for confirmations, not last-minute buying.

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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
2 people
Process registrations
Collect dietary requirements
Confirm the officiant
Confirm photographer
Confirm the music supplier
Book catering
Arrange transportation for guests
Finalize the menu
2 people
Arrange the table layout
2 people
Share seating with the venue
Print the run sheet
Confirm deliveries
Check the shopping list
2 people
Confirm wedding cake pickup
Order flowers
Make name badges
2 people
Create menus
2 people
Create the ceremony program
Prepare the gift table
Collect emergency contacts
Check the weather forecast
Pick up venue keys
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Portion desserts
2 people
Check tableware
2 people
Check heating
2 people
Spread the outdoor path
2 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up ceremony chairs
3 people
Set the tables
3 people
Set out tableware
3 people
Lay out cutlery
2 people
Set out glasses
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Hang lighting
3 people
Connect the music
2 people
Test microphones
2 people
Set up buffet
4 people
Set up the drinks station
2 people
Set up the coffee corner
2 people
Set up the gift table
Set up the cloakroom
2 people
Check toilets
2 people
Place name tags
2 people
Hand out the run sheet
Receive deliveries
2 people

Event

Ceremony reception
3 people
Guide guests to the ceremony
3 people
Support the ceremony
2 people
Serve Prosecco
3 people
Serve welcome snacks
3 people
Facilitate the group photo
2 people
Guide guests to dinner
2 people
Open the dinner buffet
2 people
Serve dinner
5 people
Serve diet meals
2 people
Refill drinks
2 people
Clear plates
3 people
Cut the wedding cake
2 people
Serve coffee and tea
3 people
Announce the first dance
Provide music
2 people
Serve late-night snacks
3 people
Restock the drinks station
2 people
See off guests
3 people

Aftercare

Store gifts safely
2 people
Collect waste
3 people
Collect tableware
3 people
Clean the kitchen
3 people
Take down tables
4 people
Stack chairs
3 people
Remove decorations
3 people
Sweep the floor
2 people
Clean the restrooms
2 people
Gather borrowed items
2 people
Pack leftover food
2 people
Empty the coolers
2 people
Wash dishes
3 people
Check the venue
2 people
Dispose of waste
2 people
Return rental items
2 people
Store leftover groceries

What to bring

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

Furniture

Round tablesqty 6
Long buffet tablesqty 3
Chairsqty 70
Ceremony chairsqty 70
High tablesqty 4
Coat racksqty 2
Gift table
Wedding table

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Wine glassesqty 80
Water glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 70
Dinner cutleryqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving trays for snacksqty 8
Carafesqty 12
Cake knife
Cake forksqty 70

Decorations

Tableclothsqty 9
Napkinsqty 100
Name badgesqty 70
Menusqty 12
Ceremony programsqty 70
Table décorqty 6
Christmas greeneryqty 8
Artificial snowqty 4
Lighted garlandsqty 8
Candlesqty 48
Candle holdersqty 24
Welcome sign
Photo backdrop
Ring pillow
Gift box
Cloakroom numbersqty 80

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Music laptop
Laptop chargerqty 2
Extension cordsqty 6
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Coolersqty 4
Ice containersqty 3
Barrier postsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Baking traysqty 4
Baking dishesqty 6
Aluminum foilqty 2
Cling filmqty 2
Storage binsqty 12
Serving traysqty 10
Kitchen towelsqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6
All-purpose cleanerqty 2
Dish brushesqty 3
Hand soap dispensersqty 4

Lighting

LED lanternsqty 8
Atmosphere lightsqty 6
Batteriesqty 24

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before finalising the menu and seating plan. Set a firm reply deadline, then allow at least 7 days to follow up with missing responses.
Confirm transport, the officiant, photographer, music supplier and caterer before publishing the final run sheet. Reconfirm arrival times and contact numbers during the final week, especially for winter travel.
Plan the venue around coats and wet-weather clothing. Count coat racks and ceremony chairs alongside dining furniture, and share the table layout and seating plan with the venue before setup day.
Keep ceremony programs, menus, name badges and the printed run sheet together in clearly labelled boxes. Prepare these at least 2 days before the wedding so printing problems do not compete with final supplier checks.
Check the forecast 48 hours before the event and again on the morning itself. Confirm deliveries, collect the venue keys, pick up the cake, complete the shopping and chill drinks early enough to avoid a crowded setup period.

Frequently asked questions

How far in advance should I send winter wedding invitations?: Send them around 12 to 16 weeks before the wedding, or earlier if guests need to arrange transport or accommodation. Give guests at least 3 weeks to register and provide dietary requirements.
When should I finalise the seating plan for a winter wedding?: Aim to finalise it 10 to 14 days before the wedding, after the registration deadline and dietary follow-ups. Share the table layout and seating details with the venue at least 7 days beforehand.
When should I confirm winter wedding suppliers?: Confirm the officiant, photographer, music supplier, caterer and transport during the final week, ideally 5 to 7 days before the event. Recheck delivery and arrival times again 24 hours before setup.
How early should drinks be chilled for a winter wedding?: Chill drinks at least 4 to 6 hours before guests arrive, depending on the storage temperature and quantity. Check the shopping list first so you can leave enough fridge or cooler space for water, wine and champagne.

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.