Wedding Day Set-up Checklist for Wedding Planners

As a wedding planner there are lots of things you are responsible for doing on the wedding day.  In addition to directing the day and making sure everyone is ready on time, gathering people for photos and directing the ceremony and reception, there are a lot of things you have to do before all of that.  Most planners have assistants that will handle the wedding day set-up checklist items while they are with the couple and wedding party.

Wedding Day Set-up Checklist for Wedding Planners


Here’s our wedding day set-up checklist of everything you need to do to ensure the ceremony and reception is set up and ready before the ceremony begins.

Getting Ready Location Checklist

  • Check on the bride and bridesmaids
  • Make sure hair and makeup is on schedule
  • Place the emergency kit in the getting ready room
  • Gather bridal details and get them ready for the photographer
    • wedding dress on hanger
    • garters
    • shoes
    • jewelry; including both wedding bands
    • bouquet
    • invitation suite
  • Assist photographer with detail shots

Ceremony Set-up Checklist

  • Make sure chairs are set up properly
  • Make sure florals are set up correctly
  • Count bouquets, boutonnieres and corsages to ensure the proper count
  • Set up guest book and pen (make sure the pen is writing properly)
  • Place wedding programs
  • Set up unity candle
  • Add tissue to the end of the pews where the mothers will be seated
  • Add a program in the seat of each parent and grandparent
  • Light candles 30 minutes before prelude music begins

Free coaching for new wedding planners

Reception Set-up Checklist

  • Make sure the tables and chairs are set up according to the floor plan
  • Make sure linens are hanging evenly
  • Make sure the chairs are not pushed in under the tables.  They should be flush with the table linen.
  • Set up the couples personal items
    • toasting glasses on cake table
    • cake knife and server on both cake tables
    • favors
    • place cards, table numbers, seating chart
    • any signage
    • any other small decor items
    • wedding exit “toss it” (sparklers, petals, confetti, etc.)
    • Make sure the florals are set up properly
  • Add a plate, 2 forks and 2 napkins under the edge of the cake plateau so it’s ready when it’s time for the couple to cut the cake
  • Light the candles once the ceremony begins
  • Pass out any vendor payments (usually musicians are the only vendor that would be paid on the wedding day)


xo, Terrica


I put my heart and soul into my client’s planning experience.

over two hundred fifteen weddings since 2010

learn about our planning services

Free Download

education for fellow wedding planners

How to Start Your Own Wedding Planning Business

How to Start a Wedding Planning Business

download the free GUIDE

our full service wedding planning process


additional resources for wedding planners

Design questionnaire template


Client budget and vendor questionnaire


visit the full shop