Advice with Cat: Your Ultimate Wedding Day Setup Checklist

When it comes to your wedding day, smooth setup and attention to detail can make all the difference. Whether you’re planning your own big day or coordinating for a client, having a clear checklist ensures nothing gets overlooked—and everyone knows exactly what to do and when.

Here’s a comprehensive breakdown of key setup items to cover across your ceremony, cocktail hour, and reception spaces:

Wedding Ceremony Setup

Location:
Confirm where the ceremony will take place—indoor or outdoor—and check accessibility.

Chairs:

Type of chairs (folding, Chiavari, padded, etc.)
Who is responsible for setting up chairs
Style or arrangement (rows, aisle width, spacing)

Welcome Sign:

What welcome sign will be used
Easel for the sign
Any decor enhancements around the sign (florals, greenery, candles)

Welcome Table:

Table size and placement
Linen choice
Guest book and pens
Card box for gifts or well wishes

Ceremony Florals:

Who is setting them up
Who is providing them (florist or DIY)

Wedding Cocktail Hour Setup

Welcome Table:

Table size and linen
Welcome sign and easel
Guest book and pens (if applicable)
Seating chart display
Card box

High Tops:

Number and size of high-top tables
Linens for tables

Cocktail Hour Food Display:

Table and linen details

Bar:

Bartender staffing
Printed menus
Frames or easels for menu display

Wedding Reception Setup

Guest Tables:

Table sizes and linens
Chairs type and count
Silverware, plates, and napkins (including napkin fold style)
Table numbers and holders
Place cards and menu cards

Sweetheart or Head Table:

Table size and linen
Chairs
Silverware and napkin fold
Place cards and menu cards

Cake Table:

Table and linen
Cake stand
Cake knife and server
Champagne flutes for toasts

Buffet Table:

Table and linens

High Tops:

Size and linens

Bar:

Bartenders
Printed menus
Frames or easels for menu display

Final Tips

Having all of these details clearly documented ahead of time allows your coordinator, vendors, and venue staff to work together seamlessly. This means less stress for you and a smooth, beautiful flow for your guests.

Feel free to customize this checklist based on your unique wedding style, size, and venue!

If you want a printable version of this checklist to help you stay organized, just ask—I’d love to create one for you.

— Cat