From furniture rentals and linens to paper goods and candles, the amount of wedding décor you need can seem overwhelming—especially if you’re planning your wedding yourself. As a wedding coordination team, our clients are brides who are *obsessed* with the little details and want to plan their wedding their way. But that doesn’t mean you can’t use a little help along the way!
We’ve created this comprehensive wedding décor checklist so you can feel confident in your planning and ensure you have everything you need, from your ceremony to your grand exit. Scroll to browse the checklist section by section, and don’t forget to bookmark this page to reference later!
WEDDING DÉCOR CHECKLIST
CEREMONY
- Chairs: If your ceremony and reception are located on the same property, we always recommend renting 2 sets of chairs (one for the ceremony and one for the reception) if your venue doesn’t already provide a second set (or offer to move them to the reception for you).
- Welcome Sign and Easel
- Greenery/Floral Accents: Have your floral designer adorn the welcome sign with florals or greenery that compliments the rest of your decor!
- Aisle Décor: Scatter greenery and floral accents along the aisle or place some florals at the backs of chairs around the entrance!
- Altar Décor: Think draping, an arbor/arch, and florals.
- Unity Ceremony Items: If you choose to do a unity ceremony, you will most likely need a table and linen as well.
- Programs and a Container/Basket: If you don’t have someone passing out programs, you’ll also need a table and linen.
- Reserved Seating Signs
- Flower Girl Basket and Petals
- Ring Bearer Pillow and Sign
COCKTAIL HOUR
- Welcome Sign and Easel: You can repurpose this from your ceremony!
- Rented Bars
- Bar Signage
- Signature Cocktail Sign(s): We suggest one sign per bar that will be serving the signature drink!
- Cocktail Table Décor: This can be as simple as a bud vase or a few votives—nothing crazy!
- Linens
- Cocktail Napkins
- Custom Drink Stirrers
- Lounge Seating: We suggest renting a couch, chairs, and a coffee table topped with small floral arrangements or votives and repurposing next to your dance floor!
GIFT AND GUESTBOOK TABLE
- Linen
- Guestbook and Pens
- Guestbook Sign
- Card Box
- Gifts and Cards Sign
- Framed Engagement Photos: Optional, but always fun!
- Misc. Décor: This is a great place to repurpose a bridesmaid’s bouquet or have fun with florals! However, we recommend avoiding votives since gifts and fire don’t mix.
Pro Tip: If you’re doing a Polaroid guestbook, you’ll need a blank guestbook, pens, and tape or glue dots so your guests can secure their photos in the book. You’ll also need a Polaroid camera, film (and lots of it!), and signage instructing them what to do. In addition, we always suggest placing a trash container nearby! A pretty, terrarium-style container can contain waste without looking like an eyesore (and your coordinator can clear it throughout the evening to prevent build-up).
ESCORT CARD TABLE/DISPLAY
Note: This only applies if you don’t have a seating chart.
- Linen
- Escort Cards: Alphabetized by last name; combine couples and families if everyone is getting the same meal option, or print individual cards to indicate meal selections as directed by your caterer.
- Misc. Décor: This is a great place to have fun with florals and have your designer create a statement piece, or repurpose a bridesmaid’s bouquet!
- Escort Card Sign
Pro Tip: Want to wow your guests as they enter the reception space? We love to get creative with this portion of the wedding day by creating a unique display wall that reflects the wedding theme!
SEATING CHART
Note: This only applies if you don’t have an escort table.
- Seating Chart and Frame: You can go as simple as printing your seating chart on a foam core board and placing it in a luxurious frame, or hire a calligrapher to hand-write guest names and table numbers on an oversized mirror. The options are endless!
- Easel
- Greenery/Floral Accents: Have your floral designer adorn the seating chart with florals or greenery that compliments the rest of your decor!
MEMORY TABLE
- Linen
- Framed Photos of Deceased Family Members: Alternatively, you can use this space to feature wedding photos of immediate family members like parents or grandparents.
- Name Cards: These should detail who is who and their relation to the bride or groom.
- Signage
- Misc. Décor: This is a great place to repurpose a bridesmaid’s bouquet or have fun with florals! You can even add some votives!
GUEST TABLES
- Chairs
- Linens: Don’t be afraid to think beyond your basic poly linen (think patterns and textures). Have your venue or caterer show you the different options they have available that could elevate your reception space!
- Napkins: Try a unique fold, or a fun pop of color or pattern that compliments the overall design.
- Table Numbers in Frames or Stands: Try to match this paper element to your stationery and wedding colors. We love placing table numbers in a simple gold glass frame that pairs perfectly with almost any table arrangement.
- Centerpieces: Candles and flowers galore—we’re currently loving the look of tapered candles!
- Chargers: An addition to your tablescapes that you won’t regret!
- Menus: Try to match this paper element to your stationery and wedding colors.
- Guest Favors: Edible favors are always a hit, and you can place one at each place setting!
- Place Cards: Think beyond your typical tented card; there are many ways to get creative! Consider clear acrylic cards for a modern look or wood or stone for an organic vibe.
- Rented Flatware: We recommend gold or black to match your wedding aesthetic.
- Rented China Dishware/Place Settings: Several of our brides have used china plates from The Collection by Courtney Inghram, and they instantly elevated their wedding designs!
Pro Tip: Your guest tables are the pièce de résistance of your wedding reception, so don’t miss this opportunity to get creative with your décor! You might consider renting unique chairs or tables that match your wedding style instead of the furniture provided by your venue. Moreover, don’t underestimate the impact of beautiful, high-quality linens. Selecting napkins in your wedding colors (or even in a fun, unexpected patterned design!) will instantly draw the eye and elevate the design.
HEAD TABLE
For the most part, you’ll need the same elements listed above for your head table. However, we suggest switching up the design here and there. For example, you could include place cards or chargers on your head table but not your guest tables. Or, you could make your head table stand out with an eye-catching backdrop or rented settee. Subtle variety adds dimension and a sophisticated feel to your design, so carefully consider how to set your head table apart!
CAKE TABLE
- Linen
- Cake Stand: We love pedestal stands!
- Cake Cutting Utensils: This could be a family heirloom, a set you registered for, or simply one that complements your design!
- Cake Topper/Florals
- Champagne Flutes: This could be a family heirloom, a set you registered for, or simply one that complements your design!
- Votives
DESSERT STATION
- Linen
- Platters/Stands at Different Heights: Add some
- Flavor or Dietary Restriction Signs: Guests always appreciate knowing what flavor or item they’re selecting of a dessert station if it’s not fairly obvious.
Pro Tip: We always encourage brides to think beyond a basic dessert station and instead purchase or rent platters and stands at varying heights and styles to add dimension that draws guests in. Whether you’re providing a variety of dessert shooters, cupcakes, cookies or even donuts – make sure you place cards in front of each platter or stand that indicate what they’re getting, or any dietary notes like whether they’re gluten free.
MISC. DÉCOR
- Lighting: Think chandeliers, spotlights, perimeter lighting for a tented wedding, or bistro lighting above the dance floor/dining space.
- Draping: Whether it’s behind the head table, or along the perimeter of the reception space – you might be surprised by the impact draping can make. Check out Emily + Jonathan’s wedding for a perfect example of how incorporating draping can elevate the overall design!
- Dance Floor: Have fun with this! You can go for the all-white look, a classic checkered dance floor, or even a custom floor with your wedding crest/monogram.
- Misc. Areas: This is incredibly venue-specific, but try to consider any areas that could use a special touch! For example, a fireplace is a great area to add greenery, flowers, or candles. So is a grand piano!
- Restroom Baskets
- Flip-Flops for Dancing: Don’t forget a basket to put them in!
- Foam Light-Up Wands for Dancing: These are always a huge it on the dance floor!
- Formal Exit Items: For a sparkler exit, you’ll need a container for holding the sparklers, a galvanized container with sand for used sparklers, and an exit sign, in addition to the sparklers themselves.
And there you have it! This wedding décor checklist lists everything you’ll need to celebrate in style—and then some. Don’t worry if you don’t resonate with everything on this list or have an idea that isn’t listed here. Listen to your creative intuition, and your wedding day will reflect your one-of-a-kind love story!
Do you feel ready to tackle your wedding design but still want someone to help you finalize the details and coordinate everything on the day-of? That’s where we come in! Our experienced team of wedding coordinators will step in 3-6 months out to help execute your perfectly laid plans. Then, we’ll manage your décor set-up and vendors on the big day, so all you have to focus on is having the time of your life. Are you planning an Indiana-based wedding and interested in booking wedding coordination? Send us an inquiry!
Xo,
The JDWC Team
Vendors:
Photography: Michelle Beller
Venue: The Terrace at Laurel Hall
Floral Design and Styling: Isibeal Studio
Design and Styling: Blush and Blossom
Tables: A Classic Party Rental
Linens: BBJ La Tavola
Chairs and Cake Utensils: Violet Vintage
Place Settings: The Collection by Courtney Inghram
Escort Display: Interprintations
