Free hospitality operations template
Wedding Venue Prep Checklist Template
A staged prep checklist for every wedding in the diary. Capture booking details, room layout, bridal and cake tables, ceremony, AV, food and beverage, guest experience, staff briefing, final inspection and post-event reset — so every wedding feels like the team has done it a hundred times.
Free manual template
Wedding Venue Prep Checklist Template
What's inside
- ✓Booking details: client, timings, headcount, supplier list
- ✓Room layout, floor plan and table plan
- ✓Bridal table, cake table and gift table setup
- ✓Ceremony setup, signage and parking
- ✓AV: mics, music, lighting, screens, run-of-show cues
What this template helps you manage
What the free hospitality operations template covers.
Built for the highest-stakes events in the calendar. Designed so nothing falls between coordinators, bar, kitchen, AV and cleaning on the biggest day of someone's year.
- ✓Booking details: client, timings, headcount, supplier list
- ✓Room layout, floor plan and table plan
- ✓Bridal table, cake table and gift table setup
- ✓Ceremony setup, signage and parking
- ✓AV: mics, music, lighting, screens, run-of-show cues
- ✓Food and beverage: bar, courses, dietaries, kids meals
- ✓Guest experience: amenities, accessibility, comfort
- ✓Staff briefing, roles and run-of-show
- ✓Final inspection and sign-off before guests arrive
- ✓Post-event pack-down, supplier collection and room reset
How PublicanOps works
From paper checklist to a live workflow.
Schedule it, assign it, complete it on mobile, and report on what happened. Records can carry into shift reports, manager handovers and asset history where relevant.
- 1Step 1
Schedule
Staged across pre-event, event day and post-event
PublicanOps turns wedding prep into a staged workflow across pre-event, event day and post-event reset — each stage with its own tasks and owners.
- 2Step 2
Assign
Multi-team assignment
Coordinators, F&B, bar, kitchen, AV, security and cleaning each own their tasks and see them on mobile.
- 3Step 3
Complete
Run-of-show timing
Timed cues track in real time — late tasks alert the coordinator and Duty Manager.
- 4Step 4
Report
Post-event reset captured
The post-event reset and supplier pack-down are captured against the same wedding record.
Completed records flow straight into venue reports, manager handovers and — for maintenance and asset checks — your asset history, so nothing has to be re-keyed.
Benefits
Wins for every role in the venue.
For frontline staff
- ✓No ambiguity about timing, role or responsibility
- ✓Confidence on the biggest events of the year
- ✓Issues escalated calmly, not chaotically
For duty managers
- ✓Single coordinated view of the wedding day
- ✓Real-time visibility on what's late or at risk
- ✓Cleaner pack-down and supplier handovers
For operations managers
- ✓Standard wedding playbook across every venue
- ✓Cleaner handovers between events, bar, kitchen, AV and cleaning
- ✓Continuous improvement from post-event reviews
For general managers & operators
- ✓Fewer missed details on the highest-stakes events
- ✓Stronger wedding execution and better client experience
- ✓Wedding and function revenue protection through referrals and repeat bookings
- ✓Defensible records for any post-event dispute
Manual template preview
Preview the printable template.
A simple structure your team can use today. The PublicanOps version maps to the same fields with scheduling, assignment, photo evidence and reporting layered on top.
PublicanOps · Manual template
Wedding Venue Prep Checklist Template
Venue
______________________
Date
______ / ______ / ______
Completed by
______________________
Checks
- Booking details: client, timings, headcount, supplier list✓ / ✗
- Room layout, floor plan and table plan✓ / ✗
- Bridal table, cake table and gift table setup✓ / ✗
- Ceremony setup, signage and parking✓ / ✗
- AV: mics, music, lighting, screens, run-of-show cues✓ / ✗
- Food and beverage: bar, courses, dietaries, kids meals✓ / ✗
Issues / notes
Staff sign-off
Name + signature
Manager review
Name + signature
Free download
Download the Wedding Venue Prep Checklist template.
Printable wedding day workflow — use it for the next booking in the diary.
Inside the PDF
- Booking details: client, timings, headcount, supplier list
- Room layout, floor plan and table plan
- Bridal table, cake table and gift table setup
- Ceremony setup, signage and parking
- AV: mics, music, lighting, screens, run-of-show cues
- Food and beverage: bar, courses, dietaries, kids meals
- Guest experience: amenities, accessibility, comfort
- Staff briefing, roles and run-of-show
- Final inspection and sign-off before guests arrive
- Post-event pack-down, supplier collection and room reset
Free template
Download the Wedding Venue Prep Checklist template.
Printable wedding day workflow — use it for the next booking in the diary.
Frequently asked questions
Questions venue operators ask about this template.
What is the Wedding Venue Prep Checklist Template for?
A staged prep checklist for every wedding in the diary. Capture booking details, room layout, bridal and cake tables, ceremony, AV, food and beverage, guest experience, staff briefing, final inspection and post-event reset — so every wedding feels like the team has done it a hundred times.
Who should use the Wedding Venue Prep Checklist Template?
Duty managers, venue managers, operations managers and frontline staff responsible for events. It's built for clubs, pubs, hotels, gaming venues, entertainment venues, and function/event venues.
Can I use this template manually?
Yes. The Wedding Venue Prep Checklist Template is provided as a free printable PDF you can use on a clipboard or pin up back-of-house — no PublicanOps account required.
How does PublicanOps digitise this process?
PublicanOps turns wedding prep into a staged workflow across pre-event, event day and post-event reset — each stage with its own tasks and owners. Staff complete the workflow on mobile, capture photos and notes, and the post-event reset and supplier pack-down are captured against the same wedding record.
Can PublicanOps assign this task to staff automatically?
Yes. PublicanOps schedules the Wedding Venue Prep Checklist Template on a recurring cadence and assigns it to the right shift, role or team — with escalation to the Duty Manager for missed or overdue tasks.
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Free trial for venue partners
Turn this checklist into a live PublicanOps workflow.
PublicanOps helps venues schedule recurring checks, assign work, capture faults, track completion, and keep every shift accountable.