Intimate weddings have fewer moving parts than large ones, but the parts that remain matter a great deal. This checklist is arranged by stage rather than by fixed dates, because the right lead time depends on your setting, your suppliers and your families. Fix the date with the venue first and work backwards from there; our ceremony planning page covers the shape of the ceremony itself.
Early on
- Talk with both families about the traditions that matter to them.
- Draft the guest list — names first, numbers second.
- Decide whether solemnisation, tea ceremony and meal happen in one place.
- Choose the focal point and rough layout for the ceremony.
- Ask the people you want standing beside you and confirm they can attend.
- Visit two or three settings at your planned time of day.
Once the setting is held
- Shortlist and confirm the person who will lead the ceremony.
- Agree the wet-weather location and call time with the venue.
- Ask the venue for its written rules on décor, candles, confetti and access.
- Brief florist and stylist with those rules attached.
- Book a photographer who has worked in low light and courtyards.
- Agree a menu that suits elders and any dietary needs.
A few weeks out
- Write the running order, minute by minute, and share it.
- Prepare the tea ceremony order and forms of address.
- Arrange transport and the drop-off point for elders.
- Plan seating with elders closest to the action and shade.
- Write vows or readings and time them aloud.
- Confirm the rain plan with the venue (see below).
The week before
- Confirm arrival time and place with whoever leads the ceremony.
- Share the final seating plan with your coordinator.
- Check the weather outlook and confirm the wet-weather call time.
- Pack a day-of kit: tissues, fan, safety pins, umbrella, water, plasters.
- Hand the running order to one calm coordinator.
- Rest. Truly.
On the day
- Coordinator arrives early to meet the venue and suppliers.
- Walk the route from drop-off to seats; clear cables and petals.
- Seat elders first, in the shade, with water within reach.
- Greet whoever leads the ceremony and show them where to stand.
- Rings, readings and water on the small table by the couple.
- Tea set warm, cushions placed, gift tray ready.
- Phones silenced, a short welcome said.
- After the meal, a pack-down walk with the venue.
A rain plan for courtyards
Singapore weather can turn quickly, and afternoon thunderstorms are common in many months. A courtyard ceremony without a rain plan is a gamble; with one, rain becomes a small change of scene. The Meteorological Service Singapore publishes forecasts and warnings on its weather site, and the National Environment Agency's weather page explains the services available.
Decide in advance
- Name the sheltered alternative for each outdoor moment: solemnisation, tea ceremony, photographs, drinks.
- Agree with the venue how long it takes to move chairs and flowers indoors.
- Set a call time — for example, a set point before guests arrive — when the coordinator decides indoor or outdoor.
- Keep the indoor layout ready even if you expect sunshine.
- Choose potted plants and weighted vases that can be carried in quickly.
If it rains mid-ceremony
Stay calm and keep it short. The ceremony can pause while guests step under cover, and the vows themselves take only a few minutes once everyone is settled. Have a few large umbrellas by the courtyard edge for elders, and towels to wipe chairs. Wet stone can be slippery; ask helpers to guide older guests and keep the walking route clear.
Lightning and heat
If there is thunder and lightning, move everyone indoors and wait — open courtyards are not a place to stand in a storm. On very hot days, the reverse problem applies: hold outdoor moments early or late, provide shade and water, and keep elders' time in the sun brief. A ceremony that looks after its guests will be remembered for the right reasons.
After the day
- Gather cards, gifts and any family heirlooms used on the day.
- Return any borrowed items, stands and vessels.
- Send thank-you notes to elders, helpers and everyone who led a part of the day.
- Back up the photographs in two places.
For the reasoning behind many of these points, see styling in old buildings and tea ceremony notes.