Wedding Party Roles and Duties Sheet

Who this is for

Who is doing what, before the wedding and on the day. Each member of the wedding party has a row for their jobs, contact and arrival, with ticks for outfit, speech or reading and thank-you gift, and the ushers' briefing sits at the foot.

Couples sharing out jobs among attendants, family and friends, and the attendants themselves, who each need to know what is expected of them and when.

What this helps you track

• Each person's role and how to reach them
• The jobs each person has taken on before the day and on it
• Where and when each person needs to arrive
• Whose outfit is sorted, who is speaking or reading, and whose thank-you gift is ready
• What the ushers need to know before the guests arrive

How to use it

1. Write the couple, the date and both venues at the top.
2. Rename the roles to suit your wedding party, cross out any you do not have and add rows for anyone else with a job.
3. Agree each person's jobs with them and write them in, splitting what happens before the day from what happens on it.
4. Fill in where and when each person needs to arrive, then tick outfit, speaks and gift as each is sorted.
5. Write the ushers' briefing and give each usher a copy, printed or downloaded from the browser version, which saves in your own browser.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What jobs do attendants usually take on?

It varies by family and tradition. Ushers often greet guests, hand out orders of service and show people to their seats; others look after the rings, a speech or a reading. Write what you and each person have agreed.

Should every attendant get a copy?

Yes, or at least their own row. Handing round the whole sheet lets everyone see who else is doing what, which saves the couple being asked on the day.

Where do the witnesses go?

Each has a row with the role written as witness, so their arrival time and number are on the same sheet as everyone else's. Your officiant or registrar will tell you what they need from them.

How does this fit with the wedding day timeline?

The timeline sets out the day moment by moment. This sheet is arranged by person, so each attendant can find their own jobs without reading the whole day.