Hen Party Planning Checklist for Windsor | 2026 Guide

Decide on guest list & budget

Lock your group size (8-14 works well in Windsor) and agree a realistic weekend budget per person.

Pick potential dates

Shortlist two or three weekends, avoiding Royal Ascot week in mid-June unless race day is the main event.

Research luxury accommodation

Start hunting houses or serviced apartments for 8-14 guests - large-group options in Windsor are limited.

Check luxury serviced apartments and private house rentals on Visit Windsor for bigger groups.

Research key activities

Shortlist Windsor Castle, a Thames prosecco cruise and a proper afternoon tea for your core weekend.

Royal Collection Trust covers Windsor Castle tickets; Ascot Racecourse site has race day dates and dress codes.

Nominate chief bridesmaid/organiser

Pick one lead planner and one treasurer so bookings and payments have clear owners.

Send out 'save the date'

Share preliminary dates and location so mates can check holidays and budgets early.

Brainstorm themes

Choose a theme that suits the bride - royal elegance, equestrian chic or river goddess all fit Windsor.

Look into travel options from London

Map train routes for London mates before you fix check-in times.

South Western Railway to Windsor & Eton Riverside and Great Western Railway to Windsor & Eton Central both run direct from London.

Consider spa day options

Shortlist spa venues if the group wants a pamper session between Castle and cruise plans.

Fairmont Windsor Park Spa and Coworth Park Spa are the high-end picks just outside town.

Discuss desired vibe

Confirm with the bride whether the weekend leans relaxed, cultural or a bit of both.

Check Royal Collection Trust for Windsor Castle event schedule

Check for royal events or Castle closures that could affect your dates or crowd levels.

Royal Collection Trust lists Castle closures and royal ceremonies - check again closer to travel.

Begin researching luxury afternoon tea venues

Compare afternoon tea settings with space for your full group and dietary flexibility.

The Castle Hotel Windsor and The Brasserie at Sir Christopher Wren Hotel both handle elegant hen tables.

Investigate private dining options for larger groups

A private dining room keeps noise down and makes large groups feel looked after.

The Macdonald Windsor Hotel and other large town hotels offer private dining for groups.

Set up a communication channel for the group

Create a WhatsApp group for dates, links, payments and last-minute updates.

Start initial research into in-Windsor transportation

Work out walking routes versus taxis between Castle, Thames pier and your house.

Central Windsor is walkable; taxis queue near Windsor & Eton Central after late trains.

Look for group discount opportunities for attractions

Ask Windsor Castle and other attractions about group rates before you book individually.

Windsor Castle group rates apply when you book direct through Royal Collection Trust.

Secure luxury accommodation

Book your house or serviced apartments as soon as dates are fixed - large groups sell out fast.

Book six months ahead via Visit Windsor or trusted rental agencies for 8-14 guest properties.

Book Windsor Castle private tour/group tickets

Reserve Castle entry with a group slot or guided tour so you are not queuing with walk-ups.

Buy on the Royal Collection Trust website for genuine tickets and faster entry.

Reserve Thames prosecco cruise

Book a private or group prosecco cruise with a fixed boarding time from Windsor Promenade.

French Brothers and Salter's Steamers run private charters from Windsor Promenade - book direct.

Book afternoon tea at a chosen venue

Confirm afternoon tea with correct headcount and all dietary requirements noted.

The Castle Hotel Windsor and Fairmont Windsor Park both need weeks of notice for hen groups.

Purchase Ascot Racecourse tickets if relevant

Secure race day tickets and confirm enclosure dress codes with the whole group.

Use the Ascot Racecourse official site for group packages and dress code rules.

Book spa treatments or a full spa day

Lock spa slots for everyone who wants treatments on the same day.

Fairmont Windsor Park Spa and Coworth Park Spa book out weeks ahead in summer.

Arrange group dinner reservations

Reserve restaurants that can seat your full group with dietary notes on the booking.

The Brasserie at Sir Christopher Wren Hotel handles groups well; ask about private rooms.

Confirm transport details for off-site activities

Pre-book minibuses or taxis for Ascot, spa days and late evening transfers.

Pre-arrange Windsor taxis from Windsor & Eton Riverside for spa and Ascot runs.

Finalize detailed itinerary

Build a timed schedule with addresses, contact numbers and meet points for every activity.

Collect deposits for bookings from guests

Take deposits early so house and activity bookings are fully covered.

Purchase appropriate travel insurance

Remind mates to arrange cover for cancellations or travel delays.

Book any specific workshops

Reserve cocktail classes or floristry workshops if the group wants a hands-on activity.

Some Windsor hotels and bars with function rooms run private cocktail classes for hen groups.

Plan for parking if driving

Pre-book parking if any guests drive - Windsor town spaces fill quickly.

Romney Lock Car Park and King Edward VII Car Park often need pre-payment for weekend stays.

Arrange pre-booked picnic hampers for a walk

Order hampers if you are planning a Long Walk picnic in Windsor Great Park.

Windsor town delis and caterers do bespoke hampers for collection before your walk.

Confirm all booking details and receive written confirmations

Keep email confirmations for Castle, cruise, tea and accommodation in one shared folder.

Delegate specific tasks to bridesmaids

Give bridesmaids clear jobs - Castle meet point, cruise boarding, taxi bookings.

Create a shared document for itinerary and costs

Use a Google Doc for itinerary, budget splits and emergency numbers everyone can access.

Send out final itinerary

Share full timings, addresses, train stations and house access details with every guest.

Reconfirm all bookings

Call accommodation, Castle, cruise, tea and dinner venues to confirm headcount again.

Finalize food & drink arrangements for accommodation

Schedule a supermarket delivery or shop list for breakfasts, snacks and pre-drinks.

Tesco and Waitrose in Windsor deliver to most local postcodes.

Prepare a welcome pack for guests

Pack maps, Wi-Fi details, itinerary and small treats for arrival.

Include a Visit Windsor town map - signal drops near the Castle walls.

Purchase any hen party decorations or accessories

Buy sashes, banners or subtle royal-themed bits if you are dressing the house.

Check the weather forecast for Windsor

Check the forecast so mates pack layers for the Long Walk and Thames cruise.

Allocate rooms if applicable

Assign bedrooms in large houses before everyone arrives to avoid awkward sorting.

Confirm any last-minute dietary requirements with venues

Email restaurants and tea rooms one last time with allergy and dietary lists.

Charge phones, power banks, and cameras

Fully charge devices before Friday - you will want Castle and Thames photos all day.

Pack essentials

Remind everyone about walking shoes for Windsor Castle and the Long Walk, plus Ascot outfits if relevant.

Withdraw cash for incidentals

Keep some cash for market stalls, tips and small purchases near the Promenade.

Create a fun playlist for the house/transport

Build a pre-drinks playlist with hen classics and a few royal-themed tracks if you like.

Plan for any pre-dinner drinks locations

Pick a pre-dinner drinks spot so the group is not debating on the pavement.

The Boatman by the river has Thames views; The Castle Hotel Windsor bar works for a central meet.

Reconfirm specific Windsor Castle tour meeting points

Double-check Castle entry gate, security rules and tour meet time with Royal Collection Trust.

Ensure all guests have emergency contact details

Share organiser numbers, house address and local emergency contacts in the group chat.

Briefly review Royal Collection Trust and Visit Windsor websites

Check for last-minute Castle closures or royal events that could affect your weekend.

Coordinate guest arrivals

Meet mates at Windsor & Eton Riverside or Central with clear directions to the house.

Pick a specific station exit as the meet point - Riverside and Central are easy to confuse.

Check into accommodation

Run group check-in and confirm house rules with the host before pre-drinks start.

Distribute welcome packs

Hand out welcome packs and any sashes or accessories as guests arrive.

Embark on Windsor Castle tour

Lead the group to Castle entry in good time for your booked slot or tour.

Arrive at Royal Collection Trust entry early - summer queues build fast even with tickets.

Head to the Thames for the prosecco cruise

Walk or taxi the group to Windsor Promenade with time to board calmly.

Meet at the pier for your French Brothers or Salter's Steamers booking - do not cut it fine.

Enjoy afternoon tea at the booked venue

Arrive at tea on time and reconfirm dietary requests at the door.

Re-state allergies at The Castle Hotel Windsor or your booked venue when you sit down.

Take photos at iconic Windsor spots

Build in photo stops at Castle, Long Walk and Thames views between activities.

Group shots outside Windsor Castle, on the Long Walk and by Thames boats look great in the album.

Prepare for evening meal/activity

Block enough getting-ready time so nobody is rushing hair and make-up.

Ensure everyone has necessary tickets/bookings

Quick headcount that every mate has Castle, cruise and dinner confirmations on their phone.

Manage timing to keep to itinerary

Keep the day moving without making it feel rushed - Windsor distances are walkable but crowds are not.

Arrange taxis for evening transport

Pre-book taxis for dinner if venues are beyond a comfortable walk from the house.

Use local Windsor taxi firms rather than hoping for ranks on busy royal weekends.

Be flexible for unexpected delays

Have a backup plan if Castle security lines or cruise boarding runs late.

Ensure everyone is hydrated and comfortable

Schedule water and sit-down breaks during Castle and Long Walk time.

Delegate small tasks to keep stress low

Give bridesmaids small jobs - tickets, taxis, photos - so one person is not doing everything.

Enjoy the royal Windsor atmosphere!

Remind the bride to soak up Castle views and Thames time rather than watching the clock.

Collect group memories/photos

Start a shared photo album on day one so shots are not stuck on one phone.

Facilitate an optional walk on the Long Walk

Offer a gentle Long Walk stretch if the group has energy after tea - views back to Windsor Castle are worth it.