The Ultimate Wedding Planning Checklist: Your Step-by-Step Guide

With countless decisions to make and deadlines to catch, planning a wedding can be both stressful and exciting. From choosing a venue and florist to finding your dream wedding dress and veil, it’s easy to feel a little lost in the sea of decisions and to-dos.

 

But don’t worry! With a well-organized wedding planning checklist, you can break down the process into manageable tasks that will help you enjoy the journey to your big day without feeling overwhelmed. If you’re looking for a free printable wedding planning checklist, we’ve made one for you! (The link to download it is at the bottom of this page.) 

 

Whether you’re planning a grand celebration or an intimate elopement, this comprehensive wedding planning checklist will help guide you through every step of the way!

@meggymacphotography of Keeya 124113 by Calla Blanche

12-18 Months Before the Wedding

Celebrate - You’re ENGAGED!

Before diving into the planning process, take some time to celebrate your engagement with loved ones.

Start Looking Through Social Media for Inspiration

Dive into Pinterest, Instagram, and TikTok to get a feel for different wedding themes, color palettes, and styles. This is the time to dream big and gather ideas!

Determine Your Wedding Budget

Before anything else, decide how much you and your partner (and any family contributors) are willing to spend. Your budget will help you make decisions about every aspect of your big day.

Pro Tip: Add about 5-10% for unexpected costs.

@timothy_metcalf of Charlotte 123237 by Calla Blanche

Choose Your Date (and backup dates for flexibility)

Select a few possible dates, and be flexible. Think about holidays, seasonal weather, and the availability of your must-have guests. Popular wedding dates fill up fast, so book early!

Research and Book Your Venue

Your venue will set the tone for the wedding, so choose wisely! Make sure to visit several venues to find the one that feels perfect. Popular venues book up quickly, so it’s important to start this process early. Consider the size, style, location, and what’s included in the venue package.

Hire a Wedding Planner (Optional)

If your budget allows, hiring a wedding planner can ease stress and make the planning process much smoother. They can help with vendor recommendations, negotiations, and timeline management.

Discuss Wedding Styles, Themes and Color Palettes with your Partner

Is it a romantic garden wedding? A chic, modern event? Or maybe a destination beach wedding? Finalize a theme that reflects your personalities and styles.

Schedule Engagement Photos

This is a great way to get comfortable in front of the camera.

Research Wedding Dress Styles

Start browsing through bridal magazines and websites to get an idea of what dress styles and silhouettes you love.

@shelbyn.photography of Alicent 123241 by Calla Blanche

9-12 Months Before the Wedding

Create a Wedding Website

Websites like The Knot, Wedding Wire, and Zola offer stunning and practical templates to keep guests updated with the necessary information. From the timeline of the ceremony and reception to the dress code and accommodations, they will be able to stay informed without asking you or your partner for any details.

Pick and Ask Your Wedding Party

Shop for Your Dream Wedding Dress and Veil

Start your search for the perfect wedding dress! Wedding dresses can take several months to be made and altered, so it’s best to begin early.

Pro Tip: Think about shoes and accessories when shopping to see how the whole look comes together.

Research and Book Wedding Vendors

Research, read reviews, and meet vendors (like photographers, videographers, caterers, and florists) in person to ensure they align with your vision. Wedding vendors book up quickly, so once you’ve found professionals you love, secure them for your date.

Finalize the Wedding Guest List

Send Save the Dates

Once you’ve finalized the guest list and booked the venue, it’s time to send out save-the-dates. This is especially important if you’re planning a destination wedding or if you have many out-of-town guests who need to make travel arrangements.

@nelson_santos_photography of Philipa 124101 by Calla Blanche

Book Officiant

Hiring a professional wedding officiant will create less stress on your wedding day. Officiants are trained and certified to perform weddings, and they know exactly how to handle the paperwork, making sure your marriage license is properly signed and submitted after the ceremony.

Start Researching Your Honeymoon

Decide what type of getaway you both want. If your passports need renewing, now is the time to do it.

6-9 Months Before the Wedding

Research Hotels Near Your Venue and Reserve a Block Of Rooms for Out-of-town Guests

Book Entertainment

Whether it’s a DJ, live band, or solo musician, entertainment is key. Make sure they understand the vibe you want and can offer a diverse playlist or setlist.

Choose Bridesmaid Dresses, Groom and Groomsmen Attire

Decide on the color scheme and style for your wedding party and groom’s attire. Make sure the dresses and suits are ordered with plenty of time for fittings and adjustments.

Register For Wedding Gifts

Select a variety of wedding gifts in different price ranges. Popular registries include Amazon, Target, Williams Sonoma, Anthropologie, and Crate & Barrel.

@utopia_studio_jo of Chelsey LA23244 from L'Amour by Calla Blanche

Book Day-of Transportation For the Wedding Party and Your Guests

If your ceremony and reception are in different locations, book transportation. Additionally, arrange a stylish getaway car for you and your partner after the reception!

Meet with Your Officiant and Start Planning Your Ceremony

This is a great time to discuss your ceremony details, vows, and any special readings or rituals you’d like to include.

Design Your Invitations

Your wedding invitations set the tone for the day. Opt for a design that matches your theme and style. Make sure they include all the essential details, such as the venue, RSVP instructions, and dress code.

Plan the Decor

Think about your overall wedding aesthetic when deciding on centerpieces, linens, lighting, and floral arrangements. If you’re into DIY, start gathering materials and crafting.

Research and Book Rehearsal Dinner Venue

This could be a formal restaurant or a casual backyard gathering.

@LaVieEstDoree of Atarah LA23239 from L'Amour by Calla Blanche

4-6 Months Before the Wedding

Order Your Wedding Cake or Cakes

Time to indulge your sweet tooth and select the perfect flavors for your wedding cake. Decide on the design that matches your wedding theme and personality. Make sure to confirm delivery and setup details with your cake vendor.

Order Your Invitations

Make sure your wedding invitations are printed and ready to be mailed out soon.

Select and Purchase Your Wedding Bands

You and your partner will wear these rings forever, so take your time to find the perfect pair. 

Pro Tip: Leave enough time for resizing and engraving if necessary.

Plan the Menu

Take into account any dietary restrictions or preferences of your guests. Don’t forget to plan for a tasting to ensure the food meets your expectations.

Finalize the Floral Arrangements and Your Bouquet

Plan Wedding Welcome Bags for Your Out-of-Town Guests (Optional)

Surprise your guests with bags or baskets of essential items they’ll need for your big day!

Finalize and Book Your Honeymoon

@chrisandruth of Asteria AA2349 by Angela and Alison

Book Hair and Makeup - Consider booking a trial run as well 

Decide whether you’ll be hiring professionals for your hair and makeup. Book trials to find the perfect look for your big day.

Schedule Dress Fittings with Your Seamstress

Finalize Your Music Playlist for Your Reception

Work with your DJ or band to finalize your music playlist and make special song requests.

2-4 Months Before the Wedding

Send Invitations

By now, your wedding invitations should be ready to go. Send them out and include a deadline for RSVPs (usually 3-4 weeks before the wedding date).

Order Wedding Favors

Plan and purchase wedding favors to thank your guests for being a part of your celebration. These can range from personalized items to edible sweets and snacks.

Write Your Wedding Vows

If you’re writing your own vows, start drafting them now. Make time to practice so you’ll feel confident delivering them on the big day.

Finalize Your Ceremony and Reception Timeline

Work with your DJ, caterer, officiant, and planner (if you have one) to create a reception timeline that flows seamlessly. Include time for toasts, cake cutting, and special dances.

Finalize Reception Menu with Your Caterer

@karamoorephoto of Sheridan LP2417 from La Perle by Calla Blanche

Finalize Seating Arrangements

Once you receive RSVPs, plan your seating chart. Try to place guests with people they know or will enjoy meeting.

Finalize Fittings and Attire for the Wedding Party

Make sure your wedding party’s attire fits perfectly! Schedule final fittings to adjust any last-minute details so that your wedding party and your groom look flawless.

Purchase Wedding Decor and Accessories

Don’t forget to order small details like place cards, table numbers, ring bearer pillows, flower baskets, and menu cards.

Order Gifts for The Bridal Party, Parents, and Each Other

Purchase gifts for your bridal party, parents, and each other as a thank-you for their support throughout the wedding planning process.

Create a Day-of schedule to Distribute to the Vendors

From setting up decorations and florals to coordinating with other vendors and capturing all the essential moments, with a day-of schedule you can be confident that everything will run smoothly.

1-2 Months Before the Wedding

Attend Final Wedding Dress Fittings

By now, your wedding dress should be ready for final fittings. Make sure everything is perfect and that your accessories and shoes work well with your dress.

Confirm All Vendors

Touch base with all your vendors to confirm times, dates, addresses, and any outstanding details. Make sure everyone is on the same page and knows the directions to the venue.

Pick Up Your Wedding Bands

@brittanyhamannphotography of Daffodil LP2339 from La Perle by Calla Blanche

Meet with Photographer and Videographer

Schedule a meeting with your photographer and videographer to double-check your vision for capturing your wedding.

Confirm Honeymoon Reservations

Don’t forget to confirm your flights, hotels, and any activities you have planned for your honeymoon.

Get Your Marriage License

Every state or province has different requirements for marriage licenses, so check the rules in your area and make sure you apply in time. Some areas require waiting periods, so don’t leave this to the last minute!

Order Thank You Notes for All Your Guests and Vendors

Delegate Wedding Day Set-Up and Clean-Up Duties

Delegate set-up, clean-up, and other tasks to trusted friends or your wedding coordinator.

Start Breaking in Your Wedding Shoes

Wear your wedding shoes around the house to break them in so you feel comfortable and confident while walking down the aisle and dancing the night away.

Enjoy Your Bridal Shower and Bachelorette Party

Have some time to relax and have fun with your besties!

Book Beauty Treatment for the Bridal Party

The Final Weeks Before the Wedding

@marycostaphoto of Alison AA2307 by Angela and Alison

Follow Up With Any Guests who Haven’t RSVP’d

It’s important to get a final headcount from your guest list. Reach out to anyone who hasn’t RSVP’d and kindly request their response. This will help you finalize seating arrangements, catering orders, and favors.

Give the Final Headcount to Your Caterer

Once you have all RSVPs, provide your caterer with the final guest count. This is crucial for meal preparations and ensuring there’s enough food for everyone without over-ordering.

Make Sure the Band or DJ Have Your Playlists

Double-check with your band or DJ to make sure they have your playlists and any special requests you may have. Confirm the timing for the first dance, father-daughter dance, and any other musical cues for the ceremony or reception.

Have Final Payments and Cash Tips Ready for All Vendors

Before the big day, make sure all final payments to vendors are prepared, including tips. It’s also helpful to have envelopes with cash tips ready for your vendors as a token of appreciation for their hard work.

Deliver a Must-Have Image List to Your Photographer and Videographer

Create a list of “must-have” photos and special moments you want to capture. This might include candid shots, family portraits, or detailed images of your wedding decor.

Pack for Your Honeymoon

Don’t forget to plan for the weather and any specific activities you have scheduled.

Create an Emergency Kit

Prepare an emergency kit with items like safety pins, band-aids, a sewing kit, deodorant, hairspray, and stain remover. You never know what small mishaps might happen on the big day.

@westcoastweddingphotography of Belle LP2308 from La Perle by Calla Blanche

The Day Before The Wedding

Make Sure Everything is Laid Out and Packed For Your Wedding

To avoid any last-minute stress, make sure all your wedding day essentials such as your wedding gown, shoes rings, and marriage license are laid out and packed.

Deliver Wedding Welcome Bags to the Hotel

If you’ve prepared welcome bags for out-of-town guests, be sure to drop them off at their hotels the day before the wedding. These bags are a great way to show your appreciation and provide guests with helpful items like snacks, water, and information about the area.

Get a Mani/Pedi

Treat yourself to a manicure and pedicure to make sure your nails are perfect for your big day. It’s also a great opportunity to relax and take a breather from any lingering wedding stress.

Attend the Wedding Rehearsal

Your rehearsal is a great way to familiarize everyone with the flow of the ceremony. It helps the wedding party, officiant, and any involved family members to know exactly where they should be and when.

Enjoy Your Rehearsal Dinner

This is a chance to gather your closest family and friends for an intimate celebration before the big day.

Get Your Beauty Sleep

@kulturedphotography of Sabah LA23122 from L'Amour by Calla Blanche

On Your Wedding Day

Make Sure to Have a Breakfast

With all the excitement and wedding jitters, don’t forget to eat a nutritious breakfast! You’ll need energy to get through a long and emotional day.

Give the Best Man your Wedding Rings and Officiant Fee

Make sure your best man has the wedding rings safely tucked away for the ceremony. Also, hand over the officiant’s fee if it hasn’t already been handled.

Relax and Enjoy the Day!

After months of planning, your wedding day has finally arrived! Remember to soak in every moment, from the walk down the aisle to your first dance as a married couple. The day will fly by, so take time to enjoy it.

@paola_lattarini_photographer of Holland 123252 by Calla Blanche

After the Wedding Day

Enjoy Your Honeymoon!

Congratulations! You’re officially MARRIED now! It’s time to relax and celebrate your new life together as a married couple. Enjoy your honeymoon and the time away from the wedding planning hustle.

Send Thank You Notes to Guests and Vendors

Once you return from your honeymoon, take the time to send out thank-you notes to your guests and vendors. It’s a small but thoughtful gesture to show your appreciation for their love and support on your special day.

 

This wedding planning checklist will keep you on track leading up to your wedding day, ensuring nothing is overlooked and you’re well-prepared for every stage of the wedding planning process. From booking the perfect venue and sending out invitations to finding your dream wedding dress and cake tasting, remember that every step brings you closer to the most magical day of your life.

 

Most importantly, enjoy your wedding day and celebrate the love between you and your partner!

 

When it comes to planning a wedding, there are hundreds of details a couple needs to think about to make the perfect wedding day! As promised, here is the free downloadable wedding planning checklist, so these tasks are easier for you! To see more wedding inspo and tips, be sure to check our blog and social media!

 

Header Image Credit: @nelson_santos_photography