So, you’re engaged – congratulations! Now comes the exciting (and sometimes overwhelming) task of planning your wedding day. Whether you have two years or six months to plan, staying organized is key to making sure nothingimportant slips through the cracks. That’s where an ultimate wedding planning checklist comes in handy. Think of it as your roadmap from “Yes!” to “I do,” covering every major to-do and decision along the way.
In this comprehensive step-by-step guide, we’ve broken down the wedding planning process into manageable phases and tasks. Follow along, adjust to your timeline, and check things off as you go. By the time your wedding day arrives, you’ll have everything handled – and you can relax and enjoy knowing you didn’t miss a thing.
Staying organised with a detailed checklist (like this one with venue tour notes and “venue wants” listed) will make your wedding planning journey so much smoother. From scheduling venue tours to mailing invitations, a checklist ensures you tackle tasks at the right time.
12+ Months Before the Wedding: Dream and Plan Big Picture
Celebrate and Spread the News: Enjoy the bliss of being engaged! Announce to close family and friends before posting on social media. Maybe have an engagement party (optional but fun).
Discuss Vision and Budget: Sit down with your partner (and any contributors) to talk about the type of weddingyou both envision. Big or small? Formal or casual? Local or destination? This is also the time to set a rough budget for your wedding. Knowing your financial parameters will guide all decisions.
Draft a Guest List: It doesn’t have to be final, but start a tentative guest list to estimate size. This will help when looking at venues (there’s a big difference between planning for 50 vs. 250 guests).
Pick a Date (or Range): Decide on a few potential wedding dates or a general time of year. Having some flexibility can help with venue availability. Consider seasons and any meaningful dates, but also think about guest convenience (holiday weekend? weather?).
Research and Hire a Wedding Planner (if desired): If you’re considering a full-service wedding planner, now’s the time. A planner can actually help find your venue and set up a planning calendar. (See our post on deciding if you need a planner.) If not hiring a planner, grab a planning binder or app to keep yourself organized.
Start Venue Hunting: This is a big one – the venue often dictates your date and overall vibe. Research venues that fit your style and budget; then schedule site visits. Once you find “the one,” book it and secure your wedding date with a deposit. (Feel that sigh of relief? The foundation is set!)
9-12 Months Before: Key Vendors and Early Decisions
Choose Your Wedding Party: Who do you want standing by your side at the altar? Ask your bridesmaids, groomsmen, bridesmen/groomsmaids – however your party looks – so they have plenty of time to plan and help.
Hire Priority Vendors: With venue and date set, lock in the other major players: caterer, photographer, videographer, band/DJ, and officiant. These professionals often book out far in advance. If you have favorites, reach out now and get contracts signed. (Pro tip: Always read contracts carefully to avoid surprises – remember our mistakes article!)
Shop for Your Wedding Dress or Attire: Bridal gowns can take 6-9 months to order and alter, so start shopping early. Once you find the dress, place the order. Likewise, this is a good window for grooms to shop for suits or decide on tux rentals, and for wedding party attire to be chosen.
Engagement Photos (Optional): Many couples do an engagement photoshoot around this time. It’s a great way to get comfortable in front of the camera and have photos for save-the-dates or your wedding website. (Plus, it’s fun!)
Create a Wedding Website: Set up a simple site with key info for guests (date, location, accommodations, your story, etc.). You can update it as you go. It’s handy for sharing details and even collecting RSVPs later.
Save-the-Date Cards: If you have a lot of out-of-town guests or a date during peak season/holidays, consider sending save-the-date cards around 8-10 months out. They can be mailed or even emailed. This lets people mark their calendars early, even if you don’t have all details yet.
6-9 Months Before: Details and Vendors Continued
Bridesmaids Dresses and Formalwear: Decide on and order bridesmaid dresses. Similarly, choose attire for groomsmen or any uniform looks (suits, tuxes, etc.). Give the wedding party clear instructions on when to get their outfits to allow time for fittings.
Book Other Key Services: Think about florist, wedding cake baker, and wedding rentals (like specialty chairs, linens, or photobooths). Meet or call a few and book your favorites with deposits. At this point, your overall style and color scheme are taking shape, which will guide floral and cake design.
Arrange Accommodation Blocks: If you have many guests traveling, negotiate and reserve a block of hotel rooms nearby. Many hotels offer a group rate if you block out a set number of rooms. Include this info on your website.
Design and Send Invitations for Destination Weddings: If you’re having a destination wedding or expect guests to travel internationally, send invitations by the 6-month mark (with RSVP info). For local weddings, you can wait a bit longer (see next section).
Plan the Honeymoon: Start researching honeymoon destinations and check those passports! Book flights and hotels now for better rates. Also plan any needed vaccines or visas. It’s a nice task to work on together as a break from wedding stuff – and something to look forward to right after the wedding.
Begin DIY Projects: If you’ve got any DIY decor or favors in mind, begin now. This gives you ample time to craft without last-minute stress. (Maybe schedule some craft nights with friends.)
4-5 Months Before: Finalize the Look and Feel
Find Attire for Moms, Dads, Kids: Help mothers-of-the-bride/groom find their dresses (coordination with your color palette is a nice touch, but let them choose what they feel good in). Decide on and purchase flower girl and ring bearer outfits if applicable.
Choose Wedding Rings: Go ring shopping together and purchase your wedding bands. Don’t forget to allow time for any engraving or resizing.
Plan the Ceremony Details: Meet with your officiant to outline the ceremony. If you’re writing your own vows, start drafting them. Choose readings or any rituals (unity candle, sand ceremony, etc.) you want to include. Also line up ceremony music (what will play when you walk down the aisle, etc.), which might involve hiring ceremony musicians or prepping a playlist.
Order Invitations: By now, you have key info nailed down (date, venue, times, accommodations, registry). It’s time to order your formal wedding invitations. Don’t forget all the pieces: RSVP cards (or online RSVP instructions), directions insert, and stamps. Aim to send them about 2-3 months before the wedding, so start the design/printing process now.
Cake Tasting and Order: Mmm, a fun part – cake tasting! Decide on your cake or dessert choice and confirm the order with your baker. Discuss style and flavors. If you’re doing a dessert table or multiple treats, plan those out too.
Hair and Makeup Trial: Schedule trials with your hairstylist and makeup artist (if using). Bring inspiration photos. This is the time to nail down your beauty look for the day. Once happy, officially book the stylist/makeup artist for your wedding date and reserve any assistants needed for bridesmaids.
2-3 Months Before: Invitations Out and Final Prep
Mail the Invitations: Send out your wedding invites about 8 weeks before the wedding (a bit earlier if a lot of guests are international). Make note of the RSVP deadline (usually 3-4 weeks before the wedding date) so you’ll have time to give final numbers to caterer.
Plan the Reception Details: Now focus on the reception fun stuff – create or finalize your playlist with must-play (and do-not-play) songs for the DJ/band. Plan your menu with the caterer (attend a tasting if offered). Sort out a tentative timeline of events (entrance, first dance, cake cut, etc.) with your coordinator or DJ.
Book Transportation: Figure out how you, the wedding party, and immediate family are getting to and from the wedding. If needed, book transportation such as limos, classic cars, or shuttles for guests (especially if venue parking is limited or if there’s distance between ceremony and reception).
Purchase Miscellaneous Items: Think of any extra items like a card box, guest book, cake topper, toasting flutes, or a pretty hanger for your gown. Now’s a good time to get those.
Start Writing Toasts: If you plan to speak at the reception (maybe as a couple thank-you speech), start drafting those words of gratitude. Encourage parents or friends who will toast to also begin writing now.
Check on Marriage License Requirements: Research what documents or premarital courses (if any) are required to obtain a marriage license in your location. Mark down how far in advance you need to get it (typically within 30-60 days of the wedding). Plan a date to go apply for it with your partner.
1 Month Before: Crunch Time (but you’ve got this!)
Get Marriage License: Time to make it legal! Go together to apply for and pick up your marriage license from the local government office. Don’t leave this too late in case of any processing time.
Finalize Guest Count and Seating: By now your RSVPs are mostly in. Follow up on any stragglers who haven’t responded. Then finalize your guest count for the caterer and venue. Start working on a seating chart if you have assigned seats or tables. Pro-tip: use sticky notes on a poster board or a digital tool so you can move people around easily.
Confirm with All Vendors: Reach out to every vendor with a friendly confirmation. Verify arrival or delivery times, give them any updates or itineraries, and provide contact info for the day (perhaps your planner or a trusted friend, so you’re not fielding calls). Make sure everyone is on the same page.
Finalize Wedding Day Timeline: Work with your planner or coordinator (or on your own) to create a detailed timeline for the wedding day – from when hair & makeup starts to the last dance. Include key moments like bouquet toss or special announcements. Share this timeline with your vendors and wedding party so everyone knows where to be and when.
Plan the Ceremony Rehearsal: Coordinate with your officiant and venue about a rehearsal, typically scheduled for the day or two before the wedding. Inform your wedding party and anyone involved in the ceremony (readers, etc.) about when and where to rehearse.
Break in Your Shoes & Final Dress Fitting: Do one last wedding dress fitting to ensure perfect fit. At home, wear your wedding shoes on clean floors to break them in a bit – your feet will thank you! Also, assemble your wedding day emergency kit (safety pins, stain remover, small sewing kit, pain relievers, etc., just in case).
Prepare Payments and Gratuities: Figure out vendor balances due on the day and put payments (and suggested tips) in labeled envelopes. Plan who will hand these out (often the best man or planner can do it). It’s much easier to have this sorted ahead of time.
1-2 Weeks Before: Final Touches
Attend the Final Venue Walkthrough: Some venues do a final meeting to go over layout, seating, and any last decisions. Bring your coordinator if you have one. Confirm where things like guest book, gift table, cake table will be.
Provide Final Guest Count: Your caterer and venue will need the final headcount about 1-2 weeks out. Include vendors who will be fed. Confirm meal selections or dietary needs if you offered choices.
Escort Cards & Signage: If you’re doing escort cards or place cards, finish them up (or ensure your calligrapher or printer has them ready). Also double-check you have all your signage (welcome sign, bar menu, Instagram hashtag sign – whatever you’ve planned).
Pack for the Wedding Day: It’s happening! Pack a bag with everything you’ll need on the day: wedding attire and accessories, rings, license, vows, a change of clothes for after if needed, and overnight bag if you’re staying somewhere special that night. Don’t forget honeymoon luggage if you leave shortly after the wedding.
Communicate with Your Wedding Party: Send a copy of the wedding day itinerary to your bridal party and family VIPs. Make sure everyone knows when to show up for rehearsal and on the day. This is also a good time to thank them in advance for being part of your day and maybe remind them of any duties (like ushers knowing their role, etc.).
Rest and Recharge: With most major tasks done, use the final week to relax as much as possible. Get good sleep, stay hydrated, and take some time for just you two – maybe a nice dinner with no wedding talk allowed! You want to be in good health and spirits for the celebrations.
The Day Before: Rehearse and Relax
Ceremony Rehearsal: Gather at the venue (or a designated spot) with officiant, wedding party, and immediate family involved in the ceremony. Walk through the processional, any readings or rituals, and recessional. It doesn’t have to be long, just enough that everyone’s comfortable with the flow.
Rehearsal Dinner: Enjoy this time with close family and friends. It’s often when the couple exchanges gifts with the wedding party or when parents might give speeches. Savor it – the festivities are beginning! But also, try not to overdo it on the celebrating (or drinking) tonight.
Prep any Last-Minute Items: If there are things you decided to DIY at the last second (maybe printing some extra signage or tying bows on favors), get them done early in the day. Then pack all those decor items, favors, etc. in a box or car, ready to go to the venue.
Early to Bed: You might be too excited to sleep much, but try to get to bed at a decent hour. The next day will be happily busy, and you’ll enjoy it more if you’re well-rested.
Your Wedding Day: Celebrate!
At long last, your wedding day is here. Because you’ve followed your checklist, you can wake up knowing everything is taken care of. Today is about enjoyment. A few tips for the day of:
Trust Your Team: If you have a planner or designated friends handling setup, let go of control now. Trust that they’ve got it so you can be present in each moment.
Stay on Schedule (Within Reason): Follow the general flow of your timeline, but don’t stress if you’re a few minutes off. This day is about joy, not precision. Your coordinator or point person can subtly keep things moving.
Soak in the Moment: Pause occasionally to look around – at the loved ones gathered, at your partner, at the celebration of your love. These mental snapshots will complement your photos and videos.
Eat, Drink, and Be Merry: Remember to eat something for breakfast and during reception. Keep water nearby. But after that, let the champagne flow and have a blast!
Focus on What Matters: If a tiny detail goes awry (and often something small will), try not to worry. The important part is that you’re marrying the love of your life. The rest is just icing on the cake (mmm, cake! Don’t forget to taste yours!).
Finally, congratulate yourselves on planning an amazing wedding! All your hard work has paid off. Now it’s time to party with your nearest and dearest, and embark on married life with the one you love.
We hope this ultimate checklist helps you navigate the planning journey with confidence and calm. Keep it handy and refer back whenever you need direction. And remember, every wedding is unique – it’s okay to skip steps that don’t apply to you or add new ones that do. It’s your roadmap.
