The question’s popped, the ring is on, stars are in your eyes, but now what? With so many tasks to take care of and details to arrange, planning a wedding can seem overwhelming. But, if you give yourself enough time to plan and sort the tasks month by month with a wedding-planning checklist and wedding timeline, the job becomes more fun and less stressful. Below we’ve broken down the wedding-planning checklist into bite sized pieces so you can take a step back and simply enjoy the process.
photo: Jenna Mahr Photography
First rule
Don’t sweat the small stuff, you will no doubt want everything to be just perfect but if something turns out not quite as you have planned odds are your guests will never even notice as they did not know the original plan.
So here is our ultimate wedding checklist – what you should be doing when, especially helpful if you are wondering where to start. From engagement right through to the wedding day.
Soon After Engagement
Sit down together and talk about your ideal wedding, do you imagine having it at home or abroad, number of guests, type of venue, desired season etc, this is a good start and makes sure you are both on the same page.
Draw up a budget
Start writing down your guest list to get an idea of numbers, and who you want a part of your celebration
Start researching potential wedding venues and ceremony locations online and draw up a short list
Pop the question to your bridesmaids and groomsmen
12 – 18 Months Before The Wedding
As early as possible try to make a decision about the style of your day, this will impact on the suppliers and venue you choose so it is good to have a clear vision from the start. Are you thinking rustic, elegant, timeless, quirky, industrial.
Visit and book your reception venue and ceremony location
Research potential wedding suppliers:
Photographer / Videographer – book early as good ones get booked up well in advance and they can only do one wedding per day
Florist – again book early as good ones get booked up well in advance and they will limit the number of bookings they can take per day. If you are doing your own flowers why not book yourself on a course, we would always suggest leaving your bouquet and button holes to an expert as these have to be made last minute
Stationery – if you want matching Save The Dates to the rest of your stationery you will need to make a decision on this early on, you can choose to go completely bespoke there are some very talented stationery companies who also have lovely designs to choose from, you could use a printable stationery suite which you add your details to and print yourself, or perhaps you are talented in this area and want to make these yourself.
Wedding cake – what sort of design do you want, choose a cake maker whose style reflects your ideas rather than taking them someone else designs to copy
Hair and make up
Music – decide what type of entertainment you want for ceremony, cocktail hour, and your reception
Research and consider options for your decor – are you buying bits yourself and asking bridesmaids and family to help set them out at the venue, will you get a company involved to style and set out everything. Often florists have a large number of props so it is worth checking with your florist before getting another supplier involved.
Caterers – need we say more?
Start your wedding dress research, what style do you like, book yourself into bridal shops to start trying some on. Some dresses can take over 6 months to arrive in store and then need to be altered so it is good to get this sorted early on during the planning.
Gathering addresses for guest list – create a spreadsheet for RSVPs, menu choices etc
Send Save the Date cards – very important if you’re getting married abroad, or during a very busy time of year
8/12 months before
Book your music for ceremony and reception
Research and reserve accommodation for guests
Book Honeymoon
Order wedding cake
Book Groomsmen’s Suits
Book officiant
Book wedding car or transportation if you are having one
Decide on your wedding décor and where you will be ordering from:
(confetti, pew ends / aisle decorations, ring cushion, ceremony signs, ceremony backdrop / arch, centerpieces, candle holders for tables, table runners / linen, name cards, name card holders, table numbers, napkin decoration, chair decorations, table games/ice breakers, wedding favors, children’s activity packs, table plan, guest book, cards table décor, cake table décor, signage for around the venue, candle holders / lanterns for around the venue, hanging decorations or string lighting for around the venue, outdoor decorations, outdoor games (summer weddings), selfie station decoration / props)
6/8 months before
Ensure passports are in date for honeymoon – order new ones if necessary
Start planning honeymoon
Choose your wedding rings
4-6 months before
Choose bridesmaids’ dresses and think about shoe options for them
Choose and order wedding invitations
Attend pre-marriage counseling, if this is something you’re interested in
Meet with florist to discuss options
Shop for groom’s suit
Decide on prayers, readings and music for order of service — check with your officiant
Organise transport for bridal party and guests if necessary
2-3 months before
Send invitations to guests
Rent / buy groomsmen outfits
Attend dress fittings
Organise gifts for parents, bridesmaids, groomsmen and each other
Organise hair trial
Organise makeup trial
4 weeks before
Final wedding dress fitting
Make any last-minute adjustments with suppliers
Organise welcome baskets for out of town guests, leave these in their rooms
2 weeks before
Review final RSVP list and call any guests who have not yet responded
Pass on numbers to suppliers who need to know – venue / caterers / does florist know correct number of tables for centrepieces etc
Have final discussion with photographer / videographer about when are where you will do your photos and which family members are to be in family photos
Create your table plan
Print placecards
1 week before
Supply wedding coordinator with a list of supplier requests such as a table for DJ or setup space needed by florist.
Call all wedding suppliers to confirm arrangements, create timetable for day
Give ceremony and reception site managers a schedule of vendor delivery and setup times, plus contact numbers.
Get manicure, massage, waxing & all your preening and prep
Do full wedding dress rehearsal from underwear to veil
Pack an overnight bag for the reception
Pack for the honeymoon
Organise money to be paid to vendors on the day
2-3 days before
Groom: Go for final fitting and pick up your formalwear.
Groom: Ask the best man to make sure all groomsmen attend fittings and pick up their outfits.
Confirm pick-up times with wedding car company
Reconfirm final details with all vendors. Discuss any necessary last-minute substitutions.
Day before
Drop off reception and ceremony décor at the venue if possible. If someone else is setting these out for you give them detailed instructions: place cards, table numbers, menus, favours, table plan, centrepieces, signage etc
Provide all wedding professionals with an emergency phone number to call on the day of the wedding. Parents / Best Man.
Ensure the cake is on track to be delivered to reception venue
Rehearse ceremony with full wedding party ceremony readers your officiant at the ceremony site to rehearse and iron out details.
Get a good night’s rest
The Wedding Day!
Ensure the gifts to be given out during the speeches are in the reception room.
Give wedding bands to the best man to hold during the ceremony
Introduce your venue coordinator, to your bridesmaid/best man for questions or problems during the reception.
After the Wedding
Prearrange for someone to return any rentals if necessary.
Pre plan for attendants to take the bride’s gown for cleaning and return the groom’s tux to the rental shop.
Write and send thank-you notes to gift-bearing guests and vendors who were especially helpful.