Your Ultimate Wedding Planning Checklist and Timeline

Picture this: You have just said “Yes!” to the love of your life, and the excitement for your wedding day is in the air. But amidst the joy, reality sinks in—the daunting task of planning it all. However, if you give yourself enough time to plan and organize the tasks month by month and be intentional with a wedding-planning checklist and timeline, you get to enjoy each step and the tasks become less stressful! This is also where a wedding planner becomes important, as they can help you turn your dreams into actions to reality. From selecting the perfect venue to ensuring every detail is flawless, they’ve got it all covered for you.

As there is no one-size-fits-all wedding planning checklist, this checklist is created regardless of how much time you have to plan. While it is crafted to start 15 months before the wedding, you can still use this guide (along with your wedding planner’s guidance!) for the amount of time you have—just follow the order of tasks that apply to your case, manage your time well, and you’ll be good to go!

We’ve created a printable wedding checklist you can download to keep track of the tasks that need to be done.

12-15 Months until the wedding

Determine your wedding budget

Yes, we’ve got to start with the numbers. This is the most important task to complete, because the numbers will influence most, if not all, subsequent planning decisions.When you get to set your working budget, this will make you think of the potential size of your wedding as well as the venue you book.

Also remember that once you get more into planning, your budget might need to be adjusted. The more you get into the details, the more you figure out what you really want and don’t want for your special day. The possibilities are endless and that is what’s going to make your day unique!

Start Early Research (checking design inspirations, knowing your wedding style!)

It’s time to know the kind of wedding you want! Do you want small and intimate, or large and lavish? Keep in mind the wedding budget you have set. Start looking at design inspirations on the internet (you can check our Pinterest account here) to get a feel of the wedding style you want to go for.

It’s also during this point where you’d decide whether you want to be fully hands-on with the planning or you’d like to hire a wedding planner/designer. Again, this will depend on your set budget (most everything will), and if you think that planning your wedding will need a pro onboard to get things running. Whatever your decision will be, just remember not to wait until the last minute to seek out help! These wedding planners are experts to help allocate your set budget, giving you names of wedding vendors, venues, etc. that will fit your budget.

Choose at most 3 probable wedding dates

Perhaps you already have a specific wedding date in mind, but since you are still in the first month of planning (and assuming you are planning more than a year ahead), it’s always good to be flexible! 

In choosing your possible wedding dates, first, align your preferred dates with seasonal colors and themes; fall’s vibrant hues, spring’s fresh blooms, or winter’s cozy whites might influence your choice. Then factor in the location’s typical weather and daylight hours, affecting everything from venue selection to photography lighting. You can also look into dates that are meaningful to your love story to add an emotional touch to your day. 

Remember, flexibility can ease venue and vendor availability, ensuring a smoother planning process!

Create a Google Drive folder

Remember the early research you did? You may want to consider saving all the wedding-related things that you have looked into and in the next months to come, from design inspo to guests lists and contact information to a GDrive folder!

As you move forward in the coming months, having a centralized, accessible location for all your wedding-related details can be incredibly helpful and efficient. It’s a simple step that can make a big difference in keeping your planning process smooth and enjoyable!

12 Months

Finalize wedding budget

Lock in your wedding date

Choosing your wedding date is a personal decision, and it’s essential to approach it with flexibility. It is important to understand that your dream venue and preferred date might not always align, and that’s okay. Embrace flexibility and reflect on what truly matters to you—be it the venue, the significance of a specific date, or the artistry of a vendor, such as a photographer. 

Make sure to reach out to your favorite vendors first. But also keep in mind that some vendors only book up to one year in advance or even less! Be intentional with your decisions, knowing it’s about creating a day that feels authentically you. If that means adjusting your date to secure a place that speaks to your heart, or even opting for a less conventional day to include a cherished vendor, it’s worth considering. 

Research on wedding and reception venues – it’s time to book! 

Besides your wedding date, choosing the venue is one of the most important decisions you’ll make in the early stages of your planning. This decision, perhaps the most enchanting one on your journey, lays the foundation for the aesthetics and ambiance of your entire celebration! 

Imagine the charm of saying your vows in an opulent castle nestled in the French countryside, where every photograph captures a timeless elegance unique to your story. Or perhaps your dream unfolds by the water, with a serene beach setting where the horizon stretches infinitely. Now if you love the vibrant heartbeat of the city, an exclusive rooftop venue overlooking a dazzling skyline, where urban lights and stars compete to grace your celebration.

Choosing a venue that can host both the ceremony and reception is often the most straightforward and least stressful option, allowing you and your guests to revel in the joy without worrying about transit between locations. From restored barns in the countryside that speak of rustic chic charm to awe-inspiring conservatories filled with exotic plants, unique venues are endless! 

Second to the wedding budget, the location affects almost every aspect of your wedding. In most cases, this is the biggest task you can tick off your list right now. Which is why it is important to look closely at your options, and visit potential venues if you can.

Create your Guest List

You probably would want to have every single person you know to witness your special day. But chances are that you can’t, that is why you have to put a limit on those invitations. Make sure to consider your budget and venue as you make this list. Try not to go overboard and invite the important people! Have a count spreadsheet containing their contact info, addresses, RSVPs, gifts, and other important information.

More than accounting for the number of people and considering the budget, this is also where being intentional comes into place. As you create your guest list, think about the people who really matter to you. Remember, 20 guests for an intimate wedding at your absolute dream wedding destination would already be as incredible as having your closest 50 friends and family! A party with 250 is great too, so long as you do it for yourself and not for others. 

Be intentional on the people you invite, and don’t let the outside pressure make you decide on who to invite.

Research potential wedding vendors (photographer/videographer, florist, invitations, decorations, cake, music, hair and makeup)

Keep in mind that vendor schedules are quickly booking up well this year! To be able to book the pros that you want for your wedding, it will be good to start securing them as soon as you can. These are the people who will help you make your night fun, so do a deep dive into the vendor pool, ask all the right questions, and maybe even make friends with your vendors!

Create a master contact list for the listed vendors

Have all your researched vendors into one database with their contact information. This is beneficial especially if a vendor you are eyeing on is not available on your wedding day. Instead of going back to scratch and surfing the internet, you can simply go to your database and see the other vendors that you like as well.

List any helper/talented friends who can help in some wedding aspects

Do you have a friend who can make wedding cakes? Or a relative who has a catering business? Don’t hesitate to list them down and ask for help. This way, you will be able to delegate tasks to loved ones who are probably already on your guest list too.

Book wedding photographer and videographer

Next to the venue, your wedding photographer and videographer are probably the next most important vendors to book early on. They are the ones to capture the moments in your wedding day, so it’s best for you to build a connection with them beforehand so that your personalities will shine as they take your photos and videos!

Create a website for your wedding

Setting up a wedding website is a way to share information about your wedding. “But isn’t that the purpose of my invitations?” you may ask. Well you’re not wrong, but your guests will want details and information about your wedding that won’t be answered with your invite alone. From travel information to FAQs (especially when you’re planning a destination wedding), you can give a more detailed view of your wedding to your guests. You can even share your love story if you want!

11 to 10 Months

Choose Color Theme and Overall Vibe

This is where you get detailed with your wedding style! Look into Instagram and Pinterest, browse through your favorite wedding and fashion sites for inspiration. Create your own mood board out of the things you’ve researched–let your personalities shine through!

Choose Wedding Party Attire and Accessories

As you’re already on Instagram & Pinterest, take this time to pick your wedding party’s attire and accessories. List your top picks and don’t forget your color theme and style!

Start looking for your wedding dress

You’ll need a lot of time to canvass through wedding dress salons and suit shops to find that perfect look, so it is definitely good to begin dress shopping this time around to have ample time for fitting schedules, alterations, and other possible customizations.

 Book the officiant

This task can be done around the 7-5 months mark for non-religious settings. Since it will also vary by country and religion, make sure to reach out and book early so both of you will have time to prepare especially with completing official documents for the wedding.

Finalize Guest List

Sit with your significant other and talk about who definitely needs to be there, as well as who doesn’t.

Take Engagement Photos

If you haven’t done this yet then this is the right time to do so! It is recommended that you work with your wedding photographer if you have already secured one, as this is a great way to bond and get to know each other before the wedding day and form a connection. You can also check out our blog on “Why You Need An Engagement Shoot” here (insert link). Trust us, you’ll be grateful to have this special time in your life documented!

9 Months

Purchase your wedding dress or outfit of your choice

You’ve already canvassed during the past month, so now’s the time to purchase your top pick. If you want to avoid rush fees, we say get that wedding outfit already!

Book pre-marriage course, if required by your church or officiant

Mail your Save the Dates

Let everyone in the guest list know the when and where of your wedding day. Just make sure that everyone you mail a save-the-date to gets a wedding invite!

Reserve hotel rooms for out-of-town guests

Block out hotel rooms at a nearby hotel or onsite if you’ll be celebrating somewhere with lodging). And if you can secure a discounted rate for them, all the better.

8 months

Register for Gifts

Crate gift registries in at least 3 national retailers and think of what both of you really want. By doing so, you make purchasing of gifts smoother for your guests–and they already know that you’ll like it!

Meet with Potential Florists and Caterers

Pull out that vendor master list you’ve created and pick your top 3 florists and caterers. Meet up with them and see which among them fits your style (and taste, literally). Nothing beats seeing the flowers with your own eyes and checking out a caterer’s menu personally!

Book entertainment

Go to gigs of your top entertainment picks and see how they perform in front of a live audience. You can also check out their performances streamed on the Internet if you want. Just make sure that they fit your kind of music!

7 Months

Reserve Rental Items such as specialty chairs, linens, lighting, carpet (in case that these are not inclusive to the venue)

This will probably be in your extras list, but we just want to say that these rental items are as good as your wedding day-decor! Good rentals are those that add value to your overall theme and so if your budget allows, don’t skip this one.

Select Wedding Party Attire and Schedule Fittings within the Month

Remember all the wedding party attire you’ve saved? Now is the time to choose your favorite! Send it over to your wedding party and inform them of the fitting schedule so that they can block that one ahead. It will also be helpful for you to see them in the attire itself, and you can even ask them how they feel and if they have any suggestions for it!

 Start Looking at Invitations (hire a calligrapher, if desired)

If you’re going for a specialized stationary, it’s important to shop for invitations as early as now (or even earlier). Quick tip is to ask a calligrapher for samples of their finished invitations, and revise them to suit your needs!

Begin planning your honeymoon

Here’s an icebreaker portion–your honeymoon plans! Start thinking about where you want to go and what both of you want to do. Along with this, also check on your passports if they are up to date and schedule any appointment shots if needed. You deserve that space after all this planning!

6 Months

Book Hair and Make-up artist

You’ll surely have your pick in what look you want to go for, but don’t hesitate to ask help from the pros. Secure your glam team ahead of time so that they can research some particulars before you come in for your trials. They will do the magic for you!

Meet with officiant to discuss plans for wedding ceremony

Sit down with your officiant and talk about your expectations and overall tone you want for your ceremony. Make sure both of you are on the same page for the big day!

 Complete your Invitation Suite

Now you’ll have to finalize the design for the rest of your invitation suite as formal invites will have to be ordered next month. An advice would be to have your stationery match from your invites, to seating cards, to menu, and even your table numbers, but that’s just an extra step if your budget allows!

5 Months

Order the wedding invitations & stationery

You’ve already sent your guests the save-the-dates notification and completed your invitation suite, so now is the time to order your formal invitations! They won’t necessarily be sent to your guests until two to three months out, but it is a must to buy them now so that you can check if they are in good condition before you send them out.

Book Transportation to and from venues for Guests, if needed

Check your venue’s parking situation, guests’ access to car services or public transportation around the area, and the cost that they will probably have to meet. If you think that the amount is quite heavy (especially if you’ve having a destination wedding!), try booking a shuttle bus or Uber for them!

Arrange Newlywed Transportation (Limo, bicycle, or etc.)

Now for you two! Book for your newlywed transportation around this time–anything that’ll fit your wedding theme!

 Book honeymoon flights and hotels

You’ve already done the initial planning for your honeymoon, so now is the time to set those plans in stone. Have those flights and hotels booked!

 Purchase wedding shoes and have your FIrst Fitting

Don’t forget to bring the shoes with you on the first fitting so that the tailor can match the length of your attire to your footwear.

4 Months

 Schedule hair and makeup trial with HMUA

Communicate with your glam team and schedule your hair and makeup trial. If you haven’t shared to them your dream look or of styles that worked on you yet, make sure to do so now or at least before your scheduled appointment!

Choose wedding flowers

As flowers are affected by seasons, wait until around this month to see the availability of your preferred flowers. Don’t hesitate to get in touch with your chosen florist on this one!

 Schedule cake and menu tastings

Much like flowers, availability of some foods are also affected by seasons so check in and schedule tastings with your caterer around this time too!

Revisit and finalist wedding guest list

Set your music playlist

Here’s another icebreaker–making your playlist! Have a list of the songs you want (and don’t want) to be played on certain parts of the wedding day.

3 Months

Book Photo Booth Rental, if desired

Another extra, if we say so ourselves.

But if this is some extra thing you want your guests to have some fun with, go for it!

Write Your Vows

Time to wind down the memory lane and towards the future with your beloved! We recommend having them written early to avoid any potential writer’s block. This way, you’ll have a lot of time to find the right words for what exactly you want to say.

 Purchase wedding rings

Take care of this around this month to allow time for resizing and engraving.

Make list of people giving toasts

Any loved ones in mind that you’d like to speak at the reception? Communicate with them now.

Finalize Order of Ceremony and Reception Program

Send Event Schedule to Vendors

Purchase undergarments and Schedule your Second Fitting

Bring the purchased undergarments with you on the second fitting so that the tailor can see if there are any alterations that need to be done.

2 Months

Finalize music playlist and give to your DJ / Ceremony Musician

You don’t have to have every specific song dictated from start to finish, but a wish list would always be something your DJ or ceremony musician would appreciate. You can also tell them to surprise you with what they’ve got!

Touch base once again with hired talents

Have they answered all your inquiries? And on the other hand, have you addressed theirs as well? Make sure questions on both ends have been answered.

Meet with photographer to discuss wedding day shots

Visit the wedding locations and note spots that appeal to you. Don’t shy away from asking your photographer about specific shots and angles too, they’ll surely be glad to help!

 Send wedding invitations! (include rehearsal dinner invitations, if preferred)

If you’re having a destination wedding, it is best to have invitations sent even earlier (3-4 months in advance) to allow your guests to plan any expenses that will incur in attending your wedding.

Create wedding day timeline and send to vendors

Don’t forget to include your contact information as well as the point persons you’ve asked to deal with any issues concerning vendors! Because other than the timeline, these contacts are the second most important information to your vendors on the wedding day.

Enjoy a bachelor/bachelorette party

This task is usually planned by your maid of honor or any wedding party member. So just sit and relax, you deserve this quality time with your closest friends!

1 Month

Enter RSVPs to your guest list spreadsheet

 Apply for marriage license

Probably one of the most important wedding checklist tasks to complete this month! Requirements vary by state and as well as the deadlines, so make sure you secure this to make sure your legal ticket to saying “I do” is ready to go!

Have a final dress fitting

This is just for your peace of mind, by the way. You can always cancel this if you were satisfied with your fits during the second fitting! 

Send as many final payments to vendors as possible

The last thing you wouldn’t want to have is not being able to pay a vendor who has planned his/her part well for your day!

Draft Seating Chart

Sketch out the shapes of the tables and the layout of the room to start. One tip is to write the names of the guests on colored sticky notes and make legends for it (e.g. yellow for parents, pink for female, blue for male, etc.) so that it would be easy to move people around without redrawing the whole setup again!

 Purchase thank you gifts for family and the wedding party

Start browsing to find the perfect tokens that will express your gratitude to those who have a role in your day, both during the planning stages up to the big day itself.

Have a Final Venue Walk-Through

Visit the wedding venues and check on the locations of each wedding wedding highlights. If you hired a wedding coordinator, bring them with you to raise anything you might forget.

2 Weeks

Confirm all RSVPs

Follow up on those guests who have not RSVP’d and do a final sweep within the week. You’ll need to give your venue a final headcount to your venue and caterer next week.

Finalize Seating Chart

Touch base with Vendors and reconfirm arrival times

Are they all set? Do they need anything else from you before the wedding day? Reach out to your vendors and share your excitement with them!

Send must-have shot lists to photographer/videographer (like the important people who should be in portraits)

Tip: Your photographer will not possibly know every person you want to be photographed, so you can send in some pictures of them so that the photographer can familiarize their faces and spot them easily on the day!

Complete wedding DIY or craft projects, if any

Send directions to wedding day limo/transportation driver

1 Week

Finalize head count and give to caterer

Delegate small wedding-day tasks

You’re surely gonna have some head-in-the-cloud moments during the wedding day, so make sure to have someone on check for you! Assign someone to carry your dress, someone to carry your shoes and accessories, and someone to be in charge of the gifts. Again, never ever hesitate to ask for help!

Check in one last time with your wedding photographer

Prepare final payments to vendors (+ tips to service personnel)

Book spa or massage treatments for you and the bridal party — relax!

If you are planning to have any beauty appointments for the final touches, do so now.  It is recommended not to try out new treatments though, as you may not have a good reaction to it! Best to book those beauty appointments that you’ve loved and trust.

Pack your bags for the honeymoon & confirm travel arrangements

Day & Night Before Wedding Day

Drop off place cards, table cards, and menu to reception coordinator

Rehearse full wedding ceremony with the readers and officiant

Gather the crew and make sure to address all remaining program and logistical questions. Have everyone be on the same loop with regards to the timing, positioning, and overall expectations.

Put boxes, suitcases, bags, and emergency kits to bring to the venues in the car

You will definitely thank yourself for doing this!

Dinner and Get Together with the family

Have a good night’s rest!

As your wedding day approaches, appreciate the journey you have taken in planning it. A wedding planning checklist and a trusted wedding planner will truly be invaluable in bringing your dreams to life, from venue selection to guest list creation!