Checklist · 2026

The wedding planner checklist

This is the full checklist real planners work from — month-by-month, in the order things actually break if you skip them. Copy it, adapt it, and stop rewriting the same to-do list in Notes.

The one rule that saves you

Every task on this list belongs in one system, not five. If a florist deposit lives in your inbox, the venue timeline lives in a Google Doc, and the guest list lives in a spreadsheet, you will drop something between month 8 and month 3. Pick one home — a planner CRM, a shared Notion, whatever — and put every deadline there on day one. Wedding Planner Central was built exactly for this if you want the version that already knows the deadlines.

12+ months out — Lock the foundation

Agree on total budget (all-in, tax and gratuity included) and who's contributing what.
Set a rough guest count — this drives every venue and catering conversation.
Pick 3 possible dates before you tour a single venue.
Book the ceremony + reception venue(s).
Book a full-service planner (if hiring one) — the best are gone 12+ months out.
Buy wedding insurance — this is the cheapest hedge you'll ever make.
Start a single shared document for vendors, quotes, and contracts.

9–11 months out — Book the big vendors

Book photographer.
Book caterer (or confirm venue's in-house).
Book band or DJ.
Book officiant.
Order the wedding dress — expect 5–7 months for arrival + alterations.
Reserve hotel blocks for guests.
Build the first draft of the guest list with addresses.
Book a videographer if you want one — they book on photographer timelines.

6–8 months out — Fill in the picture

Book florist.
Book cake / dessert.
Book transportation (guest shuttles, getaway car).
Schedule hair & makeup trials.
Send save-the-dates (especially for destination or holiday weekends).
Order bridesmaid & groomsmen attire.
Book rehearsal dinner venue.
Confirm marriage license requirements for your county/country.

3–5 months out — Details and paper

Order invitations — allow 4–6 weeks for printing.
Register (2–3 registries max).
Book honeymoon.
First dress fitting.
Finalize ceremony structure with officiant.
Book rentals: linens, chairs, glassware, dance floor, tent.
Order wedding bands.
Write vows draft #1.

6–8 weeks out — Countdown starts

Mail invitations (RSVP due 3–4 weeks before).
Finalize menu and tasting.
Confirm rehearsal dinner details.
Order or DIY favors, signage, place cards.
Pay remaining vendor deposits.
Apply for marriage license (check validity window — some states are 30 days).
Second dress fitting.
Send day-of timeline draft to planner / MOH / best man.

2 weeks out — Lock everything

Final headcount to caterer.
Seating chart finalized.
Day-of timeline sent to every vendor with contact info.
Break down cash tips into labeled envelopes.
Confirm ceremony music cues.
Rehearsal dinner confirmations.
Emergency kit packed (safety pins, stain stick, ibuprofen, phone chargers).

Week of — Just execute

Rehearsal (usually day before).
Deliver welcome bags to hotel.
Hand off tips + final payments to point person.
Pack for honeymoon.
Sleep. Eat. Drink water. That's the whole list.

Day after — Wrap up

Return rentals (or confirm vendor pickup).
Send dress to preservation within 6 weeks.
Thank-you notes within 3 months.
Change name on legal documents (if applicable).
Order photo album — memories fade faster than you'd think.

Free tools that plug into this checklist

FAQ

What's the first thing to do when planning a wedding?

Agree on a total budget and rough guest count before touring venues. Every downstream decision — venue tier, catering style, planner scope — snaps to those two numbers.

Do I need a wedding planner to use this checklist?

No. This is the checklist planners themselves use. If you're planning solo, hire a month-of coordinator (~$1,500) for the week-of execution — that alone is worth it.

How much does a wedding planner cost?

Full-service runs 10–20% of your budget; month-of is $1,200–$3,500. See how much a wedding planner costs for the full breakdown.

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