The question has been popped, the engagement ring sparkles on your finger, and you’re dreaming of a lifetime together. Now, where do you even begin? Planning a wedding can feel like tackling a mountain of tasks, from choosing the perfect venue to managing guest lists and vendor bookings. The sheer number of details involved in planning your ceremony and reception can be overwhelming. But it doesn’t have to be! With a well-structured wedding planning checklist and timeline, you can transform the daunting task into an exciting and enjoyable journey.
“By breaking down the year month by month, you are taking on the planning process in bite-size pieces and it will be far less overwhelming,” advises Tessa Lyn Brand, the creative force behind Tessa Lyn Events. “You can enjoy each step.”
Meet the Expert
Tessa Lyn Brand is the founder of Tessa Lyn Events, a premier wedding planning agency located in sunny southern California. With experience orchestrating over 300 weddings, Brand is a seasoned expert in guiding couples through every stage of wedding planning.
While 12 to 14 months is often considered the ideal engagement length, every couple’s journey is unique. Incredibly, Brand once successfully planned a wedding in just seven weeks! If you find yourself with a shorter engagement, her key advice is to condense the wedding schedule. “If you’re getting married in six months, try to complete all the wedding-planning checklist tasks designated for month 12 to six in that very first month, and then you’ll be right on schedule with everything else,” she explains.
In this ultimate Wedding Planning Guide, Brand shares her expert insights and helps us present a comprehensive 12-month wedding-planning checklist and timeline. This guide is designed to help couples like you navigate the path to “I do!” with confidence and minimal stress.
The 8 Most Common Wedding-Planning Questions Couples Ask, According to Experts
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Photo by Getty Images; Design by Mehroz Kapadia
Printable Wedding-Planning Checklist
Get ready for a wealth of wedding-planning information! Below is a detailed month-by-month to-do list that also functions as your wedding planning timeline. Pin it, print it, or screenshot this handy wedding-planning checklist so you can easily access all this essential information throughout your wedding planning journey.
12 Months Out
Insure the Engagement Ring
While technically a pre-wedding planning step, securing insurance for your precious engagement ring deserves immediate attention. We recommend purchasing insurance for that beautiful new bling as soon as possible after the proposal – unless your fiancé has already thoughtfully taken care of it beforehand. Protecting this valuable item is a crucial first step in your wedding planning journey.
Determine Your Budget
Time for some number crunching! Before diving into any other wedding plans, it’s essential to determine your wedding budget. Figure out who will be contributing financially and establish your overall spending limit. From there, break down your budget – identify your priorities and areas where you can be more flexible. Researching average costs in your area will be incredibly helpful. Start a detailed spreadsheet right from the beginning to track expenses and make adjustments easily as your plans evolve. This proactive approach to budgeting is a cornerstone of stress-free wedding planning.
Make a Guest List
Dreaming of inviting everyone you know? Realistically, you’ll likely need to set limits on your guest list. When deciding on your headcount, consider both your budget (how many guests can you comfortably afford to host?) and your venue capacity (how many people can the space accommodate?). Also, clarify who is contributing financially to the wedding, as this often influences guest list allocations. A common starting point is to allocate 70% of invites to the couple and 30% to be split between both sets of parents if the couple is primarily paying. However, if parents are contributing significantly, the invites are often divided into thirds – one-third for your parents, one-third for your partner’s parents, and one-third for you as a couple. Be prepared for some negotiation and potential cuts to reach your final guest count.
Hire a Wedding Planner
Depending on your budget, hiring a wedding planner early in the process can be an invaluable investment. A wedding planner acts as your expert guide and project manager, helping you navigate every decision, from venue selection to budget management and vendor coordination. They can significantly reduce stress and ensure a smoother planning process, particularly if you have a busy schedule or feel overwhelmed by the details.
Decide Formality and Overall Theme
It’s time for another important conversation with your partner! The overall vibe and style of your wedding should be a mutual decision, reflecting both of your personalities and preferences. Pour yourselves a drink, relax, and discuss what’s important to you both. What kind of atmosphere do you envision? Formal and elegant? Relaxed and rustic? Consider your values and what you want your wedding to represent. Keep in mind that your chosen venue will also heavily influence the formality and theme of your wedding.
Select the Venue
You’ve found your life partner – now, where will you say “I do?” Choosing your wedding venue is one of the most crucial early decisions. The location impacts almost every other aspect of your wedding, from guest capacity to décor and overall style. Venue costs often represent a significant portion of the wedding budget, so it’s essential to explore your options, visit potential venues, and select a place that aligns with your guest count, desired style, and budget. When evaluating venues, trust your instincts. Consider how you feel in the space – can you envision your wedding day unfolding there?
Buy Wedding Insurance
Planning a wedding is a major financial undertaking. Protect your investment by purchasing special event insurance. Wedding insurance can safeguard you against unexpected issues like vendor cancellations, property damage, or unforeseen liabilities on your big day. You can secure coverage as soon as you begin planning or after booking your venue. Some insurance agencies even offer policies up to the day before the wedding, but it’s best to arrange it sooner rather than later for peace of mind.
Select the Caterer
Your wedding is essentially the biggest and most important dinner party you’ll ever host! Choosing the right caterer is crucial to ensure your guests are well-fed and happy. Start by exploring options like your venue’s in-house catering, preferred caterers recommended by your planner, or independent catering companies. Don’t be afraid to get creative with your menu! Personalize the dining experience by incorporating your favorite dishes or even a signature cocktail. Guests will appreciate the personal touch and delicious food.
11 Months Out
Choose a Color Palette and Start Thinking of Your Overall Design
It’s time to dive into visual inspiration! Start exploring Pinterest, wedding blogs, and magazines to gather ideas and define your wedding style. Select a color palette that resonates with you and complements your chosen venue. Create a mood board to visually represent your desired aesthetic. This is a fun and creative stage, so take your time and allow your vision to evolve. If you feel overwhelmed by the multitude of ideas, take a step back and revisit your initial vision for a focused approach.
Hire Vendors Who Book Up Quickly, Including Your Photographer, Band, DJ, and Videographer
These are the vendors who will bring your wedding to life and capture the memories forever. Photographers, bands, DJs, and videographers, especially popular ones, tend to book up well in advance. Start your research, read reviews, view portfolios, and ask for recommendations. Don’t hesitate to ask potential vendors detailed questions to ensure they align with your vision and needs. Consider having an engagement photoshoot with your chosen photographer – it’s a great way to get comfortable working with them and capture beautiful pre-wedding memories.
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Photo by Alice Vicente; Design by Mehroz Kapadia
10 Months Out
Start Shopping for Your Wedding Dress
Whether you have a specific dress style in mind or are open to exploration, now is the ideal time to begin your wedding dress shopping journey. Research bridal salons in your area and consider attending trunk shows for a wider selection. Check out online resources and guides to wedding dress shopping to prepare yourself for appointments. Finding the perfect gown often involves trying on various styles and silhouettes, so allow ample time for this exciting process.
Book Hotel Room Blocks for Guests
If you have many out-of-town guests, arranging hotel room blocks is a thoughtful gesture. This ensures your guests have convenient and potentially discounted accommodation options. Research hotels near your venue and inquire about group rates and room block availability. Consider factors like price, amenities, and proximity to the wedding venue when making your selections.
Create Your Wedding Website
A wedding website serves as a central hub for all wedding-related information for your guests. Create your website now, as you’ll need to include the URL on your save-the-dates next month. Choose a user-friendly platform and include essential details like wedding date, time, venue location, accommodation information, registry details, and RSVP options. Personalize your website with photos and stories to make it engaging for your guests.
Take Engagement Photos
Engagement photos are a wonderful way to celebrate your engagement and get comfortable in front of the camera before the wedding day. Schedule your engagement photoshoot now, especially as many photographers include a session in their wedding packages. Choose a location that is meaningful to you as a couple and reflects your personalities.
Start Looking at Invitations
Wedding invitations are your guests’ first glimpse into your wedding style and formality. Begin exploring invitation designs and styles now. If you envision custom invitations, start working with a graphic designer or stationer to bring your vision to life. If you prefer a less custom approach, you can explore online invitation retailers. Keep in mind that invitations are typically sent out six to eight weeks before the wedding, but starting the selection process now allows ample time for design and printing.
9 Months Out
Buy Your Wedding Dress
If you’ve found “the one,” it’s time to say “yes” to the dress and place your order. Ordering your dress at least nine months in advance helps avoid rush fees and ensures timely delivery and alterations. If possible, placing your order even earlier provides an extra buffer for any unforeseen delays.
Send Save-the-Dates
Officially announce your wedding date and location by sending out save-the-dates. This gives your guests ample notice to plan and make travel arrangements. Remember, anyone who receives a save-the-date should also receive a wedding invitation.
8 Months Out
Register for Gifts
Wedding registries are helpful for guiding guests who wish to give gifts. Involve your partner in the registry process, as it’s about building your future life and home together. Register for a mix of essential household items and things you both truly want and need. Consider your lifestyle and hobbies when selecting registry items. Think beyond traditional items and consider experiences, upgrades, or charitable donations.
Select the Bridesmaids’ Dresses and Bridal Party Accessories and Schedule Fittings Within the Month
Begin shopping for bridesmaids’ dresses and bridal party accessories. Invite your bridesmaids to join you for shopping if possible, as their input and comfort are important. Consider current trends like mismatched bridesmaid dresses in a cohesive color palette, allowing bridesmaids to choose styles that flatter them individually. Schedule fittings for the bridesmaids within the next month to ensure timely alterations and coordination.
Meet With Potential Florists
Just like other vendors, choosing the right florist involves finding someone who understands your vision and can bring it to life within your budget. Seek recommendations from friends, your wedding planner, or venue coordinator. Browse florists’ portfolios and schedule consultations to discuss your floral vision, color palette, and budget. Ensure you feel a connection with your florist and that they can translate your ideas into beautiful floral arrangements.
7 Months Out
Book the Rehearsal-Dinner Venue
Traditionally, the groom’s family hosts and pays for the rehearsal dinner. Consider this tradition and involve your future in-laws in the planning process. However, you and your partner still have input on the style and location of the rehearsal dinner. Consider options like your favorite restaurant, a casual BBQ, or a themed dinner. Book the rehearsal dinner venue now to secure your preferred date and location.
Hire the Ceremony Musicians
If you envision live music during your wedding ceremony, now is the time to hire ceremony musicians. Whether you prefer a string quartet, a solo guitarist, or a vocalist, book your musicians to ensure their availability. Discuss song selections with your musicians and personalize the music to reflect your taste and create the desired atmosphere for your ceremony.
Order Rental Items, Such as Specialty Chairs, Linens, Draping, Lounge Furniture, and the Dance Floor
Enhance your wedding décor with rental items. While they might seem like extras, specialty chairs, linens, draping, lounge furniture, and a dance floor can significantly elevate the overall ambiance of your wedding. If your budget allows, consider upgrading these elements to create a more luxurious and comfortable experience for your guests. These rentals contribute significantly to the visual appeal and guest experience.
Hire an Officiant
If you are not getting married in a religious institution, you’ll need to hire a wedding officiant. Research officiants in your area or consider asking a close friend or family member to become ordained and officiate your wedding. Ensure your officiant is legally authorized to perform weddings in your location and that they align with your vision for the ceremony.
6 Months Out
Hire a Lighting Technician
Lighting is a crucial detail that often gets overlooked but significantly impacts the ambiance of your wedding. Hire a lighting technician to design and execute your wedding lighting. Proper lighting enhances the venue’s beauty, creates the desired mood, and ensures your photos look stunning. Discuss lighting options with your technician, including ambient lighting, dance floor lighting, and accent lighting to create the perfect atmosphere.
5 Months Out
Book Transportation for Guests, If Needed
Assess your guests’ transportation needs. If your venue has limited parking, is remote, or if many guests are traveling from out of town, consider providing transportation. Arrange shuttle services or transportation for guests between hotels and the venue, especially if it makes transportation more convenient or cost-effective for them.
Book the Newlyweds’ Transportation (Like a Limo or Specialty Car)
Don’t forget about transportation for yourselves! Decide how you want to arrive at and depart from your wedding. Whether you envision a classic limousine, a vintage car, or a fun alternative, book your transportation now. Choose a style that reflects your personalities and wedding theme.
Book the Honeymoon
Start planning your honeymoon! While traditionally the groom planned a surprise honeymoon, many couples now plan it together. By the five-month mark, aim to have your honeymoon plans semi-finalized, including budget, destination, travel dates, and a general itinerary. Discuss your priorities for the honeymoon and ensure it aligns with both of your interests and preferences.
Buy or Rent the Groom’s Tuxedo
Ensure the groom is looking his best! Start the process of selecting the groom’s attire. Decide whether he will wear a tuxedo or suit based on the wedding formality. Determine whether to buy or rent the attire. Focus on fit and comfort when selecting the ensemble. If renting, advise the groom and groomsmen to avoid common rental mistakes and ensure proper fittings.
Begin Premarital Counseling
Consider premarital counseling. It’s a valuable opportunity to strengthen your relationship and prepare for marriage. Premarital counseling can help you address potential issues, improve communication, and develop healthy conflict resolution skills. Some states even offer marriage license discounts for couples who complete premarital counseling.
4 Months Out
Have Your Final Tasting With the Caterer
The final tasting with your caterer is a crucial step. By now, you’ve likely discussed menu options and preferences. The tasting allows you to sample the food, confirm your menu selections, and ensure everything meets your expectations. Bring your planner or a trusted friend to provide objective feedback and help you focus on the details of the food and service.
Choose Your Cake
Time to decide on your wedding cake! Explore cake designs and flavor options. Schedule cake tastings with potential bakers. Choose a cake style and flavor that you both love as a couple. Don’t feel pressured to please everyone – it’s your wedding cake! Consider a groom’s cake as an additional option for personalization. Select a reputable baker who can create your dream cake within your budget.
Buy Wedding Bands
Purchase your wedding bands. Research different styles and metals. Ensure you know the difference between engagement rings and wedding bands. Browse jewelry stores or online retailers for wedding band options. Don’t forget to purchase insurance for your wedding bands as well.
Select the Groomsmen Attire and Schedule Fittings Within the Month
Similar to bridesmaids’ attire, begin selecting groomsmen attire and schedule fittings. Decide if you want the groomsmen to match the groom or have coordinated but slightly different looks. Communicate attire details to the groomsmen and schedule fittings to ensure everyone is properly fitted and the attire is coordinated.
Have Your Hair and Makeup Trial
Schedule your hair and makeup trial. Research hairstyles and makeup looks that you like and that complement your wedding style. Bring inspiration photos to your trial and communicate your preferences clearly to your stylist. The trial allows you to test out your desired look and make any necessary adjustments before the wedding day.
3 Months Out
Order the Invitations and Hire a Calligrapher
Order your wedding invitations. Finalize your invitation design, wording, and quantity. Order extra invitations to account for any errors or last-minute additions. If desired, hire a calligrapher to address envelopes for a more elegant touch. Ensure you have a system for tracking RSVPs and managing guest information.
Create or Plan Your Menu
Finalize your wedding menu. Based on your tasting and preferences, confirm all menu details with your caterer, including hors d’oeuvres, main courses, sides, desserts, and beverages. Ensure the menu aligns with your budget and dietary needs of your guests.
Brainstorm Guest Favors and Gift Bags
Decide if you will provide guest favors or welcome gift bags. If so, brainstorm favor ideas that are thoughtful and reflect your wedding style. If creating gift bags for out-of-town guests, plan the contents and begin assembling them.
Book a Photo-Booth Rental
Photo booths are a fun addition to wedding receptions. If you want a photo booth, book your rental now. Explore different photo booth styles and options, including open-air booths or more interactive options. Consider photo booth backdrops and props to enhance the fun for your guests.
Write Your Vows
If you plan to write your own wedding vows, start working on them now. Reflect on your relationship and express your promises and commitments to your partner. Explore different vow styles, from traditional to personalized and contemporary vows, to find what resonates with you as a couple.
Select Readings
Choose readings for your wedding ceremony. Consider readings that are meaningful to you as a couple, whether religious or non-religious. If you are asking guests to do readings, provide guidance and options to ensure the readings fit the tone and style of your ceremony.
Meet With the Officiant and Invite Them to the Rehearsal Dinner
Meet with your wedding officiant to finalize ceremony details and discuss the order of service. Invite your officiant to the rehearsal dinner as a gesture of appreciation for their role in your wedding.
Start Crafting DIY Items If You Haven’t Already
If you are incorporating DIY elements into your wedding décor, now is the time to ramp up your crafting efforts. Gather your supplies and dedicate time to complete your DIY projects. Enlist help from friends or family to make the process more enjoyable and efficient.
2 Months Out
Send the Wedding Invitations (With RSVPs Due One Month Before the Wedding)
Mail out your wedding invitations! Assemble invitations, including RSVP cards with pre-stamped return envelopes. Ensure all invitation details are accurate and complete. Set an RSVP deadline approximately one month before the wedding date to allow time for final headcount and seating arrangements.
Send Out Rehearsal-Dinner Invitations (These Can Be Included With the Wedding Invitations If You Like)
Send out invitations for the rehearsal dinner. These can be sent separately or included with the wedding invitations if you prefer. Ensure rehearsal dinner invitations include all necessary details, such as date, time, location, and dress code.
Have Your First Wedding Dress Fitting
Attend your first wedding dress fitting. This fitting allows your seamstress to assess the fit of your dress and begin alterations. Bring your wedding shoes and undergarments to the fitting to ensure accurate alterations.
Purchase Wedding Dress Undergarments
Purchase your wedding dress undergarments after your first fitting. The fitting will help determine the best type of undergarments to provide the desired support and silhouette for your dress. Choose comfortable and appropriate undergarments based on your dress style.
Pick Up Your Marriage License
Obtain your marriage license. Research the requirements and procedures for obtaining a marriage license in your state or country. Gather necessary documents, such as identification and proof of residency, and visit the designated office to apply for your license. Be aware of any waiting periods or expiration dates for your marriage license.
Buy Wedding Party Gifts
Purchase gifts for your wedding party. Show your appreciation to your bridesmaids and groomsmen with thoughtful gifts. Choose gifts that are personalized, functional, or reflect their interests.
Do a Floral Mock-Up With Your Florist
Schedule a floral mock-up with your florist. This allows you to see samples of your centerpieces, bouquets, and other floral arrangements. Review the mock-ups with your florist, make any necessary adjustments, and finalize your floral order.
Give the Song Selections to Your Musicians
Provide song selections to your ceremony and reception musicians or DJ. Choose songs for key moments like the processional, recessional, first dance, and parent dances. Share your preferences and any “must-play” or “do-not-play” songs with your musicians.
Buy All Necessary Small Items
Purchase any remaining small wedding items. This includes items like table numbers, toasting flutes, cake topper, cake stand, guest book, card box, ring bearer pillow, flower girl basket, dress hanger, garter, and signage. Organize and store these items for easy access on the wedding day.
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Photo by Carl S. Miller; Design by Mehroz Kapadia
1 Month Out
Assemble Gift Bags
Assemble guest gift bags or welcome bags if you are providing them. Pack the bags with chosen items, such as snacks, drinks, local treats, itineraries, and welcome notes.
Pay Vendors in Full
Make final payments to all your wedding vendors. Review contracts and payment schedules to ensure all vendors are paid in full before the wedding day. Organize payments and keep records for your reference.
Create a Seating Chart
Create your wedding reception seating chart. Consider guest relationships, preferences, and any special requests when arranging seating. Utilize seating chart tools or software to visualize and organize your seating arrangements.
Order or Make Escort Cards and Place Cards
Order or create escort cards and place cards. Decide whether you will use escort cards to direct guests to their tables or place cards to assign specific seats at each table. Ensure cards are clearly printed and complement your wedding décor.
Have a Final Venue Walk-Through
Schedule a final walk-through with your venue coordinator. Review all event details, logistics, and setup plans with the venue. Clarify any remaining questions and confirm timelines and vendor access.
Put Cash in Tip Envelopes for Your Planner/Delegate to Distribute
Prepare tip envelopes for vendors who are customarily tipped, such as servers, bartenders, musicians, and drivers. Determine appropriate tip amounts and place cash in labeled envelopes for easy distribution on the wedding day. Delegate a trusted friend or family member to handle tip distribution.
Break in Your Wedding Shoes
Start wearing your wedding shoes around the house to break them in and ensure comfort on your wedding day. This will help prevent blisters and discomfort during the wedding.
Final Week
Congratulations! You’ve reached the final week of wedding planning. Take a deep breath – you’ve done the majority of the work! Focus on the final details and self-care this week. Tasks for this week include:
- Manicure/pedicure
- Schedule a massage (consider a couples massage for relaxation together)
- Final dress fitting (bring a bridesmaid to learn how to bustle your dress)
- Pack for your honeymoon (don’t forget passports and travel documents)
- Clean your engagement ring (professional cleaning will make it sparkle)
- Chase any RSVP stragglers and provide a final guest count to vendors
- Clear your work schedule to focus on wedding festivities
- Practice your vows aloud
- Write a heartfelt note to your partner
Night Before and Morning of the Wedding
The big day is finally here! All your planning and preparation have led to this moment. Relax, enjoy, and soak it all in!
The Night Before:
- Eat a healthy, nourishing meal
- Pack a small clutch or bag with essential personal items
- Drink plenty of water to stay hydrated
- Get a good night’s sleep to feel refreshed
- Load any items needed at the ceremony or reception into a car for easy transport
The Morning Of:
- Stay off your feet as much as possible to conserve energy
- Eat a nutritious breakfast
- Drink even more water throughout the morning
- Take your dress and veil out of their bags early and have them steamed if needed
- Gather all items you want your photographer to capture (rings, invitations, etc.)
- Exchange heartfelt notes with your partner
- Express gratitude to everyone around you who is supporting you
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