The Ultimate Wedding Planning Checklist: Everything You Need from Engagement to “I Do”

1. 12–18 Months Before the Wedding

1.1 Set Your Budget and Priorities

Decide on a total wedding budget and discuss who will be contributing. Determine your must-haves—whether it’s the dream venue, top-notch photography, or gourmet catering. Keep a shared spreadsheet or use a budgeting app to track expenses.

1.2 Pick a Wedding Date and Season

Consider the time of year you prefer, and be mindful of major holidays or family events. Choose a few potential dates in case your first choice isn’t available.

1.3 Create an Initial Guest List

Draft a list of everyone you and your partner (and possibly your families) would like to invite. Having an approximate headcount helps you narrow down venues and forecast costs.

1.4 Start Exploring Venues

Research venues that fit your style—rustic barns, elegant ballrooms, or beach resorts. Book venue tours early, as popular spots can fill up more than a year in advance.

1.5 Consider Hiring a Wedding Planner

A wedding planner or day-of coordinator can be invaluable, especially for large events or destination weddings. If you prefer a DIY approach, consider online planning tools and checklists to stay organized.

2. 9–12 Months Before the Wedding

2.1 Finalize the Venue & Date

Once you’ve settled on the perfect venue, book it to secure your date. Read the contract carefully to understand cancellation policies, vendor requirements, and any extra fees.

2.2 Select Key Vendors

Begin researching wedding photographers, videographers, caterers, florists, DJs or bands, and officiants. Schedule consultations to discuss pricing, portfolios, and special requests. Secure your top choices with a deposit or signed contract.

2.3 Choose Your Wedding Party

Ask friends or family to be bridesmaids, groomsmen, or attendants. Discuss attire budgets, responsibilities, and schedules so everyone is on the same page.

2.4 Start Dress & Attire Shopping

Shopping for wedding dresses and tuxedos early gives you time for alterations. Consider coordinating bridal party outfits to match your overall theme.

2.5 Launch Your Wedding Website (Optional)

Create a custom wedding website to share your love story, event details, and travel tips for out-of-town guests. Include a link to your online RSVP form to streamline responses.

3. 6–9 Months Before the Wedding

3.1 Send Out Save-the-Dates

Save-the-date cards or e-cards let guests plan ahead—especially for destination or holiday weekend weddings. Include basic info like date, city, and your wedding website URL.

3.2 Plan Décor & Theme

Finalize your wedding theme—classic, bohemian, modern, or rustic—and start gathering inspiration via mood boards. Consider consulting a wedding stylist if needed.

3.3 Book Accommodations for Out-of-Town Guests

Reserve a block of hotel rooms at a discounted rate if possible. Update your wedding website with hotel info, transportation options, and local attractions.

3.4 Decide on Food & Drink

Work closely with your caterer to finalize the menu, keeping dietary restrictions in mind. Decide on bar options—open bar, limited cocktails, or non-alcoholic beverages only.

4. 3–6 Months Before the Wedding

4.1 Finalize Invitations & Stationery

Design and order wedding invitations, RSVPs, and other stationery. Include the link to your wedding website for details and RSVP instructions.

4.2 Tastings & Trials

Schedule cake tastings, menu tastings, and hair/makeup trials to ensure everything meets your vision. Make changes as needed to get it just right.

4.3 Plan the Music & Entertainment

Confirm playlists and any special requests with your DJ or band. For a personal touch, consider live acoustic performances or cultural entertainment elements like dancers or drummers.

4.4 Arrange Wedding Day Transportation

Book transportation for the wedding party and coordinate shuttles for guests if the venue is far from accommodations. Unique options like vintage cars or horse-drawn carriages can add charm.

5. 1–3 Months Before the Wedding

5.1 Send Formal Invitations

Mail out wedding invitations about 6–8 weeks before the date (earlier for destination weddings). Encourage guests to RSVP online for faster responses.

5.2 Finalize Vendor Details

Confirm timelines, headcounts, and any special requests with all vendors. Make sure everyone has the wedding day schedule to avoid last-minute hiccups.

5.3 Create a Seating Chart & Table Plan

Use an online tool or spreadsheet to arrange seating once RSVPs are in. Group friends and family together, and consider dietary restrictions when assigning seats.

5.4 Plan the Rehearsal & Rehearsal Dinner

Schedule a wedding ceremony rehearsal if needed to ensure the bridal party knows their roles. Invite immediate family and the wedding party to the rehearsal dinner.

6. Final Weeks & Wedding Day

6.1 Confirm Guest Count

Give your final headcount to the venue and caterer. If you’ve been tracking online RSVPs through your wedding website, this step is a breeze.

6.2 Check the Weather & Backup Plans

Keep an eye on the weather forecast if you’re planning an outdoor ceremony. Have a backup plan in case of rain or extreme temperatures.

6.3 Organize Final Payments & Tips

Prepare vendor payments and tips in labeled envelopes or arrange digital transfers. Assign a trusted friend or family member to handle any day-of distributions.

6.4 Enjoy Your Day

You’ve done the work—now soak in every moment! Delegate last-minute tasks to your planner or reliable friends so you can focus on celebrating with loved ones.

Bonus Tips for a Stress-Free Wedding

• Stay Organized: Keep all contracts, vendor details, and checklists in one place.
• Delegate: Lean on family, friends, or a wedding planner to handle tasks.
• Set Realistic Timelines: Spread out tasks over months to avoid last-minute stress.
• Self-Care: Balance planning with quality time for you and your partner.