Your Ultimate Wedding Planning Checklist

Let’s get your timeline organized with your wedding to do list.

Planning a wedding can feel like trying to herd cats - super fun but a little chaotic! Don’t sweat it! This to-do checklist is your new BFF for the coming months. It’ll help you stay organized and focused, offering tips when you're stuck and sparking ideas when you’re in a rut. Plus it’ll help keep those pre-wedding jitters at bay.

I’ve put this checklist together from a mix of insightful gems, my own experiences as a groom and wedding photographer along with industry wisdom from my fellow vendor friends.

“Like my wise grandmother always told me, it’s the gettin’ goin’ that gets ya.  ”

— True Story

So we're going to time-chunk this wedding planning checklist together!  I've broken down key areas to consider along your planning journey and tossed them into their own "when-should-I" bucket so you're not overwhelmed by everything all at once. 

How to plan a wedding? Let's time-chunk it out.

12 MONTHS - 24 MONTHS

These are in no specific order because everyone places a different value on the following points. These are however, crucial first-steps in getting the ball rolling.

• Select your date:  Start with your desired season Summer, Fall, Winter? Or perhaps a special date in your history as a couple. I wrote about the most popular months for weddings here.

• Research your wedding venues:  Venues book up fast, especially the popular ones. If you're flexible with Friday or Sunday wedding dates then you'll have more options. Saturday dates naturally book well in advance. This past year I actually had multiple Thursday weddings simply due to scheduling. Here are some tips for choosing your wedding venue.

• Create a wedding Pinterest board:  Dive into the deep end of Pinterest, there are so many ideas you've never heard of just waiting to inspire you!

• Create your wedding budget:  Nobody enjoys this one, it's a total mood killer.  However it's important so check it off your list early to make room for the fun stuff.  Figure out what is most important to you and how it may impact your budget ie.  Balancing a large guest list with cost per plate?  How important are your photos?

• Select your wedding party

• Create your guest list and get the word out to save your date

• Research key wedding vendors:  This will vary with each couple but it's important to understand that like popular venues, great vendors book very early in the process. For example, my average booking lead time for my photography services is 14-18 months.

• Book your venue

• Book your wedding photographer

• Create a wedding website:  Share your story on the site and it will be a valuable resource for your guests.

10 MONTHS - 12 MONTHS

This is the time to lock down your favourite wedding vendors.  I'll say it again because this point can't be overlooked - most of the best wedding vendors will book early.  Waiting any longer than this time frame may mean your favourite vendors will already be booked up. Of course, everyone will have their priorities in terms of vendors so again these are in no particular order.

• Book Planner

• Book Caterer

• Book DJ/Band

• Book Officiant

• Cinematographer

• Book Hair and Makeup

• Book Florist

• Book Cake, Pie, Cupcake

• Research honeymoon options

• Double check passport expiry dates for out-of-country honeymoon plans

• Round up the posse and begin the search for The Dress. (if you haven’t already that is)

• Do your engagement photos: Having your session early gives your planning a fun boost and helps you connect with your photographer before the big day. Plus, you’ll score some amazing shots to use for Save the Dates, invites, your wedding website and even display at the wedding!

• Look into room hotel room availability for guests

Pro Tip: Lean on your vendors. When you hire great wedding vendors they become a treasure trove of advice and support.

8 MONTHS - 9 MONTHS

The fine-tuning begins at this stage. Less decision making - more doing.

• Create your wedding day timeline:  Reach out to your planner and photographer. They can provide you with a sample timeline and valuable advice in this area.

• Create wedding registry

• Lock down your hotel block of rooms for out of town guests + your own suite for the wedding night

• Finalize guest list + send out Save the Dates or invitations

• Select the fella's suits

• Order bridesmaids dresses

• Book honeymoon

6 MONTHS - 7 MONTHS

We're at the half-way point!  Everything starts taking shape as you get together with vendors to get everyone on board with your vision.

• Schedule hair and makeup trial

• Schedule menu tasting with caterer

• Schedule dress fitting

• Narrow down your decor:  Make decisions on things like centerpieces, ceremony + reception decor items

• Order wedding favours

• Send out invitations

3 MONTHS

The home stretch, it’s getting real now…

• Create your seating chart as well as table numbers

• Finalize your menu selections (don't forget your vendors)

• Start working on your speeches

• Get your marriage license

• Purchase wedding bands

• Select your wedding music (ceremony, reception) with your DJ

• Book transportation

• Book rehearsal dinner

2 MONTHS

Now let's fine tune the details.

• Finish any name changing paperwork

• Finalize ceremony details and your vows

• Finalize first dance songs

• Create table menus

• Create wedding program

• Create weather backup plan with your venue/planner/photographer

• Purchase wedding party and parent gifts

• Purchase accessories:  Things like guest book, cake servers and toasting flutes

• Arrange brunch for the day after the wedding

1 MONTH

Eeek!  One month to go. Now it's just a matter of confirming everything. Don’t leave things to chance, confirm!

• Final dress fitting:  Bring maid of honour to learn how to bustle your dress.

• Finalize your reception seating + VIP seating for your ceremony

• Organize your RSVPs

• Confirm and send wedding day timeline to each vendor

• Follow up with any guests who have not RSVP'd

• Confirm rehearsal dinner numbers

• Confirm with bridesmaids that they have their dresses ready

• Create a morning-of itinerary with times each vendor is to arrive, duties for those family/friends helping out.

• Create a Go Bag:  Get together the little things you may need ie. needle/thread/scissors, straw for drinking, blotting papers etc. Your Maid of Honour will be on-call with the bag of necessities.

2 WEEKS

Turn that fine-tuning dial a little more to the right...

• Provide caterer with final numbers

• Provide playlist to DJ/Band

• Delegate wedding day duties

• Get haircut and colour

• Practice your vows

• Leaving for your honeymoon right after your wedding? Begin packing now. Get travel items purchased and ready.

• Create your family photo list for your photographer: This typically includes your parents, grandparents and siblings.

• Determine wedding party positions for the ceremony and the order of the party in the processional

• Set up a final timeline call with your photographer: Pinning down those key moments on your big day is what your photographer is all about! Having the timeline sorted out will ensure they’re ready to capture every moment.

1 WEEK

Start checking the final Wedding To Do List.

• Pick up the fella's suits

• Confirm any last minute changes with your vendors

• Prepare any day-of payment envelopes for vendors

• Arrange for snacks/lunch in your groom and bridal suites while you get ready

• Provide vendors with your contact phone numbers in case of emergency

• Confirm wedding day duties with wedding party and any additional helpers

• Check the weather forecast to prepare for any surprises

WEDDING EVE

Just one day to go before showtime, the culmination of this entire checklist!  This is your green light to let go of everything and enjoy the anticipation of the day to come.

• Spa time with your crew - mani/pedis all around

• Practice your 1st kiss: Sound weird? Make your 1st kiss as husband and wife a smooth experience in front of all those guests. Lots of practice, you're welcome fellas.

• Wedding rehearsal

• Rehearsal dinner

• Get to bed at responsible time

Pro Tip: Your rehearsal dinner can be a good time to have your wedding speeches done saving time on the big day itself.

YOUR WEDDING DAY

It's here!  You've planned everything and you have amazing vendors doing what they do best... now is the time to let go and let the day unfold as it will.

• Get a great start to the day with a healthy breakfast

• Hydrate!

• Give maid of honour and best man the wedding bands to hold before the ceremony

• Introduce wedding and/or venue coordinator to your maid of honour and best man: let them be your contact for reception questions or problems.

• Get married!

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