A Free Wedding Checklist Made for You
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A Wedding To-Do List That Makes Saying I-Do Easier
Because planning your wedding should be exciting!
12 Months Out
- Make a Budget
- Create a Guest List
- Hire A Wedding Planner
- Determine Your Level of Formality and the Overall Theme
- Pick the Venue
- Select the Caterer
Sit down with your groom and your family and go over the wedding checklist, especially if your parents are contributing to the wedding, and determine the budget. This process helps determine who is paying for what and what your priorities are. Start a detailed spreadsheet from the beginning, allowing you to track spending and adjust numbers along the way.
While you might want to invite everyone you ever met and every member of the family, including second cousins twice removed, but the reality is your budget might not be able to encompass a large gathering. When deciding on your guest list, consider both your budget and your venue size. Be prepared for plenty of negotiating, especially if your parents are footing a large portion of the bill.
This item is budget-dependent. If your budget will allow it and your peace of mind is at stake, then consider finding a wedding planner to handle the details of the big day while guiding you through the process when it comes to making critical decisions, from venues to the right cake. They also can handle the logistics, leaving you free to enjoy your day.
Once you have determined the budget and started defining the size of your event (aka the guest list), it is time to choose the formality and theme. Work as a couple, thinking about what is essential to both of you. Plus, are there any restrictions from your venue that could impact your decisions? Make sure the formality level matches up with the theme. Another words, don't demand a black-tie formality with a country theme. It might feel and look incredibly disjointed.
Choosing the venue is one of the critical decisions because it will impact everything else, from budget to the size of your event. Explore your options and visit multiple venues. Select a place that fits your guest count, budget, and style. Plus, since places book up fast, finding a venue that has your date available is critical.
Along with booking the venue, find out whether they do the catering or if you need an outside caterer. Like venues, catering can be booked well in advance, especially if you want to get married during a busy season (think spring or summer). Plus, whoever you hire needs to have a dependable track record of showing up with quality food.
11 Months Out
- Overall Design and Color Theme
- Hire the Vendors
- Get Hotel Rooms Blocked for Guests
- Create a Wedding Website
- Engagement Photos
- Check Out Invitations
Now that you have a venue and an overall theme, you need to focus on how you plan to execute that theme. Pick colors and decorations that convey your theme to your guests. Check out Pinterest or even create a mood board to help you get a handle on what you want to include or just to get inspired.
This point is critical for those vendors that tend to book up quickly, such as the DJ and photographer. Please do your research before hiring someone, including checking out their work and speaking with people who hired them in the past. You want dependable people who can help make your day and night memorable!
It is a thoughtful gesture to book a block of rooms for your guests at a local hotel, allowing them to call in and get a discounted rate. Plus, hotels love to know they have pre-booked business. If you can combine the hotel and your wedding venue, it gives your guests a short commute to their rooms for the night as the party ends.
Creating a website gives your guests one place to go for updated information, including dates and more.
For your wedding invites, you might want to personalize them with your engagement photos. Consider it a chance to practice your camera poses before your big day.
You know the theme and overall design, so as you look for invitations, focus on the ones that compliment your wedding's overall look and feel. Working with a graphic designer, you can customize your invite to create a one-of-a-kind look and feel reflecting both of you as a couple.
9 Months Out
Send Save the Dates
These save the dates give individuals the when and where regarding your big event. Keep in mind, if you send them a save the date, then they get a wedding invite.
8 Months Out
- Register for Gifts
- Select Your Bridesmaid's Dresses and Schedule Fittings
- Find the Florist
Your significant other should be a part of the process since registering for gifts is about building a life and home together. Ask for staples and consider your hobbies and tailor your registry to reflect your soon-to-be-married lifestyle.
Bridesmaids are likely made up of your closest friends and family. You might want them to come with you as you shop for their dresses. Plus, scheduling fittings early can allow you to accommodate the schedules of your bridal party, especially if they are scattered across the country. Having a color palette can enable you to get more customized to reflect your bridesmaids and feel comfortable.
Check out who your friends and family have worked with in the past. Doing so can help you find the florist who can get the look you want. Plus, it allows you to determine where you want fresh flowers and where other decorating options might be better by talking with your florist and letting them see your venue.
7 Months Out
- Rehearsal Dinner Venue
- Musicians for the Ceremony
- Order Rental Items
- Hire Your Officiant
Since your party is likely going to be larger than a restaurant can accommodate, many people like to book a room or venue for the rehearsal dinner well in advance. Doing so can mean one less thing to decide the night of the rehearsal.
Depending on how you plan to handle the music for the ceremony, you need to book the musicians. If the venue offers a speaker system, you can also put together your list of songs for the ceremony on a digital playlist.
These items could be linens, chairs, or the dance floor. Check-in with your venue to know what is provided and what you will need to bring, then contact the vendors and get everything booked.
Depending on the type of ceremony and your family traditions, you will need to find an officiant. You might want to hire a professional or have a close family friend do the honors.
6 Months Out
Hire the Lighting Tech
Lighting is often a detail forgotten by couples but critical to making your photos just right and setting the mood. Working with a lighting tech can help you find suitable options for your venue.
5 Months Out
- Book Transportation for Guests, If Necessary
- Book Your Transportation
- Book the Honeymoon
- Rent the Groom's Tux
- Premarital Counseling
If your venue's parking situation is limited, consider alternatives, such as a shuttle bus from a parking lot to the venue, or consider using car services to shuttle guests from the hotel to the venue.
If you are using a limo or specialty car on the big day, then you need to get that booked. Make sure it fits your style and theme.
Now is the time to focus on your honeymoon. You might opt for the traditional style of the groom surprising the bride, but most couples today are deciding on their destination together and planning accordingly. Budget, timing, and travel arrangements should all be discussed and in the works. Decide on a basic itinerary so you both get input on what you want to see and do during this memorable trip.
While this item is on his list, you need to make sure that you have shared your thoughts and given your input. The goal is that his tux or suit reflects the formality of your wedding. Plus, it needs to allow for flexibility when he moves around on the dance floor.
Working with a marital counselor can be an excellent way for you both to hash out any issues that have not come up in your relationship. Plus, it can be a great way to gain conflict resolution skills.
4 Months Out
- Final Tasting With Caterer
- Choose the Cake
- Buy Your Wedding Bands
- Select Your Groomsmen's Attire and Schedule Fittings
- Hair and Makeup Trial
This appointment is your chance to taste the menu options with your caterer. It can also be a great way to work with your caterer to customize aspects of the menu to reflect your taste as a couple.
As if you are not tasting enough food, it is also time to finalize your cake. Find a baker that can give you a variety of options. Taste-test your cake flavors to find one that you both love.
3 Months Out
- Order the Invitations and Set Up a System for Tracking RSVPs
During this step, make sure that you confirm all the names and addresses are correct. Also, order extras in case of mistakes. When ordering, make sure that you have enough time for them to arrive and then be mailed out to your guests. - Finalize Your Menu
- Write Your Vows and Select Any Readings for Your Ceremony
- Invite your Officiant to the Rehearsal Dinner
Take this opportunity to make the final decisions regarding what food will be offered. You can also work with your caterer to determine how the food will be served and the timing of the menu in line with the other events that will be happening.
Today, people often write their own vows, personalizing them to reflect their feelings. When you select your readings, make sure that you also select the individuals that will read them, along with determining where the readings will be done in the flow of the ceremony.
While you might assume that your officiant knows they are welcome at your reception, not everyone does. Make sure that you show your appreciation by sending them an invitation or even hand delivering it.
2 Months Out
- Send Wedding Invites with RSVPs and Request RSVPs One Month Before the Wedding
- Send Out Rehearsal Dinner Invites
- First Dress Fitting
- Pick Up Your Marriage License
- Buy Wedding Party Gifts
- Do a Mock-Up With Your Florist
- Give Your Song List to Your DJ or Band
- Give Song Selections to Ceremony Musicians
- Buy Any Small, Random Items
These include cake topper, table numbers, guest book, card box, ring-bearer accessories, flower-girl accessories, garter, flip-flops, sunglasses, toasting flutes, etc.
Getting the wedding invites out and setting a deadline for the return of the RSVPs is critical to making sure that you can finalize the number of people with your caterer, as well as make sure that there is enough seating set up for the ceremony and reception.
Make sure that everyone in your wedding party and those participating in the rehearsal are invited to that event and know what is expected of them. When you invite them, make sure that you have confirmation so you can confirm with the location for the dinner.
Now is the time to make sure that your dress fits and to schedule any alterations if they are necessary. If your wedding is being held during a prime wedding time, then you might want to get in a little earlier, to make sure there is enough time for your alterations to be completed.
These are gifts to thank the individuals in your wedding party. Depending on the theme of your wedding, you might be able to gift jewelry or other items that they can use as part of the wedding.
Since you have already given your florist an idea of what you want for your bouquets, centerpieces, and boutonnieres, now is the time to get a mockup version, so you can make any tweaks with the florist before the big event.
Now is the time to finalize your song list and give it to your DJ or the band. Also, include when specific songs are to be played as part of the ceremony and reception, so they know what the timing is.
Make sure that along with the songs, you include the timing and what should be played at different parts of the ceremony.
These include the cake topper, table numbers, guest book, card box, ring-bearer accessories, flower-girl accessories, garter, flip-flops, sunglasses, toasting flutes, etc.
1 Month Out
- Pay Your Vendors in Full
- Create a Seating Chart
- Order or Make Escort Cards and Place Cards
- Final Venue Walk-Through
- Cash in Tip Envelopes for Your Planner/Delegate to Distribute
- Break-In Your Wedding Shoes
Making sure this is done will take the pressure off the big day, because you don’t have to worry about meeting with anyone to make final payments during the reception or just prior to the ceremony.
Now is the time to sit down and figure out where all the relatives and friends will be seated, especially if you are doing a sit-down dinner for your reception. You can also organize where the wedding party will sit and where their families will be.
These go along with your seating chart, making it easier to assign seats and designate specific tables for family.
Take your seating chart with you and make sure that the placement of tables will not interfere with any of the activities you have planned. Let them know the timing of various parts of the ceremony/reception, so you can be sure that everything runs smoothly.
Make sure that you put tip money aside for different vendors and designate someone to distribute them during the reception.
You will be those shoes for hours, so spend some time in them over the next month, so you can break them in and be more comfortable on the day of your big event.
Final Week
- Mani/Pedi
- Final Dress Fitting
- Get Eyebrows and Hair Color Done
- Pack Your Bags for the Honeymoon
- Clean Your Rings
- Deliver Final Head Count to Your Vendors
- Clear Your Work To-Do Lists
- Practice Your Vows Outloud
- Write Your Partner a Note
You want to look and feel your best. Taking the time to get your nails and feet done will give you time to relax and necessary pampering before your big day.
Use this last fitting to make sure that all the alterations were completed and that the dress fits appropriately.
You should plan to get your hair color and eyebrows done, making sure that they reflect what you want for your wedding.
This is critical, because it will make sure that there is enough food and drink for the festivities.
The point is to be ready to have fun and enjoy your wedding celebration, not be focused on what is waiting for you when you return to work.
Hear how your vows sound and make any final edits, especially if you are writing your own vows.
This is a special keepsake for your partner, allowing them to capture your thoughts and love on this special day.
Night Before the Wedding
- Eat a Healthy Meal
- Pack a Clutch or Small Bag of Personal Items
- Drink Water
- Get a Good Night's Sleep
- Put any bags, boxes, suitcases, or survival kits into the car for the ceremony or reception
Day of the Wedding
- Stay off your feet
- Eat breakfast
- Drink more water
- Layout all the items you want to have the photographer capture
- Exchange notes with your partner
- Say thank you to those around you