Hi, I’m Marli Johnson, a wedding photographer based right here in Shreveport, Louisiana. Over my years photographing couples on their big day, I’ve seen it all – from weddings that went off without a hitch to those plagued by one mishap after another. The key difference? Meticulously prepared couples who used a comprehensive wedding checklist.
As both a vendor and someone who has helped plan my wedding, I can’t overstate the importance of having a detailed checklist to keep you organized and on track. In this blog post, I’ll share insights on why you need a wedding checklist, what to include in it, and how to use it effectively. Let’s dive in!
Why You Need a Wedding Checklist
Planning a wedding is no small feat. There are countless details to juggle, from booking vendors and sending invitations to choreographing the ceremony and reception. Without a centralized checklist, it’s easy for tasks to fall through the cracks or get overlooked entirely.
A wedding checklist serves as your command center, a master to-do list that keeps you focused and ensures nothing essential gets missed. It’s your safety net against forgetting major elements that could derail your dream wedding.
What to Include in Your Checklist
Your wedding checklist should be a comprehensive, chronological record of every single task, errand, and decision related to your big day. While the specifics will vary based on your unique vision and priorities, here are some essential categories to include:
Budget Tracking
Set an overall budget and allocate funds across vendors/expenses
Track deposits, payments, and remaining balances
Vendor Management
Research, interview, and book venues, catering, florals, etc.
Note contract details, payments, and key dates
Guest List and Invitations
Compile names, addresses, RSVPs, meal choices
Design, order, and mail invitations and other stationery
Attire and Beauty
Schedule dress/suit fittings and alterations
Book hair, makeup, and other pre-wedding beauty appointments
Ceremony and Reception Planning
Select ceremony and reception locations, officiants, vows, etc.
Plan menu, music, décor, seating arrangements, and timeline
Honeymoon Reservations
Research destinations and book travel/accommodations
Get necessary documentation (passports, etc.)
Be sure to include due dates alongside each task and build buffer time for unexpected delays. Don’t forget smaller details like arranging transportation, obtaining marriage licenses, and planning a rehearsal dinner.
Utilizing Your Checklist Effectively
Creating a detailed wedding checklist is half the battle – utilizing it properly is key. Here are some tips:
Set a Schedule
Space out tasks over a reasonable timeline, setting target completion dates 8-18 months before your wedding. Having a quarter-by-quarter or month-by-month schedule prevents last-minute scrambling.
Divide and Conquer
Involve your partner, wedding party, and close family in checking off items. Delineate responsibilities to keep everyone accountable.
Use Digital Tools
There are many great apps and online planners to digitize and share your checklist. You can easily update, attach documents/notes, and access them from anywhere.
Build in Wiggle Room
Life happens, so avoid overloading your checklist. Spread out demands and built-in buffers to allow for hiccups. Prioritize must-have items first.
Check-in Regularly
Set calendar reminders to review your checklist at recurring intervals. Checking off completed items provides a sense of accomplishment and drives you forward.
Let Your Checklist Be Your Guide
I can’t emphasize enough how invaluable a comprehensive wedding checklist will be throughout your planning process. It provides structure, ensures you don’t overlook any vital elements, and ultimately sets you up for a flawlessly executed celebration of your love story.
12+ Months Out
Set an overall wedding budget
Determine the wedding date & time
Start compiling a guest list
9-12 Months Out
Book photographer & videographer
Book officiant
Reserve hotel room blocks for guests
Establish a wedding website (I like Zola)
Order & mail save-the-dates
6-9 Months Out
Hire remaining vendors (cake, hair, makeup, transportation, etc.)
Bridesmaid dress shopping
Design & order invitations, and other stationery
Start planning ceremony & reception details
4-6 Months Out
Mail invitations (6-8 weeks before wedding)
Hire wedding day coordinator (if not using full planner)
Book rental items (tables, chairs, linens, etc.)
Schedule cake tasting & design
Book rehearsal dinner venue
Finalize wedding party attire & accessories
Plan ceremony “day-of” logistics
2-4 Months Out
Catering menu tasting & finalize food/beverage
Book hair & makeup trial sessions
Update the RSVP list & compile the seating chart
Purchase favor & welcome bag items
Finalize playlist with DJ/band
Schedule dress fittings & alterations
1 Month Out
Submit final headcounts to vendors
Confirm times for vendors/venues on the wedding day
Pick up the wedding dress & have a final fitting
Delegate wedding day roles (program distribution, etc.)
Start writing vows
Assemble favor, welcome bags, etc.
2-3 Weeks Out
Have final hair & makeup trials
Confirm honeymoon details & reservations
1 Week Out
Attend rehearsal & rehearsal dinner
Pick up dress/attire
Put together tips/payments for vendors
Assign someone to carry the wedding day emergency kit
Break in wedding shoes at home
Remember, this is just a general guide! Adjust due dates as needed and add any other tasks unique to your wedding. Having a detailed timeline will keep you organized and on schedule.
So grab your planning materials, rally your crew, and get that master checklist underway. Your future self will thank you as your magical wedding day unfolds just as you envisioned – free of stress and filled with joyful memories to last a lifetime! Let’s talk more about your wedding!
