Wedding Planning Checklist Template: Timeline, Vendors & Budget Management
Stress-free wedding planning starts here! Our comprehensive Wedding Planning Checklist Template covers every detail, from venue scouting and vendor coordination to budget tracking and timeline management. Download now and confidently plan your dream wedding!
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Engagement & Initial Planning (12+ Months Out)
Tasks related to announcing engagement, setting a budget, and initial vision.
Engagement Date
Initial Wedding Vision/Style
Estimated Guest Count (Initial)
Desired Wedding Season
Estimated Overall Budget
Discuss and Outline Priorities (e.g., Venue, Photography, etc.)
Venue & Date Selection (9-12 Months Out)
Focuses on securing the ceremony and reception venues, and finalizing the wedding date.
Target Wedding Date Range
Estimated Guest Count (for venue capacity)
Preferred Venue Type (e.g., Ballroom, Barn, Outdoor)
Venue 'Must-Haves' or Desired Features
Date of Initial Venue Tours/Visits
Venue Booking Status
Notes on potential venues (pros/cons)
Guest List & Budget Refinement (9-12 Months Out)
Developing a preliminary guest list and refining the overall wedding budget.
Estimated Guest Count
Estimated Total Budget
Average Cost Per Guest (Estimate)
Initial Budget Breakdown (e.g., Venue, Catering, Attire)
Wedding Style/Theme (for budget considerations)
Preliminary RSVP Deadline (for headcount planning)
Percentage of Guests Expected to Attend (Estimate)
Vendor Research & Booking (8-10 Months Out)
Researching and securing key vendors: photographer, videographer, caterer, florist, DJ/band.
Photographer Style Preference
Caterer Cuisine Preference
Estimated Guest Count (for catering)
DJ or Band?
Tentative Vendor Meeting Date
Notes/Requirements for Florist
Inspiration Photos (mood board)
Wedding Party & Attire (6-9 Months Out)
Choosing the wedding party, selecting attire for the wedding party, and beginning bride/groom attire shopping.
Number of Bridesmaids
Number of Groomsmen
Bridesmaids Dress Style Preference
Groomsmen Suit/Tuxedo Style
Bridesmaids Dress Ordering Deadline
Groomsmen Suit/Tuxedo Ordering Deadline
Notes on Bridesmaids Dress Style & Colors
Notes on Groomsmen Attire – Fit, Style & Color
Stationery & Save-the-Dates (6-8 Months Out)
Designing and sending Save-the-Dates.
Save-the-Date Style
Save-the-Date Send Date
Save-the-Date Design File
Save-the-Date Wording
Estimated Guest Count (for Save-the-Date Mailing)
Mailing Method (if applicable)
Ceremony & Reception Details (4-6 Months Out)
Finalizing ceremony details, reception layout, and menu selections.
Ceremony Style (e.g., Religious, Secular, Civil)
Ceremony Readings/Music Selections
Estimated Ceremony Guest Count
Ceremony Date Confirmation with Venue
Reception Style (e.g., Sit-Down, Buffet, Cocktail)
Menu Preferences (Initial Ideas)
Estimated Reception Guest Count
Wedding Website & RSVP Management (3-5 Months Out)
Creating a wedding website and setting up RSVP tracking.
Wedding Website URL
Website Content Summary/Notes (e.g., sections included, important information)
RSVP Method(s)
Estimated Guest Count (for online RSVP capacity)
RSVP Deadline
Website Features (Select all that apply)
Vendor Confirmations & Logistics (2-3 Months Out)
Confirming all vendor contracts and finalizing logistical details (transportation, accommodations).
Caterer Confirmation Sent?
Photographer Contract Deadline
Final Guest Count Confirmation Due
Transportation Vendor Confirmed?
Transportation Logistics Notes
Accommodation Block Deadline
Vendor Contract Copies
Final Details & Legalities (1-2 Months Out)
Applying for marriage license, finalizing seating chart, and confirming final vendor details.
Marriage License Application Date
Marriage License Expiration Date (in days)
Officiant Contact Information (Name & Phone)
Marriage License Obtained?
Notary Public Information (If Applicable)
Final Vendor Payment Schedule Review Date
Notes/Special Legal Considerations
Final Preparations (2 Weeks Out)
Packing for the wedding and honeymoon, confirming final payments, and assigning tasks for the wedding day.
Final Payment Due Dates (Vendors)
Final Guest Count
Confirm Vendor Arrival Times
Emergency Contact Information (Shared with Wedding Party)
Marriage License Expiration Date
Finalize Transportation Routes & Pick-Up Locations
Final Contract Review & Signature (Bride)
Wedding Day Checklist
Tasks for the wedding party and designated helpers to complete on the wedding day.
Wake-Up Time
Getting Ready Location
Hair & Makeup Start Time (Number of people)
Ceremony Location
Ceremony Start Time
Reception Location
Reception Start Time
Signature for Venue Walkthrough (Designated person)
Post-Wedding Tasks
Tasks related to sending thank you notes, vendor reviews, and preserving memories.
Deadline for Sending Thank You Notes
Vendor Reviews - Which Vendors Will You Review?
Notes for Vendor Reviews
Estimated Number of Thank You Notes to Send
Upload Wedding Photos to Shared Album
Notes about Preserving Wedding Memories (e.g., video editing, album creation)
Event Planning Management Solution Screen Recording
See our Event Planning Management Solution in action! This screen recording provides a quick overview of how to streamline your event planning, from budgeting and task management to vendor coordination and guest communication. Stop the chaos and start planning smarter.
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