The complete wedding planner checklist organized by timeline — from 18 months out to the day after. A practical reference for professional wedding planners.
Establish budget and priorities with the couple. Book the venue. Book the caterer (often venue-tied). Book the photographer and videographer — these book earliest. Book the officiant. Research and shortlist remaining vendors. Draft the initial guest list. Confirm the wedding date legally (marriage license timeline varies by state).
Book the florist, DJ or band, and hair and makeup artists. Send save-the-dates. Begin wedding dress shopping (allow 6–8 months for ordering and alterations). Book transportation. Start honeymoon planning. Finalize the wedding party. Order wedding rings.
Create the wedding website. Book hotel room blocks for guests. Finalize the menu with the caterer. Book rehearsal dinner venue. Plan the ceremony structure and music. Schedule engagement photos. Begin researching ceremony readings and vows. Order wedding cake.
Send invitations (6–8 weeks before RSVP deadline). Complete the seating chart as RSVPs come in. Finalize floral design and décor details. Schedule dress fittings. Purchase wedding party gifts and favors. Create the wedding day timeline draft. Confirm all vendor contracts and final payments.
Confirm RSVP deadline. Finalize guest count for the caterer. Complete seating chart. Finalize the wedding day timeline. Share vendor-specific timeline views. Apply for marriage license (timing depends on your state — most require 30–90 days advance). Schedule final dress fitting. Confirm honeymoon bookings and transportation.
Deliver final guest count and seating chart to caterer. Distribute final timeline to all vendors. Confirm arrival times with every vendor individually. Prepare payments and gratuity envelopes. Create an emergency kit (safety pins, stain remover, pain reliever, phone charger, etc.). Hold the rehearsal and rehearsal dinner.
Arrive before all vendors. Walk the venue before anyone else arrives. Check in each vendor as they arrive. Hold the timeline in hand throughout the day. Manage transitions between each block. Handle any issues quietly — the couple should never see you stressed. Distribute gratuities at appropriate times. Confirm the send-off and venue exit plan.
Send a thank-you message to the couple. Request a review (Google, WeddingWire, or The Knot) while the experience is fresh. Return any rented items. Send thank-you notes to vendors you'd like to continue working with. File the completed event record and start your post-wedding review.
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