The Ultimate Wedding Planning Checklist (From a Photographer Who’s Been There!)
Hi friends!
As a wedding and family portrait photographer, and someone who has planned their own wedding, I know the process can feel overwhelming. Especially when you’re trying to start a year in advance; and life simply doesn’t cooperate. Most couples are juggling work, kids, holidays, and everything in between, so planning often happens whenever you can squeeze it in.
This checklist is meant to help you stay organized and confident so that when “game day” — your wedding day — arrives, you feel assured that everything is taken care of. I’m not a professional wedding planner, but these are the things that I’ve learned, learned to ask, and think through during my personal wedding planning journey; and from working closely with many couples over the years. Use this list, check things off as you go, ignore what doesn’t apply, and customize it to fit your day. You got this!
BONUS: I added a tracker, that you can use to track your final vendor picks, plus an extra bonus below!
Checklists Included:
Vendors
Helpful Questions to Ask Vendors
Stationery
Wedding Party Outfits & Accessories
Beauty Prep
Food & Drink
Flowers
Decorations
Music
Miscellaneous
Other Items to Think About
After the Wedding
BONUS MATERIAL: Vendor’s List / Contact Info Tracker
EXTRA BONUS: Excel Version + Budget Tracker!!
Printable Wedding Planning Checklist
1.VENDORS
This is a list of vendors you might be considering to book for your wedding. Depending on the guest list size, location and package, you may not need all of these vendors or they may be part of a bundle package; if you’re looking at an all-inclusive venue.
□ Wedding venue
□ Wedding planner
□ Music: Band / DJ / Live entertainment
□ Photographer
□ Videographer
□ Caterer
□ Bartender: if not included by caterer
□ Desserts/Cake: if not included by caterer or if you prefer a different vendor
□ Florist
□ Officiant
□ Makeup artist
□ Hairstylist: if not provided by the makeup artist or if you prefer a different vendor
□ Lodging: hotel accommodations for guests and/or wedding party
□ Transportation: for newlyweds, wedding party and guests if needed - flights, trains, car rentals, party buses etc.
□ Other decorations/rentals: such as arches, chairs, table linen, specialty lighting, heaters, faux flowers, doggy day care etc.
2. Helpful Questions to Ask Vendors
Don’t be afraid to ask questions! You should ensure you understand what’s included for each vendor you choose to move forward with and ensure they can make your vision come to fruition.
Questions you could ask…
For cake or dessert vendors:
Do they have free tastings? = YUM!!!
For wedding dress/outfit vendors:
What is their estimate ETA on for outfit alternations and final delivery?
PRO TIP: Normally, delivery is based on the wedding date you provide at the beginning of your first appointment. However, if you aren’t getting married locally, ensure that they’re also aware of that; and that you’ll be able to receive your outfit on time!
For makeup artist vendors:
What lipstick/lip gloss brand/color will your makeup artist be using for you on your wedding day?
PRO TIP: Once the makeup artists leaves the venue on your wedding day, so do their products! Therefore, you may consider buying whatever lipstick or lip gloss your makeup artist will using on you; so you can re-apply throughout the night.
For catering vendors:
Is cutlery, plates, glasses, linens all included in the package you’re thinking of moving forward with?
Is a bartender included? Or is that extra? And if so, how much?
Is alcohol included? Or is that extra? And if so, how much?
PRO TIP: Some caterers provide all of these amenities inclusively and some provide certain items al la carte; so it’s always good to confirm!
For hotel vendors:
First, contact hotel(s) to reserve a block of rooms for your guests to book from.
PRO TIP: Hotels normally provide a discounted rate for wedding room blocks.
What is the hotel room block reservation deadline?
PRO TIP: Most hotels will honor your room block for only a certain amount of time, before the rooms get released back for public purchase.
Music/Band/DJ/Live entertainment:
Do they have any lighting options?
PRO TIP: This may remove the need to work with another vendor to rent uplighting if you want/need it.
Photographer:
Are engagement photos or save-the-date photos included in your wedding package?
Some photographers include this within their packages and some do not, but may provide an al a carte option.
PRO TIP: Always Celebrating Photography has packages which include engagement or save-the-date photos!
Wedding Venue:
Do they have a preferred vendor or referral list for vendors?
Are pets allowed?
Is the venue accessibly friendly for those who need it?
Are there an shuttles or golf carts provided by the venue, to help those needing assistance?
What is the distance between event spaces?
Will people need to drive to get from the ceremony location to the happy hour or reception area? Or can they walk? And how far?
How much time after everyone leaves do you have to clean up?
e.g. You may pay to rent the venue from 10am - 10pm and that might mean that you need to be 100% cleared out by 10pm SHARP; or perhaps the venue allows you to stay later and will give you 30 minutes or an hour to cleanup. Either way, this is good to confirm!
Do you provide any day of services such as: food and beverage to the wedding party?
PRO TIP: A lot of venue’s DO NOT include these amenities and you’ll be want to confirm; so you know what you’ll be responsible to bring!
e.g. I brought my own tea bags, so I could have tea the morning of my wedding, in the bridal suite, and it ended up the venue didn’t have any hot water or cups for me to use; so take it from me!
Transportation:
Does the venue have a preferred local transportation vendor or method for guests?
PRO TIP: If your wedding venue is in the middle of no where and if it may not be safe for guests to drive home; confirm if other transportation services are available in the area such as Uber or Lyft; or decide if you may need to rent a party bus that can take guests to and from the wedding venue to their hotel (where the room blocks are being held).
Videographer:
What kind of microphones are included or can you choose from?
e.g. handheld microphones or clipped lavalier microphones; and what’s the cost difference between the two?
Music:
How do they handle small vs. large venues, to make sure the music isn’t TOO loud or is loud enough to fill the venue space?
Will they honor your playlist preferences or do they normally read the crowd and play music based on what they feel is right during the moment (this is mostly for the reception portion).
3. STATIONERY
□ Save the date invitations: send out 6-8 months in advance to your wedding day for a local wedding vs. 9-12 months for destination weddings.
□ Official ceremony invitations: send out 6-8 weeks in advance of your wedding day for local weddings vs. 10-12 weeks for destination weddings.
□ Reception invitations: if separate
□ Wedding party invitations: send out 8-12 months in advance of your wedding day.
□ Bridal shower invitations: send out 6-8 weeks prior to whenever date that you’d like to schedule your bridal shower for.
□ Bachelor/bachelorette invitations: ideally start planning 8-12 months prior to wedding day, so everyone can save money and plan accordingly.
□ Thank-you cards: you should aim to send these out within 3 months of your wedding day.
□ Tip envelopes for vendors: if or when applicable. You should tip vendors on the wedding day, either right after their service is completed or at the end of the event.
4. WEDDING PARTY OUTFITS & ACCESSORIES
For those who like tradition, don’t forget the old saying: Something old, something new, something borrowed, something blue, sixpence in your shoe!
For Bride:
□ Wedding dress or wedding outfit: you should have your wedding dress ordered by 9-12 months before your wedding day to allow for the typical 6-8 month production time and 2-3 months for alterations.
□ Wedding shoes
□ Undergarments or shape-wear
□ Jewelry
□ Hair accessories (veil, hat, clips, pins)
□ Perfume
□ Lip stick or gloss
For Your Partner:
□ Wedding suit/tux/outfit: you should have your fiancé order their suits 3 to 4 months before the wedding date.
□ Shoes
□ Socks
□ Belt
□ Tie/bowtie
□ Undershirts
□ Day-of accessories: cufflinks, watch etc.
□ Cologne
Other Outfits to Consider for Bride & Groom:
□ Engagement/Save-the-Date photo session outfit
□ Rehearsal dinner outfit
□ Reception or exit outfit
□ After-party or hotel-suite outfit
Bridesmaids:
□ Bridesmaid dresses/outfits: you should have your bridesmaids order their dresses 6-8 months in advance! Preferably 8 months to be safe.
If using a website, like Azazie - just know that orders may take a few months to arrive! Otherwise, make sure to check out your store of choice’s policies around delivery and alteration timelines.
□ Bridesmaid lip color guidelines:
Rule of thumb - DON’T out shine the bride!!
e.g. if the bride doesn’t have red lipstick on, then bridesmaids should NOT wear red lipstick, because this could draw attention away from the bride during the ceremony and in group photos.
□ Bridesmaids shoe color:
PRO TIP: A nude, black or neutral colored shoe or heel are usually easier to find and match with dresses or outfits.
Groomsmen:
□ Matching/coordinated:
□ Suit/tux/outfit: you should have the groomsmen order their suits 3 to 4 months before the wedding date.
□ Socks
□ Shoes
□ Ties
□ Belts
Parents of the bride & groom:
□ Mother of the bride (MOB): the MOB should have their outfit/dress ordered 6-8 months before the wedding day.
□ Mother of the groom (MOG): the MOG should have their outfit/dress ordered 6-8 months before the wedding day.
□ Father of the bride (FOB): the FOB should have their suit ordered 3-4 months before the wedding day.
□ Father of the groom (FOG): the FOG should have their suit ordered 3-4 months before the wedding day.
Other:
□ Flower girl (FG): the FG outfit/dress should be ordered 3-4 months before the wedding day or 5-8 weeks if ordering online; to allow for growth/alterations.
□ Ring bearer (RB): the RB outfit/suit should be ordered 8-12 weeks before the wedding day to allow for growth/alterations.
5. BEAUTY PREP
For Bride:
□ Hair extensions or hairpiece
□ Lash extensions/perm etc.
□ Spray tan
□ Waxing
□ Teeth whitening
□ Nails: mani/pedi
□ Facials/skincare
□ Hair color or haircut
For Your Partner:
□ Barbershop: for hair and/or beard maintenance
□ Facials/skincare
□ Nails: mani and/or pedi
PRO TIP: A lot of photographers like to get the couple holding hands; up close and personal; so a mani might be a good idea.
6. FOOD & DRINK
□ Rehearsal dinner venue
□ Wedding cake/dessert(s)
□ Liquor: if not provided by caterer or bartender
□ Snacks or water for guests: for during ceremony if needed
□ Welcome bags to leave at hotel(s) for guests
□ Wedding favors/take-home treats
□ Snacks & drinks for wedding party before ceremony
PRO TIP: Not all venues provide this! Mine didn’t.
7. FLOWERS
□ Bride’s bouquet
□ Groom’s boutonniere
□ Mothers’ corsages
□ Fathers’ boutonnieres
□ Grandparents’ flowers
□ Bridesmaids bouquets
□ Groomsmen boutonnieres
□ Flower girls’ corsage and petals
□ Ring bearers’ boutonniere
□ Ceremony arch/backdrop florals
□ Aisle florals
□ Guest book table florals
□ Cocktail hour florals
□ Reception florals: centerpieces, suite heart table, cake or dessert table etc.
PRO TIP: I have seen a lot of couples will use the florals from their ceremony site as the florals for their suite heart table or as accent decoration for the reception area.
□ Accent florals throughout the venue
□ Remembrance florals for those who have passed
8. DECORATIONS
□ Parking signs
□ Welcome sign
□ Gift/Envelope box/table
□ Guest book
□ Ceremony recessional send-off
e.g. bird seeds, lavender, flower peddles, bubbles etc.
□ Photos displayed: you could show some photos of the both of you as individuals before you met, perhaps pictures of your individual families, and some of the adventures you’ve had together!
□ Order prints, canvases, or albums that you plan to use as decorations during your happy hour and/or at reception:
Additional photos to consider:
Pets
Memory photos - for those who are no longer with us
□ Specialty lighting: DJ, venue or rental service
□ Send-off items: sparklers, bubbles, glow sticks etc.
9. MUSIC
□ Processional: before the ceremony begins
□ Walking down the aisle
□ Recessional: after the ceremony is complete
□ Entrances
□ First dance
□ Parent dances
□ Cake cutting
□ Bouquet toss
□ Last dance etc.
10. MISCELLANIOUS
□ Bridal portraits
□ Boudoir photo session
□ Set up wedding registry
□ Boxes for transporting décor
□ Officiant paperwork complete
□ Apply for marriage license
PRO TIP: If you’re getting married out of the state you’re living in, then DO NOT wait on this one!! I got married outside of the state of WA; and we had to make an appointment and apply for our wedding license IN PERSON inside the state we were planning to get married in. This flight was not part of our budget list. You will also want to confirm, how long your wedding license application is valid for. e.g. If you apply for your wedding license today, some states will allow it to stay valid for 90 days, but if you fail to get married within the 90 days, you may need to apply for another marriage license.
□ Portable steamer
□ Lint roller
□ Scissors
□ Band-Aids
□ Extra pantyhose
□ Fans if its going to be a hot wedding
□ Clear umbrellas for the bride and groom: if it might rain
□ Blankets for cold weather weddings
□ Flip flops for during reception
□ Fun items/day-of-accessories for wedding party: robes, slippers, sunglasses, confetti poppers, boas, flasks, cigars etc.
□ All the honeymoon things!!
11. OTHER ITEMS TO THINK ABOUT
Guest Interaction Plan (Questions to ask yourselves, so you’re not scrambling on your special day!)
□ Will you greet every guest individually during cocktail hour or during your reception or at all?
PRO TIP: This may be determined by when you want to do couple photos as well!
□ If you’d like to say hi or thank people for coming, will you go from table-to-table while people are eating during your reception or would you prefer to provide one big hi and thank-you speech to the crowd as a kickoff speech?
□ Who will be participating? Sometimes one person is shyer than the other, so knowing who will do the majority of the talking or the speech is helpful to note beforehand; so no one is caught off guard or stresses out last minute when you turn the mic over to them.
Guest List Management (Questions to ask yourself when trying to gauge how many guests you are planning to invite!)
□ Are you inviting kids or no kids?
□ If you’re inviting little kids, do they need entertainment during the wedding such as: bubbles, dress-up clothes or have someone designated to keep the kids entertained if they’re all young?
□ Is everyone allowed to bring a plus one? If no, then that’s completely valid and understandable. If this is the case, you may consider making that clear when sending out your official wedding invitations to each party, so there are no confusion.
e.g. where you end up not having enough seats or food.
□ How will you be sending out your save-the-dates, wedding invitations and thank you note?
□ Will you send these through email or through physical mail?
□ How are you planning to track RSVP’s?
□ Will you do this manually via paper, excel or through a FREE provider like the The Knot! (Not Sponsored - This is just what I used!)
□ How will you track who gave you what gift? Take it from me. This can get SUPER tricky if you don’t keep track from the beginning. No one wants to play the who gave us what, guessing game!
PRO TIP: Keep any cards you have been given and write what they gave you inside the card, so you don’t forget; and then for everyone else, keep track via paper and pen or via an excel doc. This will help you make your thank you notes more personalized, since you can reference what they wrote in your card and/or their gift.
12. AFTER THE WEDDING
□ Send thank-you notes
Begin name-change process: items to update if you’re looking to legally change your last name to reflect your married name.
□ Social Security
□ Drivers License
□ Banking/Debit Cards
□ Credit Cards
□ Passport
□ Social media
□ Emails
□ With your work via your HR department
□ Home and/or Car Insurance
□ Health Insurance
□ Utilities Service Providers/Other Re-occurring Bills or Payments
□ Mortgage Title / Lender
□ Car Title
□ Doctor Offices
PRO TIP: Consider using a service like NewlyNamed to simplify the process! They were a life savor for me and will tell you exactly what documents you need for each item, for our specific state.
EXTRA PRO TIP: At least for the state of Washington, a lot of these items require your marriage license, social security card and/or birth certificate. Therefore, you might consider getting TWO COPIES of your marriage license (which you’ll probably need to pay extra for), so that you can tackle more then one item at a time, since they usually always as for the original document and don’t take photo copies.
FINAL PRO TIP: Final Thoughts!
Thank you so much for reading! I truly hope this checklist makes your planning journey a little easier. To all the couples just starting this exciting (and yes, sometimes stressful!) adventure, remember that you can do this. Every couple is different, but what helped us was talking through which vendors we felt comfortable reaching out to, deciding who would take the lead on each task, and setting realistic deadlines so everything stayed on track for the big day. And if you’re unsure how many vendors you should have booked by certain points, take it one month at a time. Perhaps starting with one or two vendors per month, look up average costs in your area, and see what fits your budget. Most importantly, don’t be afraid to say no or yes based on what feels right. This is your special day, and only you can decide what aligns with your vision, your comfort level, and your budget. Do what’s right for you, as a couple and the rest will fall into place. You got this!!
BONUS MATERIAL
13. Vendor’s List / Contact Info Tracker:
Once you have chosen which vendors you’d like to move forward with, don’t lose their contact information! It can be aggrevating to have to keep searching the same vendors name online or on Google maps to find their phone number or guess who you were talking to last. To make things as simple as possible, I provided a Vendor’s List/Contact Info Tracker below. I added more vendor slots then probably neccessary; but I wanted to make sure you have enough slots incase you have other vendors to note.
Such as specialty vendors like: photo booth rentals, outdoor porta potties, outdoor games, stage rentals, ice sculptures, pet sitters etc. I’ve also included an excel worksheet below which includes the Vendor’s List / Contact Info Tracker; and a bonus column to help you track your budget as well.
Vendor #1:_________________________________________________
Name:
Address:
Phone #:
Point of Contact:
Cost:
Payment Schedule:
Extra Notes:
Vendor #2:_________________________________________________
Name:
Address:
Phone #:
Point of Contact:
Cost:
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Extra Notes:
Vendor #3:_________________________________________________
Name:
Address:
Phone #:
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Cost:
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Extra Notes:
Vendor #4:_________________________________________________
Name:
Address:
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Vendor #5:_________________________________________________
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Vendor #6:_________________________________________________
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Vendor #7_________________________________________________
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Vendor #8:_________________________________________________
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Vendor #9:_________________________________________________
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Vendor #10:_________________________________________________
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Vendor #11:_________________________________________________
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Vendor #12:_________________________________________________
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Vendor #13:_________________________________________________
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Vendor #14:_________________________________________________
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Vendor #15:_________________________________________________
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Vendor #16:_________________________________________________
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Vendor #17:_________________________________________________
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Vendor #18:_________________________________________________
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Vendor #19:_________________________________________________
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Vendor #20:_________________________________________________
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Vendor #21:_________________________________________________
Name:
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EXTRA BONUS
14. Vendor’s List / Contact Info Tracker: Excel Version + Budget Tracker!!
Download HERE!
Hey there!
Thank you for reading and welcome to the Always Celebrating Photography blog; a visual journey through my work, travels, tips and tricks; and everything in between. Stay tuned for more stories behind the lens!
