Planning the wedding you’ve been dreaming of for years (yes, we know about that old Pinterest board from high school) should be exciting, not overwhelming! Whether you just got engaged (congrats, btw!) or already dove into the planning process, a clear and organized wedding planning checklist makes ALL the difference. From setting your budget and booking vendors to choosing the perfect dress and finalizing your guest list, this step-by-step guide ensures you won’t miss a single detail.
At Pearl by David’s, we know that every bride deserves a seamless planning experience, and we’ve created the ultimate wedding planning checklist to help you stay on track from “Yes!” to “I do.” According to an internal study by Brides.com, the average length most couples spend planning their wedding is around 12 to 18 months, so we started our wedding planning checklist at 18+ months to encompass all timelines. Of course, shift these around to fit your own needs! Let’s get started!
Where are you in your wedding planning?
18+ Months Before the Wedding
- Insure Your Engagement Ring: If you get nervous traveling or going to the gym with your bling, consider engagement ring insurance to make sure you’re covered if something goes wrong!
- Create a Wedding Vision Board: Start getting ideas for the overall style, color scheme, photography inspo, and mood of your wedding! Do you want a formal or casual event, destination or local, huge guest list or micro-wedding?
- Plan Your Engagement Party: Celebrate your new bling and don your very first LWD with an engagement party! Plan an informal or semi-formal event at a family home, restaurant, or casual venue and send out some invites.
- Discuss Wedding Priorities with Fiancé: Determine your wedding must-haves and must-nots. Are you aligned on a budget? Timeline? Make room for compromise!
- Set Your Budget: Establish a realistic budget. Decide on the total amount you’re comfortable spending and allocate specific amounts to key areas: venue, catering, the dress(es?), etc.
- Hire Photographer and Schedule Engagement Photos: Book your photographer and videographer early to secure their services and get some great engagement shots (psst, these will be great for your save-the-dates!).
12-18 Months Before the Wedding
- Hire a Wedding Planner or Coordinator: If you need a little extra help staying (or getting!) organized, consider hiring a wedding planner or day-of coordinator. Make sure you hire one early to help with budgeting, vendor selection, and timelines!
- Consider Wedding Insurance: Research and consider purchasing wedding insurance for cancellation protection and liability coverage (sending love to all those COVID couples!).
- Set Up a Wedding Email Address and Create Wedding Website: Consider creating a dedicated wedding email for all wedding-related communication to keep things organized (and your personal inbox clear!). Begin working on your wedding website to keep guests updated on venue details, travel and transportation info, local recommendations, registries, and more—especially for a destination wedding!
- Start Researching Vendors: Research venues, caterers, florists, and other key vendors. Check other couples’ reviews, attend bridal shows, and gather quotes with your wedding email address.
- Begin Guest List: Start compiling a list of everyone you’d like to invite—the estimated number will influence your venue selection! Also consider if you’ll be allowing children or going child-free.
- Select Your Wedding Date: Think about your wedding date based on availability, preferred season, weather, and any significant family dates or holidays that you’ll want to avoid. Of course, you can’t finalize your date until you book a venue, but having an idea in mind helps when you begin touring.
- Tour and Book Venue(s): Start scheduling tours for venues you love. Make sure the space fits your theme and number of guests and understand any venue-specific rules. After your tours, weigh the pros and cons of each, then book your ceremony and reception venues.
- Book Officiant: Book your officiant (or ask a friend to get ordained online) and decide on your ceremony format, whether it will be religious, civil, etc.
- Choose Your Wedding Party: Decide on your bridesmaids, groomsmen, flower girl, and ring bearer and ask them to be part of your wedding. It’s always best to give everyone (especially the parents of littles!) the most notice so they can make sure they have the date saved, request time off work, and more.
- Give your bridal party clear guidelines on their roles, expectations for your bridal shower and bachelorette party (are you taking a trip or do you prefer one fun night out?), and understand their budgets for dresses, hotels, and more to make sure everyone is on the same page from the start.
9-12 Months Before the Wedding
- Finalize the Guest List and Send Save-the-Dates: Make sure your guest list is as complete as possible and start collecting addresses for invitations. Design your save-the-date cards and mail them out to give guests time to clear their calendars and request any PTO.
- Shop for Your Wedding Dress(es): Book your appointment and come prepared! Bring your closest friends and fam along to play dress up in bridal gowns for the big day and beyond.
- Shop for Your Wedding Party Attire: Go shopping and decide on bridesmaid and flower girl dresses, along with ring bearer and groomsmen attire. Make sure the moms have their moment, too! Plan a day of shopping with both to ensure their colors will match your vision and theme.
- Book Guest and Wedding Party Accommodations: Research hotels or other lodging options near your venue and inquire about room blocks for your wedding guests. Do you and the wedding party plan on staying in and getting ready at the same hotel? Don’t forget their rooms as well!
- Research and Hire Vendors Including:
- Florist: Research florists, get quotes, and gather inspiration. Ask yourself if you’re set on traditional florals, or if there is another option for you.
- Caterer: Research options for catering—does your venue have a list of preferred vendors or provide catering? Confirm dietary restrictions can be accommodated for both guests and vendors—yes, your vendors need meals too! If you caterer doesn’t offer bar services, look into these now.
- Bar: Consider if you want an open bar, cash bar, or a combination of the two.
- DJ or Band: Book your entertainment—live or otherwise! —and go over pricing and any packages they offer (for example, many DJs also provide lighting services).
- Hair and Makeup: Research hair and makeup artists in your area and schedule a trial. Choose the artists who fit your style and budget.
- Transportation: Book vehicles for the wedding party and guests for the big day. Do you have a room block for guests nearby? Consider a shuttle that can take them to and from their hotel!
- Create Your Wedding Registry: Sit down with your partner and think about what you’ll need to begin your life together, whether it’s home goods, honeymoon cash, or travel experiences.
- Shop for Wedding Bands: Research and shop for wedding bands for you and your partner—or consider alternatives!
- Plan and Book Honeymoon: Begin researching honeymoon destinations, then book your flights and accommodations. Make sure your passports are up to date!
- Research Marriage License Requirements: Different counties and countries have different rules, so make sure you understand what’s needed early to avoid last-minute issues (like, not getting legally married on your wedding day).
6-9 Months Before the Wedding
- Order Wedding Attire: If you haven’t already, order your wedding dress and have the bridesmaids and groomsmen purchase their dresses, suits or tuxedos, and accessories. Ordering now allows ample time for alterations. Don’t forget flower girl and ring bearer attire!
- Book Rentals: If you need items like extra chairs, tables, linens, lighting, or sound equipment, book them now. Check with your venue to see what is included and if they allow outside items.
- Order Invitations and Stationery: Design and select your wedding invitations and any other stationery you may need (think ceremony programs, thank-you cards, menus, etc.).
- Book a Bakery: Set up a tasting with a nearby baker, then finalize the design and flavor of your wedding cake.
- Select and Order Wedding Favors & Gifts: Decide if you’ll be gifting your guests wedding favors and order them now—especially if you are personalizing! If you want your bridesmaids or groomsmen in something specific for getting-ready, order these and any gifts in advance. Ordering now ensures there’s enough time to receive and inspect the items.
- Plan and Book Any Post-Wedding Events: Determine whether you want to keep the celebration going with an after-party or morning-after farewell brunch (or both!). For an after-party, you’ll need a location with late-night availability and the right atmosphere. If hosting a farewell brunch, it’s often best to hold it at a venue nearby (whether the hotel or a nearby restaurant) to make it easy on your guests. Reserve these now, especially if you anticipate a large group.
- Order Wedding Keepsakes: Now is the time to order your guest book, advice cards, or any other personalized keepsakes you’d like for your wedding!
- Determine Childcare or Kid-Friendly Activities: If you are inviting children, decide whether to offer childcare or a kids’ play area. Start researching childcare providers, space options, and/or kid-friendly activities to keep them busy.
- Create a “Must-Do” List for Photos: Alongside finalizing your photography timeline, create a list of must-have shots to ensure your photographer doesn’t miss any important moments. (Think family photos, details of the venue, glamour shots, etc.)
photo @lewesletteringco
4-6 Months Before the Wedding
- Final Menu Selection: Work with your caterer to finalize the menu, including appetizers, entrees, and drinks.
- Start Writing Your Vows: If writing your own vows, begin drafting them for the big day. (Allow time for lots of crying breaks!)
- Plan and Book the Rehearsal Dinner: Think about who to invite, where you will have it, and what you’ll wear! Then book a venue or organize a casual gathering for your group.
- Order Shoes, Jewelry, and Accessories: Order your wedding shoes, veil, jewelry, and other accessories for the wedding day. Don’t forget gel inserts or shoe protectors for comfort and avoiding damage to your wedding shoes.
- Schedule Dress Fitting(s): Attend your first fitting for your wedding dress to ensure it fits properly with enough time for alterations before your big day. Make sure your bridesmaids do the same!
- Finalize Officiant’s Role and Readings: Confirm the structure of the ceremony with your officiant and create a detailed ceremony script to share with them and your venue.
- Order Customized Décor and/or Begin DIY: Custom items like monogrammed napkins, personalized signs, and menus often require design and production time, which can take several weeks to complete. Ordering them at this point ensures you have time to review proofs, make revisions, and receive the items in time. If you’re a DIY-bride, give yourself plenty of time to craft and invite your bridesmaids over to help!
- Schedule Pre-Marriage Counseling: Attend any necessary pre-marital counseling.
2-4 Months Before the Wedding
- Create a Master Timeline for Your Wedding: Begin drafting a timeline for the wedding day, including when you’d like to get ready, photographer arrival, vendor arrival and setup, ceremony, reception timing, photos, and any other major events. Determine a master timeline for the entire wedding weekend as well, including your rehearsal dinner and any post-wedding events. Share it with your wedding party, immediate family, and vendors.
- Send Out Invitations: Mail your formal wedding invitations to guests and request their RSVPs six to eight weeks before the wedding. Include the link for your wedding website (especially if you’d like them to RSVP virtually!) so they can access details about the big day, including info on all pre- and post-wedding events like your welcome party, after-party, farewell brunch, etc. that you listed in your Master Wedding Weekend Timeline.
- Confirm Vendors and Finalize Payments: Now is the time to touch base with all your wedding vendors to confirm contracts and details on the arrival times, special requests, and more. Make sure your payments are up to date.
- Finalize Your Wedding Playlist (Ceremony and Reception!): Think about the music for your ceremony—processional, recessional, and any in-between moments. Send these to your DJ or band along with a list of songs for your first dance and any specific dances with your family members. Don’t forget the “Do Not Play” and “Must Play” lists as well! (We do not need to see another wedding sullied by “The Chicken Dance”).
- Obtain Your Marriage License: Schedule a meeting within the county you will be getting married to obtain your marriage license and make sure it will be valid for your wedding day.
- Attend Your Final Dress Fitting and/or Pick Up Your Dress: Schedule your final dress fitting to ensure all alterations are complete. Bring your veil, shoes, and shapewear you plan to wear on the big day.
- Prepare Thank-You Speeches: If you or your partner plan to give a speech to thank your guests for coming, begin writing and rehearsing it now.
- Attend Bridal Shower: Get showered! Attend your bridal shower and keep a detailed list of gifts for your thank-you notes.
1-2 Months Before the Wedding
- Get Final RSVP Count and Finalize Seating Chart: Follow up with any guests who haven’t RSVP’d yet (or delegate this to someone else) and confirm your final headcount with your caterer and venue. Based on these RSVP responses, create your final seating chart for the reception.
- Write Thank-You Notes: Write thank-you notes for the gifts you received at your bridal shower, and get a head start on gifts you may receive at your wedding!
- Confirm Details with Your Wedding Party: Send out the final details to the wedding party, including where and when they should meet, their attire and accessories, and any additional expectations you have.
- Break in Your Wedding Shoes: Strut your stuff around the house in your wedding shoes so they’re broken in and comfortable before your big day.
- Final Check with your Flower Girl and Ring Bearer: Discuss the ceremony details with the flower girl and ring bearer at this stage to make sure they know what’s expected of them. You can have a casual rehearsal or dry run with the children to practice walking down the aisle. Confirm timing with their parents for when they’ll need to arrive at the venue and who will be supervising them.
- Book Your Beauty Treatments: If you’re planning any beauty treatments for your wedding (like waxing, facials, hair coloring, etc.), schedule them in advance.
- Attend Bachelorette Party: Celebrate your final fling before the ring with your bridesmaids! If you’re traveling, make sure to finalize your packing.
- Choose Your Good Luck Charms: Find your something old, something new, something borrowed, and something blue.
1-2 Weeks Before the Wedding
- Pack for Your Honeymoon: Start packing for your honeymoon and prepare any necessary travel documents (we hope you got that passport renewed!).
- Assign Wedding Day Tasks: Assign someone (a trusted family member or your maid of honor) to help with day-of logistics like holding the wedding rings or keeping track of the timeline. Have them take care of small tasks like delivering wedding favors, keeping track of gifts, or ensuring décor is set up. They’ll act as your communication liaison for any questions on the big day.
- Create a Wedding Day Emergency Kit: Pack essentials like extra makeup, safety pins, tissues, and snacks. (Your maid of honor can help with this!)
- Pack for the Wedding Day: Include your vendor tips, DIY items, wedding day emergency kit, attire, rings, wedding party gifts, etc. Wrap up the gifts for your bridesmaids and groomsmen ahead of time to avoid stress closer to the wedding day.
- Confirm the Wedding Rehearsal Schedule with the Venue: Schedule a final walkthrough and confirm timing with your venue to ensure the rehearsal fits into the schedule and allows enough time for everyone to be present.
- Prepare Vendor Tips and Payments: If you’re not using a wedding planner, make sure tips for vendors like caterers, photographer, and DJ are prepared in envelopes with instructions for distribution. Your maid of honor or a trusted family member can help with delivery on the wedding day.
- Write Your Partner a Note: A handwritten note on your wedding day helps calms nerves and remind you of your love! Hand it to a trusted member of the wedding party to make sure it is delivered to them on the morning of.
- Finalize Your Vows: One final run-through before the big day! Practice your vows from memory or have them written on a neat piece of paper that you can carry with you down the aisle.
- Get a Mani & Pedi: Head to the salon for your wedding nails (or do it at home!).
Day Before the Wedding
- Eat a Healthy Meal: Keep your energy up!
- Drink Lots of Water: Hydration is key.
- Apply Moisturizing Mask and Go to Bed Early! Gotta get that beauty sleep.
Post-Wedding
- Host Your Farewell Brunch: Cap off your wedding weekend with one final celebration with your loved ones.
- Mail Your Thank-You Notes: Send your thank-you notes to your vendors and guests.
- Return Any Rentals: Return any rented items, including groomsmen tuxedos, linens, décor, etc.
- Preserve Your Wedding Dress & Flowers: Arrange for your wedding dress to be cleaned and preserved. Consider having your bouquet dried, pressed, or turned into a keepsake arrangement.
- Review Wedding Photos and Video: Go through the final photos and videos with your photographer and videographer and order a wedding album or individual prints.
- Update Your Name: If changing your name, start the process with the Social Security Administration, DMV, passport office, and your bank.
- Write Vendor Reviews: Post reviews for the vendors you hired on Pearl by David’s. Share your positive experiences and feedback to help future couples make their decisions!
And there you have it! The ultimate, all-in-one, thank-goodness-for-Pearl-by-David’s wedding planning checklist! From our vendor directory to how-to content, inspirational real wedding videos to buying your dream dress—we’ve got you covered at every point in your wedding journey.
Remember, no wedding is perfect, and what truly matters is celebrating your love with those who mean the most to you. Stay flexible, trust your vision, and don’t forget to soak in every special moment along the way.
Happy planning—and here’s to a beautiful wedding day!
