Planning a wedding is a monumental task that involves hundreds of details, from choosing the right venue to coordinating with multiple vendors and ensuring everything runs smoothly on the big day. While it’s possible to handle all of this independently, wedding planning is complex and time-consuming, with high stakes. Hiring a professional wedding planner is one of the best decisions you can make – they will handle your wedding planning checklist and SO MUCH MORE.
A wedding planner brings expertise, experience, and a network of reliable vendors. They can save you time, reduce stress, and often even save you money by negotiating deals and preventing costly mistakes. With a planner, you can focus on enjoying your engagement and the lead-up to your wedding day, knowing that all the details are being expertly managed.
That said, a comprehensive wedding planning checklist is essential whether you hire a planner or not. Here’s your ultimate guide to everything you need to consider when planning your wedding, including a special section dedicated to wedding photography.
Wedding Planning Checklist
1. 12+ Months Before the Wedding
- Hire a Wedding Planner: Hire a professional wedding planner to guide you. They’ll help you stay on track, manage your budget, and coordinate all the details.
- Set a Budget: Determine your overall budget and allocate funds to each category (venue, catering, photography, attire, etc.). A planner can help you break down costs and prioritize spending.
- Choose a Date: Select a few potential dates and check them with key family members and friends. Consider the season, availability of your preferred venue, and any potential conflicts.
- Book Your Venue: Visit and book your venue as early as possible. Popular venues can book up a year or more in advance.
- Create a Guest List: Start drafting your guest list and decide on the approximate number of guests. This will impact your budget and venue choice.
- Engagement Photos: Schedule an engagement photo session. These photos can be used for save-the-dates, your wedding website, and social media announcements.
2. 9-12 Months Before the Wedding
- Book Vendors: Book key vendors, including your caterer, photographer, videographer, florist, and band or DJ. Your planner will have recommendations and can negotiate contracts.
- Choose Your Wedding Party: Decide who you want in your wedding party and ask them well in advance.
- Begin Dress Shopping: Start looking for your wedding dress. Custom gowns can take six to nine months to create, so allow plenty of time for alterations.
- Send Save-the-Dates: Once you’ve locked in your venue and guest list, send out save-the-date cards to ensure your guests can plan ahead.
- Plan Your Honeymoon: Start planning your honeymoon, especially if you need to book international flights or accommodations well in advance.
3. 6-9 Months Before the Wedding
- Order Wedding Party Attire: Choose and order the attire for your wedding party. Allow time for alterations.
- Finalize the Guest List: Refine your guest list and gather contact information.
- Create a Wedding Website: A wedding website is a great way to keep guests informed about your wedding day details, including accommodation options and the schedule of events.
- Book Transportation: Arrange transportation for yourself, the wedding party, and guests if needed.
- Plan Your Ceremony: Work with your officiant to finalize the details of your ceremony, including readings, vows, and music.
- Register for Gifts: Create a wedding registry and share it with guests. Your planner can help you choose various items at different price points.
4. 3-6 Months Before the Wedding
- Send Invitations: Mail out your wedding invitations, including RSVP instructions. Be sure to include details on accommodations, directions, and the wedding website.
- Order the Cake: Meet with bakers to taste and choose your wedding cake. Place your order and schedule delivery.
- Finalize Details with Vendors: Meet with your vendors to confirm all the details of the day, including the timeline, special requests, and any specific shots you want from your photographer.
- Schedule Hair and Makeup Trials: Book a trial run for your hair and makeup to ensure you’re happy with the look on your wedding day.
- Plan the Rehearsal Dinner: Coordinate the rehearsal dinner with your wedding party and close family members. Choose a venue and send out invitations.
5. 1-3 Months Before the Wedding
- Get Your Marriage License: Apply for your marriage license. The timing varies by state, so check the requirements in your area.
- Final Dress/Attire Fitting: Schedule your final fitting and ensure your attire is properly tailored.
- Prepare Wedding Favors: If you’re giving out wedding favors, now is the time to order or make them.
- Create a Wedding Day Timeline: Work with your planner to create a detailed timeline for the wedding day, including when vendors should arrive, the ceremony start time, and key events.
- Confirm Guest Count: Get a final headcount from your RSVPs and communicate this number to your caterer.
6. 1-2 Weeks Before the Wedding
- Final Checks: Confirm all final details with your vendors, including arrival times, payments, and any last-minute changes.
- Pack for Your Honeymoon: Start packing if you’re leaving for your honeymoon immediately after the wedding.
- Organize Payments: Prepare any remaining vendor payments and tips to distribute on the wedding day.
- Relax and Enjoy: Take some time to relax and enjoy the final days before your wedding. Trust that your planner has everything under control.
Wedding Planning Checklist: Photography
Wedding photography is one of the most critical aspects of your wedding day, as these images capture the memories you’ll cherish for a lifetime. Here’s a detailed wedding planning checklist for photography to ensure you’re fully prepared for your wedding photos:
1. 9-12 Months Before the Wedding
- Book Your Photographer: After researching and meeting with potential photographers, book the one that best fits your style and budget. Ensure your chosen photographer is available on your wedding date.
- Discuss Style Preferences: Have a detailed conversation with your photographer about the style of photos you prefer, whether it’s traditional, candid, fine art, or a mix.
- Review Full Portfolios: Ask to see full wedding galleries to get a comprehensive view of the photographer’s work across an entire event.
- Engagement Session: Schedule your engagement photo session. This will help you get comfortable in front of the camera and build rapport with your photographer.
2. 6-9 Months Before the Wedding
- Create a Shot List: Work with your photographer to create a list of must-have shots, including family portraits, ceremony details, and any special moments you want captured.
- Scout Locations: If you have specific locations for your wedding photos, discuss them with your photographer and plan a visit if necessary.
- Discuss Backup Plans: If your wedding is outdoors, discuss backup plans in case of bad weather. Your photographer (and planner!) should be prepared with indoor alternatives or rain-friendly options.
3. 1-3 Months Before the Wedding
- Finalize Timeline: Work with your photographer to finalize the wedding day timeline, ensuring there’s enough time for getting ready photos, first look, family portraits, and couple’s portraits.
- Confirm Venue Policies: Make sure your photographer is aware of any venue restrictions, such as flash photography limitations or specific areas that are off-limits.
- Prepare Family Photo List: Compile a list of family members and any specific groupings for formal portraits. Share this list with your photographer to ensure no one is missed.
4. 1-2 Weeks Before the Wedding
- Confirm Details: Check in with your photographer to confirm all details, including arrival times, special requests, and final payments.
- Prepare for the Day: Make sure any items you want photographed (invitations, rings, dress, etc.) are set aside and easily accessible on the wedding day.
Conclusion
Planning a wedding is a complex process, but with the right approach—and the help of a professional wedding planner—you can ensure everything comes together seamlessly. A wedding planning checklist is an invaluable tool to keep you organized and on track, covering everything from choosing your venue to finalizing details with vendors.
Planning is equally crucial when it comes to wedding photography. Following a detailed photography checklist’ll ensure that every important moment of your big day is beautifully captured, leaving you with stunning images to cherish for a lifetime. While checklists are essential, having a professional planner and photographer by your side will make the journey smoother, more enjoyable, and ultimately more successful.
