The Ultimate Free Wedding Planning Checklist: The Only One You’ll Ever Need

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This post covers everything you need to plan your wedding, from budget to the big day. It includes a complete wedding planning checklist, timeline options, and free printable templates to keep you organized throughout the planning process.

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Planning your wedding is exciting, but I’ve found that staying organized is what makes the whole thing actually enjoyable instead of stressful. That’s why I put together this wedding planning checklist – it’s basically everything you need to know, in order, so nothing falls through the cracks.

This list walks you through each stage, from setting your budget and picking your venue to choosing food, music, and all the pretty details that make your day special.

Before you dive in, check out our How to Simplify Your Wedding Budget Breakdown in 8 Steps post. It’s full of quick tips that’ll get you inspired and help you think through what matters most to you.

Ready to start planning? Let’s do this!

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1. Wedding Planning Checklist: Must-Have Lists and Sheets

In this guide, I’ll walk you through everything you need to do when planning a wedding. To make it easier for you, I made different lists and sheets that focus on specific parts of planning. Here are the main categories:

• Budget: Shows where your money goes and keeps track of what you thought you’d spend versus what you actually spent.
• Planner: A detailed plan for each step along the way (based on this post and in chronological order).
• Vendor Comparison: Helps you compare different choices.
• Supplier List: Keeps all your supplier details in one place.
• Guest List: Keeps track of everyone you’re inviting.
• Seating Chart: Helps you plan where everyone will sit.

All these handy tools are in one Google Sheets document for easy access. Just log in to your Gmail account to make a copy, download to Excel, or print as needed.

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2. Initial Planning: Laying the Foundation

The initial planning stage is where your wedding journey begins. This is when you set up everything that comes next. Here’s what you need to do:

Determine Your Wedding Budget

Figure out where your money’s coming from – whether it’s personal savings, help from family, or your monthly income. I always tell couples to create a simple spreadsheet or use a budgeting tool to track expenses as you go. Then allocate your budget to different categories, like the venue, catering, and decorations.

Here’s the thing – no matter your budget, you can have a beautiful wedding. It’s all about prioritizing what’s most important to you and your partner and spending your money accordingly.

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Create a Guest List

Start collecting contact information for everyone you might invite. Then decide on the number of guests based on your budget and how many people your venue can hold. I like to categorize guests into groups like family, friends, or colleagues – it makes seating arrangements way easier later.

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Choose a Wedding Date and Venue

Think about factors like the season, venue availability, and any special dates that mean something to you. Visit potential venues to see if they fit your vision and style. Also ask about venue policies, fees, and any restrictions they have.

One thing I always mention – weekdays or off-peak seasons can save you a lot of money. Venues and vendors often charge less for events on weekdays or during slower months. Being flexible with your date can really impact your budget and let you spend more on other things you care about.

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Hire a Wedding Planner (if needed)

Research local wedding planners and set up interviews. Check out their portfolios and ask for references from past couples. Talk through your vision and what you expect before making a decision.

While being your own wedding coordinator can save money, think about how much time you actually have. Sometimes taking on this role gets really overwhelming, and hiring someone can make the whole experience way less stressful.

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3. Wedding Vision and Style: Creating Your Dream Day

Now that you’ve got the foundation set, it’s time to figure out your wedding vision and style. This stage is all about making your day feel like you. Here’s what you need to do:

Decide on the Wedding Theme or Style

Look at different theme options like vintage, bohemian, or destination. I love collecting decor and inspiration ideas that match your chosen theme. Create a mood board to visualize your style – it really helps when you’re talking to vendors.

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Choose Your Color Palette

Pick primary and secondary colors for decor, attire, and flowers. Make sure the colors work well together and fit your theme. Share your palette with vendors so everything looks cohesive.

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Create a Vision Board or Pinterest Inspiration

Start a Pinterest board with pins of decor, dresses, and other elements you love. Share the board with vendors and your wedding planner so they can see exactly what you’re going for. Keep updating and refining your board as your ideas change and grow.

Here’s a shortlist of essentials for your wedding inspiration boards:

• Decor: Ceremony and reception backdrops, table centerpieces, lighting elements like candles or string lights, linens and tableware, floral arrangements.
• Stationery: Save-the-date cards, wedding invitations, ceremony programs, escort cards or place cards, menu cards.
• Favors: Personalized favors like mini photo frames or edible favors like chocolates or cookies, thank-you notes or tags, packaging or display for favors.

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4. Vendors and Services: Building Your Dream Team

Now that you have a vision in mind, it’s time to find your dream team of vendors and services. Here’s what you need to do:

Select and Book Vendors

Read reviews and request quotes from vendors like caterers, photographers, and florists. Set up meetings or consultations with the ones you’re interested in. Make sure they’re available on your wedding date before you fall in love with their work.

One tip – look into package deals. Many photographers, videographers, and DJs offer bundled services at a lower cost.

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Menu Selection

Customize your menu to match your tastes and what your guests will enjoy. Talk to your caterer about dietary restrictions, allergies, and special requests. I always recommend doing a tasting session to sample what they’re proposing – it’s one of the fun parts!

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Review and Sign Vendor Contracts

Go through contract terms carefully, including payment schedules and cancellation policies. Make sure all services, what they’ll deliver, and timelines are clearly spelled out. Keep copies of signed contracts organized and somewhere safe.

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5. Attire and Beauty: Looking Your Best

With your team in place, it’s time to focus on looking amazing for the big day. Here’s what you need to do:

Shop for Wedding Attire

Schedule appointments at bridal boutiques and formalwear shops. Bring along trusted friends or family for opinions and support – it makes the experience more fun. Try on different styles to find what fits your body and your vision.

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Schedule Dress Fittings and Alterations

Work with a skilled seamstress or tailor for any alterations you need. Plan for multiple fitting sessions to get a perfect fit. Also think about undergarments and accessories during fittings – they affect how everything looks.

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Plan Hair and Makeup Trials

Book trial sessions with hair and makeup artists. Bring inspiration photos and be clear about what you like and don’t like. Test the chosen look to make sure it lasts and feels comfortable.

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Arrange Groom and Wedding Party Attire

Figure out what the groom, groomsmen, and bridesmaids will wear. Coordinate with the wedding party so everyone gets the right attire on time. Schedule fittings and alterations as needed.

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6. Invitations and Guest Communication: Spreading the Word

Now that you’re looking fabulous, it’s time to tell everyone about your wedding. Here’s what you need to do:

Design and Order Wedding Invitations

Pick a design that matches your theme and style. Include all the important details like date, time, location, and RSVP information. I also suggest adding a wedding website link for extra details.

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Address and Mail Invitations

Get your guest list and addresses together. Start addressing envelopes or think about hiring a calligrapher if that’s your style. Send out invitations at least 2-3 months before the wedding.

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Create a Wedding Website

Use a wedding website builder to create a site with all the important information. Include details on accommodations, transportation, and the schedule. Share the website link on your invitations.

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Manage RSVPs

Choose how guests will RSVP – response card, email, or wedding website all work. Keep track of RSVPs and dietary restrictions for the catering team. Send reminders to guests who haven’t responded when you’re getting close to the deadline.

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7. Logistics and Timeline: Planning the Day

Now that your guests know what’s happening, it’s time to nail down the logistics of your big day. Here’s what you need to do:

Plan Transportation

Set up transportation for the wedding party and guests if needed. Make sure transportation schedules line up with your wedding timeline.

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Create a Wedding Day Timeline

Work with your vendors to put together a detailed schedule. Include times for hair and makeup, photography, and other key events. Share the timeline with your wedding party and vendors so everyone’s on the same page.

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Marriage License

Look into what you need for your marriage license. Check the requirements and waiting periods in your area – they vary a lot. Assign someone responsible to bring the license to the wedding.

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Ceremony Rehearsal

Schedule a rehearsal with your officiant, wedding party, and anyone involved in the ceremony. Walk through the whole thing so everyone knows their roles and feels comfortable.

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8. Ceremony and Reception Details: Setting the Scene

It’s time to bring your wedding vision to life by focusing on all the ceremony and reception details. Here’s what you need to do:

Ceremony Setup

Decide on the ceremony layout and seating arrangement. Choose decor elements like flowers, arches, or aisle runners. Plan the music and any readings or special rituals you want to include.

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Reception Decor

Select centerpieces, table linens, and seating arrangements. Work with your florist and decorator to create a cohesive look. Plan the lighting – candles or string lights can really set the mood.

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Choose Ceremony and Reception Music

Pick songs for the processional, recessional, and other key moments. Let your DJ or band know your musical preferences. This is your day, so choose music that means something to you.

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Plan Reception Activities

Decide on activities like speeches, dances, and games. Coordinate with your MC or DJ to make sure everything flows smoothly.

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9. Wedding Day Essentials: Being Prepared

As the big day gets closer, make sure you’re ready for anything. Here’s what you need to do:

Pack a Wedding Day Emergency Kit

Include essentials like safety pins, stain remover, tissues, and pain relievers. If you’re having an outdoor wedding, have a backup plan in case of bad weather.

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Assign Responsibilities

Choose people to handle specific tasks, like watching the gift table or helping with guest needs. Give them a list of responsibilities ahead of time.

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Get Plenty of Rest

Try to get a good night’s sleep before your wedding day. I know that’s easier said than done, but do your best. Also stay hydrated and eat well to keep your energy up.

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10. Food and Beverage: Savoring the Flavors

Food and drinks are such a big part of any wedding celebration. Here’s what you need to do:

Finalize the Menu

Confirm all the menu details with your caterer. Make sure they can handle dietary restrictions and allergies. Think about adding special dishes that have meaning to you and your partner.

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Wedding Cake or Desserts

Choose your wedding cake or alternative desserts. Schedule a tasting session to pick your favorite flavors – another fun part of planning! Talk through the design and decorations with your baker.

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Arrange Beverage Services

Decide what kinds of drinks you’ll serve – cocktails, wine, or non-alcoholic options. Work with your caterer or bartender to create a drink menu. Figure out how much you’ll need based on your guest count.

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Cocktail Hour

Plan appetizers and finger foods for the cocktail hour. I love when couples do signature cocktails that tie into their wedding theme.

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11. Entertainment and Music: Creating Memorable Moments

Great music and entertainment can really elevate your wedding celebration. Here’s what you need to do:

Confirm Entertainment

Finalize everything with your DJ, band, or other performers. Share your preferred playlist and any special song requests.

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Plan Special Moments

Coordinate with your MC or DJ for key moments like the first dance, cake cutting, and bouquet toss. Let them know the vibe and mood you want to create.

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12. Photography and Videography: Capturing Memories

Your wedding day memories will last forever through photos and videos. Here’s what you need to do:

Finalize Shot List

Make a list of specific photos you want to capture. Share this list with your photographer and videographer so they know what’s important to you.

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Plan for Photo Sessions

Schedule time for pre-wedding photos, family portraits, and couple shots. Pick pretty locations for your photos.

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13. Final Preparations and Last-Minute Details: The Countdown Begins

As your wedding day gets really close, focus on the final preparations and last-minute details. Here’s what you need to do:

Confirm Vendor Details

Double-check everything with your vendors. Make sure they have directions to the venue and any special instructions.

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Pack for the Wedding

Put together a bag with essentials like your wedding attire, accessories, and makeup. Include any important documents, like your marriage license.

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Rehearse Your Vows

Practice your wedding vows if you’re writing your own. Make sure you have a copy with you during the ceremony.

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Delegate Responsibilities

Give tasks to people you trust to handle any unexpected issues. Share your contact information with them in case they need to reach you.

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14. The Wedding Day: Embrace the Magic

It’s finally here – your wedding day! Take a deep breath and enjoy every moment. Here’s what you need to do:

Relax and Get Ready

Start your day with a calm morning routine. Take some time to think about how special this day is.

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Stick to the Timeline

Follow the wedding day timeline you created. Stay on schedule for hair, makeup, and other prep.

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Be Present

Enjoy every single moment of your wedding day. Focus on the love and joy you share with your partner and everyone you care about.

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Trust Your Team

Let your vendors and wedding party handle the logistics. Let go of any worries and just enjoy the celebration.

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15. Organizing Your Wedding Planning Checklist

Now that you have your wedding planning checklist, let’s talk about how to actually use it. Every couple is different, and what works best for one might not work for another. Here are some ways you can organize your tasks:

• Chronological: Arrange tasks in the order they need to happen, starting from early planning and moving closer to the wedding day.
• Categorized: Group tasks by category like venue, vendors, attire, and so on. This lets you focus on one thing at a time.
• Period-Based: Break your checklist into monthly or quarterly chunks to tackle tasks bit by bit.

I prefer the chronological approach and recommend it to most couples. By following a timeline, you can prioritize tasks based on when they need to get done and avoid that last-minute panic. Let me walk you through how this works.

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16. Chronological Wedding Planning Timeline

12-18 Months Before

Set Your Wedding Budget

• Figure out where your money’s coming from – personal savings, help from family, or monthly income.
• Create a detailed spreadsheet or budgeting tool to track everything you spend.
• Then divide your money into different categories like venue, catering, and decor.

Create a Guest List

• Start gathering contact information for everyone you might invite.
• Decide how many guests you can have based on your budget and venue size. I suggest putting guests into groups like family, friends, and colleagues – it makes seating arrangements so much easier later.

Choose a Wedding Date and Venue

• Think about the season, venue availability, and any special dates that mean something to you, like an anniversary.
• Visit potential venues to see if they match your vision and feel right. Ask about their policies, fees, and any restrictions they have.

Hire a Wedding Planner (Optional)

• Research local wedding planners and set up interviews. Look at their portfolios and ask for references from other couples. Talk through your vision and what you expect before you make a decision.

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9-12 Months Before

Research and Book Major Vendors

• Read reviews and get quotes from vendors like caterers, photographers, and florists.
• Schedule meetings with the ones you’re interested in to talk about your wedding vision. Make sure they’re available on your date and get contracts from them.

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6-9 Months Before

Shop for Wedding Attire

• Schedule appointments at bridal boutiques and formalwear shops. Bring friends or family you trust for opinions and support. Try on different styles to find what fits your body and your vision perfectly.

Schedule Dress Fittings and Alterations

• Work with a good seamstress or tailor for any alterations you need. Plan on multiple fitting sessions to get everything just right.
• Also think about undergarments and accessories during fittings – they really affect how everything looks.

Plan Hair and Makeup Trials

• Book trial sessions with your hair and makeup artists. Bring inspiration photos and be clear about what you want for your wedding day look. Test everything to make sure it lasts and feels comfortable.

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3-6 Months Before

Order Wedding Invitations

• Pick your invitation design, fonts, and paper quality. Include all the important details like the date, time, venue, and RSVP instructions.
• Order a few extra invitations for keepsakes and any last-minute guests.

Create and Manage RSVPs

• Set up an online RSVP system or go with traditional response cards.
• Track guest responses and dietary preferences in a spreadsheet.
• Send reminders to anyone who hasn’t responded as you get closer to the deadline.

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1-3 Months Before

Finalize Details with Vendors

• Schedule meetings with your vendors to confirm all the details. Make sure everything – services, what they’ll deliver, and timelines – is clearly spelled out in the contracts. Bring up any questions or concerns now to avoid surprises later.

Schedule Wedding Rehearsal

• Coordinate with your officiant and venue to pick a rehearsal time. Invite your bridal party and immediate family to come. Go through the ceremony script and processional order so everyone knows what they’re doing.

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2-4 Weeks Before

Confirm All Arrangements

• Reach out to all your vendors to confirm final details like arrival times and setup needs. Give them a point of contact – your wedding planner or a trusted friend – for any questions on the day.
• Make sure all payments are ready to go according to your contracts.

Attend Final Fittings and Beauty Sessions

• Go to your final dress fitting to make sure everything fits perfectly.
• Confirm hair and makeup appointments and let them know about any last-minute changes.
• Put together a bridal emergency kit with makeup for touch-ups, a sewing kit, and comfortable shoes for dancing.

Prepare Wedding Party Attire

• Make sure everyone in the wedding party has their attire ready and fitted properly.
• Hand out any accessories or items you’re providing for your bridal party.
• Check in with the best man and maid of honor to confirm they have the rings and their speeches ready.

Rehearse and Coordinate

• Attend the wedding rehearsal with your officiant, bridal party, and immediate family.
• Review the ceremony script and processional order so everyone knows their roles.
• Go over any special logistics like who’s holding the rings or helping with seating.

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1 Week Before

Delegate Responsibilities

• Give trusted people specific tasks for the wedding day – things like handing out programs, coordinating transportation, or watching the guestbook.
• Share your contact list with key people who might need it, like the wedding planner, maid of honor, and best man.

Pack Essentials for the Wedding Day

• Put together a bag with everything you’ll need – a change of clothes for the reception, your marriage license, and any personal items.
• Keep all necessary documents, IDs, and contracts somewhere safe and easy to grab.

Reconfirm Guest Details

• Reach out to anyone who hasn’t responded to the RSVP yet to confirm if they’re coming.
• Double-check dietary restrictions and preferences so your catering team knows what’s up.
• Give a final headcount to your caterer and venue.

Prepare Thank-You Gifts

• Get thank-you gifts ready for your wedding party, parents, and anyone else who’s been a huge help with planning. Write heartfelt thank-you notes to go with the gifts.

Practice Self-Care

• Get good sleep in the days leading up to your wedding so you’re well-rested. Stay hydrated and eat nourishing meals to keep your energy up. Take some time to relax and enjoy being with your partner and loved ones.

Keep in mind that this chronological wedding checklist is just a starting point to help you plan. Your wedding is unique, so adjust your checklist based on what matters most to you, your timeline, and your preferences.

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Your Wedding Planning Checklist: Final Tips Before You Start

Staying organized is the secret to a memorable, stress-free wedding day. With this wedding planning checklist, you’ll feel prepared and excited for each step, and you can focus on the moments that mean the most to you.

Remember, this guide is just a starting point – make it your own to reflect your unique style and vision.

Enjoy the journey and trust the process. All your planning will pay off, and you’ll end up with a wedding day that truly celebrates your love!

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