Here is our free downloadable wedding planning checklist pdf for you to print off and to guide you through the process of planning your wedding, with the important things you need to do when planning your wedding. From budgeting, creating your guest list, finding your venue and ordering your wedding dress!
SET YOUR BUDGET
Start by deciding your overall spend. If you are not sure how to break it down, focus on what matters most, whether that is food and drink, entertainment or florals, and allocate accordingly. Prioritising early on will help guide your decisions later.
DRAFT YOUR GUEST LIST
Start pulling together your guest list, thinking about the practicalities as well as the numbers. Will children or babies be attending? Will anyone need a high chair or have accessibility considerations to keep in mind when choosing your venue? Begin collecting addresses or emails depending on how you plan to send your invitations, and group your guests by household or “per invite” to help with stationery numbers and RSVPs later on.
CREATE A MOOD BOARD
This does not need to be perfect, it is simply a starting point to help you define your style and communicate your vision to suppliers. Pull together images that inspire you, from floral designs and fashion to tablescapes and colour palettes. It is also a great tool to guide your venue search, giving you a clear idea of the setting and backdrop you are drawn to.
FIND YOUR VENUE
Start by thinking about where and when you would like to get married, the location, the season and the style of celebration you envision. Do you want to host your ceremony and reception in one place, or will you need to find a separate ceremony venue nearby?
Consider your guest count, the finish time, whether on site accommodation is important and whether the venue has any supplier restrictions. Ask about their do’s and don’ts upfront so you know exactly what is possible and what is not.
SEND OUT YOUR SAVE THE DATES
As soon as your date and venue are confirmed, let your guests know. Save the Dates are especially helpful for weddings that require travel or overnight stays, giving everyone plenty of time to make arrangements. These do not need to include all the details, just the date, location and a note to say that the formal invitation will follow.
ORDER YOUR WEDDING DRESS
Aim to order your dress around 12 months before the big day to allow plenty of time for fittings, alterations and delivery, especially if it is being made to measure. Bridalwear timelines can be surprisingly long, so the earlier you find “the one” the better.
PLAN YOUR WEDDING DAY SCHEDULE
Start outlining a rough schedule for your day, from guest arrival to the evening party. This will help your suppliers provide accurate quotes and give you a clearer sense of how the celebration will unfold. Do not worry about perfecting it now; it will evolve as plans develop.
BOOK YOUR KEY SUPPLIERS
Once you have secured your wedding date and venue, start booking your essential suppliers such as your photographer, caterer, florist and entertainment. Popular suppliers get snapped up quickly, so it is best to confirm early to avoid disappointment.
BOOK YOUR TASTINGS AND TRIALS
This is the fun part! Book in your cake tasting, hair and makeup trial, and your food and wine tasting with your caterer. Not only will this help finalise key decisions, but it’s also a lovely way to get excited about the big day.
SEND OUT YOUR WEDDING INVITATIONS
Once your key details are confirmed, it is time to send your invitations, typically 3 to 6 months before the big day. Make sure to include RSVP instructions and a deadline to help with your final numbers.
FINALISE YOUR MUSIC CHOICES
Confirm your ceremony songs, reception playlist, and your first dance track. Share key timings and cues with your musicians, DJ or band to ensure everything runs smoothly on the day.
FINALISE SUPPLIER DETAILS AND TIMINGS
Touch base with each of your suppliers to confirm final details, timings, and any on-the-day logistics. This ensures everyone is aligned and ready for a seamless celebration.
CREATE YOUR SEATING PLAN AND ORDER ON-THE-DAY-STATIONERY
Now that RSVPs are in, it is time to finalise your seating plan. Consider guest dynamics and table shapes when deciding who sits where. Once confirmed, you can go ahead and order your on the day stationery, including place cards, menus, signage and your table plan display.
PACK FOR YOUR WEDDING DAY
Begin gathering everything you will need well ahead of time, from your outfits and accessories to smaller essentials like your rings, guest book, pens, speeches and any personal items or details you want with you on the day. It is helpful to make a checklist so nothing gets missed during the final flurry.
