The Ultimate Wedding Planner: A Comprehensive Checklist Guide

Planning a wedding can be both exciting and overwhelming, with countless decisions and deadlines to consider. However, creating a wedding planner checklist can help to streamline the process and ensure a stress-free journey to the big day. Here are some tips to create an effective wedding planner checklist:

- Set priorities: Identify the top 3 things that are most important to you and your partner. This could be the venue, the dress, the catering, or any other aspect that takes priority. Focus on these first and then move on to the next set of priorities.

- Determine your budget: Discuss your financial contributions and set a realistic budget. Research the average wedding costs in your area to guide your planning.

- Create a timeline: Break down your planning process into manageable chunks, such as 12 months before the wedding, 10 months before, and so on. This will help you stay organised and ensure you don't miss any important tasks.

- Assemble your wedding team: Choose your maid of honour, best man, bridesmaids, and groomsmen. These individuals will be your support system throughout the planning process and on the big day.

- Choose a date and venue: Select a date that works for you and your partner, as well as any key guests and vendors. Research and visit multiple venues before making a final decision, considering factors such as guest capacity, location, and availability.

- Send save-the-dates: Finalise your date and venue, and send out save-the-dates to give your guests plenty of notice.

- Book suppliers: Start contacting and booking suppliers such as photographers, caterers, florists, and entertainment. Secure these vendors early, as popular dates can book up quickly.

- Choose and order attire: Start shopping for wedding dresses, bridesmaid dresses, and groomsmen attire. Allow ample time for alterations and fittings to ensure everything is ready in time for the wedding.

- Plan the ceremony and reception: Decide on the order of events, readings, music, and any special traditions you want to include.

- Delegate tasks: Don't hesitate to delegate tasks to your wedding party, family members, or a wedding planner if you have one. This will help lighten the load and ensure a more enjoyable planning process.

Budgeting and financial planning

Determine Your Budget

Before you start planning, it's crucial to figure out your wedding budget. Calculate how much you and your partner can afford to spend on the wedding. Consider your savings, as well as any contributions from family members. This budget will guide all your other decisions, so it's important to be realistic and thorough in this step.

Prioritize Your Spending

Not all aspects of a wedding are equally important to every couple. Sit down with your partner and decide on your priorities. Do you want to splurge on an amazing band or a designer dress? Or is it more important to have a luxurious venue and catering? Use your budget to guide these decisions and allocate funds accordingly.

Create a Wedding Budget Breakdown

Break down your budget into categories such as venue, catering, photography, attire, flowers, and decor. This will help you keep track of your spending and ensure that you don't go over budget in any one area. Be sure to include hidden costs like tips, taxes, and fees in your calculations.

Research and Compare Costs

Research the costs of different vendors and services to get an idea of the market rates. This will help you make informed decisions and avoid overspending. Remember that costs can vary depending on the location and time of year, so take that into account when creating your budget.

Track Your Spending

Create a spreadsheet or use a budgeting app to track your wedding expenses. Record every payment and keep a running total of your spending. This will help you stay organised and ensure that you don't exceed your budget. It's also a good idea to have regular check-ins with your partner and anyone else contributing financially to ensure everyone is on the same page.

Be Flexible and Make Adjustments

It's important to be flexible and make adjustments to your budget as you go along. If you find that certain items are costing more than expected, be prepared to cut back in other areas that are less important to you. Remember, it's all about prioritising what matters most to you as a couple.

Consider Hidden Costs and Contingencies

Don't forget to include an emergency fund or buffer in your budget for any unexpected costs that may arise. This could include things like last-minute decorations, additional rentals, or overtime fees for vendors. Aim to set aside around 5-15% of your total budget for these unforeseen expenses.

Hire a Wedding Planner

Consider hiring a wedding planner, especially if budgeting and financial planning aren't your strong suits. A good wedding planner can help you navigate the financial aspects of wedding planning, negotiate with vendors, and ensure that you stay within your budget. They can also provide valuable insights and suggestions to maximise your budget.

Choosing a venue

Location

Most couples get married near the city where they live, but you can choose anywhere in the world. Picking a location will narrow down your venue options considerably.

Budget

Have a clear idea of your overall wedding budget, as well as the maximum amount you can afford to spend on the venue itself. The venue and catering will likely comprise about half of your total budget.

Guest Count

You don't need an exact guest list at this stage, but an estimated size will help you find a venue with the right capacity.

Date

You can choose your dream venue first and then pick a wedding date based on its availability, or select your preferred date and find a venue that's free then. Being flexible with your date will give you more options.

Style

Think about how you want your wedding to feel—formal, casual, or somewhere in between—and look for venues that match your style. For example, if you want a rustic vibe, consider a barn venue, or opt for a ballroom for a black-tie event.

Practical Considerations

When visiting venues, ask lots of practical questions and take notes. Here are some things to consider:

• Is there a wedding coordinator?
• Is there sufficient parking?
• Is there disabled access?
• Are there any noise restrictions?
• Is there a room for the bride and groom to use?
• Are there accommodation options onsite or nearby?
• Does the venue offer in-house catering, or can they recommend external caterers?
• Does the venue provide tables, chairs, linens, plates, glassware, etc.?
• Can they supply a cake stand and knife?
• Does the venue have an alcohol license? Can you bring your own alcohol? Are there corkage fees?
• What time does the reception need to finish?
• What are the various options and associated costs?
• What is the deposit amount and when is it due?
• What is the cancellation policy?

Take your time to ask questions, consider the different parts of the wedding, and take lots of notes and photos.

Compare and Decide

After visiting venues, create a list of pros and cons for each to help you compare and make a decision. Consider which venue best suits your budget and has the most advantages for you and your partner.

Once you've found your dream venue, it's time to confirm your booking and start planning the rest of your special day.

Selecting a date

Consider your ideal time of year

Think about the time of year that you would like to get married. While the most popular wedding months are typically May through October, you may want to avoid the hottest months of July and August, especially if you're planning an outdoor wedding. If you're open to a less popular month, consider the colder months of late November through January, which can be just as magical and may even help you save on costs.

Pick potential dates and check with important guests

Discuss with your partner and make a list of potential wedding dates, keeping in mind that availability at your chosen venue will likely have the biggest influence on the final date. Be sure to check with close family and friends to avoid any clashes with their schedules. This is especially important if you have guests travelling from out of town, as you'll want to give them ample time to request time off work and book their travel arrangements.

Be mindful of holidays

When selecting your wedding date, it's best to avoid family-oriented holidays like Christmas and Thanksgiving, as guests often spend this time with their loved ones. However, holidays like New Year's Eve and the 4th of July can be a fun and festive time to tie the knot. Just keep in mind that accommodation may be harder to come by for your guests during these times.

Research local events and conventions

If you're planning a destination wedding or have a lot of out-of-town guests, be mindful of major city-wide events, marathons, big-name concerts, and festivals that could impact accommodation availability and travel plans. Even local football games in certain college towns can cause a stir, so it's best to check ahead of time.

Space out your wedding from others with similar guest lists

If you know of another wedding with a similar guest list happening around the same time as yours, try to space out the dates by at least three to four weeks. This will give your guests some breathing room and ensure that the two events don't feel back-to-back or repetitive.

Consider the moon cycle and astrology

If you're feeling cosmic, you might want to consult the moon cycle and astrology for some guidance on selecting an auspicious wedding date. A new moon, for example, represents new beginnings and growth, while a solar eclipse is considered a supercharged new moon. On the other hand, you may want to avoid planning your wedding during Venus retrograde, which can bring about misunderstandings and reassessments in relationships.

Book your date early

Finally, remember that the average engagement length in the US is 12 to 18 months, so it's best to secure your date early, especially if you're eyeing a popular month or venue. This will give your guests plenty of notice and ensure you don't miss out on your dream wedding date.

Finalising the guest list

Start with a Master List

Begin by writing down the names of everyone you would invite to your wedding if there were no limits on space or budget. This list can be as long as you like and should include immediate family, close friends, colleagues, distant relatives, acquaintances, and their partners and children.

Separate Out Your Top-Tier Guests

Next, separate out the non-negotiables – the people you wouldn't get married without. These guests are your priority, and no matter what, they stay on the list.

Work Out Your Numbers

Now it's time to get realistic. Consider the type of venue you want and how many people it can accommodate. Think about your budget and how many guests you can afford to host. Remember, each guest means an extra chair, dinner, slice of cake, and favour.

Consider Your Parents' Input

Traditionally, both sets of parents have a say in the guest list, especially if they are contributing financially. Be upfront and show them your plan, allowing them to voice any concerns respectfully. You could also reserve a portion of the guest list for them to allocate themselves, as long as it fits within your venue and budget constraints.

Be Fair

Try to treat members of different families equally. For example, if you invite four cousins from one side of the family, consider inviting cousins from the other side too. This approach is much less likely to cause hurt feelings than an explanation of why you are closer to one side of the family.

Stagger Your Invites

Your first draft of the guest list might not be final. Send your invitations at least eight weeks in advance, or ten if guests need to travel, and you will likely receive some regrets. Now you have space to invite people you would have loved to include if you'd had more room. Just be sure to send these invitations as soon as possible so that no one feels like an afterthought.

Remember How You Feel When You Aren't Invited

If you don't get invited to someone else's wedding, how does it make you feel? A little let down for a day or two, perhaps, but you soon move on. Most people will feel the same way if they don't make your guest list, so don't stress too much.

Finalise the Details

Once your guest list is finalised, send it to your venue and caterers. They will need to know the final number of guests attending the ceremony and reception, how many will be having a meal, any dietary requirements, access needs, and the number of children and babies attending.

Hiring a wedding planner

• Start looking for a wedding planner as soon as possible, ideally at least 12 months before your wedding. This will give you plenty of time to work together to create your dream wedding.
• Determine your budget for the wedding planner. The average cost of a wedding planner is $1,900, but the price can vary depending on factors such as the location and the scope of their services.
• Use your network: Ask friends, family, or recently married couples for recommendations. If you attended a wedding you loved, ask the couple about their planner.
• Check social media, wedding planning websites, and magazines for inspiration and to find potential planners. Instagram, TikTok, YouTube, and Facebook are great platforms to get a sense of a planner's personality, work, and insights.
• Consider the planner's communication style. It's important that you and your planner are comfortable with each other's communication methods and that you set clear expectations from the start.
• Match your aesthetic: If you have a clear vision for your wedding theme and style, make sure the planner has experience executing similar weddings.
• Discuss budget and fees: Be clear about the services you need and ask about customizable pricing options. Understand what you are investing in when hiring a wedding planner, such as their industry experience and their network of vendors.
• Identify shared values: You will be spending a lot of time with your planner, so it's important that you like them as a person and that their work aligns with your values and the aesthetic of your wedding.
• Double-check services: In addition to aesthetic and design, confirm that the planner can provide the logistical services you need, such as drafting timelines, reviewing contracts, and coordinating with vendors.
• Prepare for the first meeting: Ask the planner what they would like you to bring to the meeting, such as your initial ideas, vision, and basic information about what you have booked so far.
• Trust your gut: Go with a planner that feels right for you and your partner. You should feel a sense of ease and trust after meeting or speaking with them.

Frequently asked questions