The Ultimate Guide To Creating Your Wedding Checklist

how to make your own wedding checklist

Planning a wedding can be overwhelming, but creating a checklist can help you stay organized and ensure you don't forget any important details. Here are some tips to help you create your own wedding checklist:

- Determine your priorities: Before you start your checklist, decide on the top 3 things that are most important to you and your partner for your wedding. This could be the venue, the dress, the catering, etc. Having clear priorities will help you stay focused and ensure you allocate your budget effectively.

- Break down the tasks: Instead of creating one long overwhelming list, break down the planning process into more manageable chunks. You can organize tasks by category (e.g. venue, attire, catering, etc.) or timeline (e.g. 12 months before, 6 months before, etc.).

- Be flexible: Remember that every wedding is unique, so your checklist should be tailored to your specific needs and preferences. Feel free to adjust timelines, add or remove tasks, and reorder items as needed.

- Delegate: Don't try to do everything yourself. Delegate tasks to your partner, wedding party, family, or friends. This will make the planning process more manageable and help ensure that everyone is on the same page.

- Stay organized: Use tools like binders, spreadsheets, or wedding planning apps to keep track of your tasks, deadlines, and progress. This will help you stay organized and ensure you don't miss any important details.

- Start early: Many tasks, such as booking vendors and venues, take time, so it's best to start planning early to avoid last-minute stress. Giving yourself enough time will also allow for any necessary alterations or adjustments.

- Customize: Your wedding checklist should reflect your unique vision for your special day. Feel free to cross out tasks that aren't relevant to you and add any additional items that are important to you.

- Stay calm: Planning a wedding can be stressful, but it's important to remember to enjoy the process. Take breaks, practice self-care, and don't be afraid to ask for help if needed.

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Budgeting and prioritising

Determine your budget

Before you can start planning, you need to figure out who's paying for what and determine your wedding budget. This will involve having conversations with your partner, family, and anyone else who will be contributing financially. Be clear on how much each person is contributing and what they expect that money to be spent on.

Break down your budget

Once you have a total budget, you can start allocating funds to different areas. Use a spreadsheet or budgeting app to keep track of your spending. Here are some categories you may want to include in your budget:

  • Venue and catering
  • Wedding planning
  • Photography and videography
  • Stationery
  • Wedding attire and beauty
  • Music and entertainment
  • Flowers and decor
  • Transportation
  • Cake
  • Favours and gifts
  • Tips
  • Honeymoon
  • Rehearsal dinner and other wedding events
  • Wedding insurance
  • Wedding rings

Research and prioritise

Do some research to get an idea of the costs involved in each category. You may find that certain things are more important to you than others. For example, you may prioritise having a live band over a large floral installation. Be prepared to compromise and cut back in some areas to stay within your budget.

Be flexible

Remember that your budget is not set in stone. As you plan, you may find that you need to adjust your allocations. For example, you may realise that you need to spend more on transportation than you initially thought. That's okay! Just make sure you stay within your overall budget.

Track your spending

Keep track of every penny spent on the wedding, including taxes, fees, and tips. Use a spreadsheet or budgeting app to stay organised and ensure you don't go over budget.

Build in a buffer

It's a good idea to have a buffer in your budget to cover any unexpected expenses. Set aside 5-15% of your total budget for last-minute changes or hidden costs.

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Researching and booking venues

The wedding venue you choose will set the tone for your entire big day, from your décor to your attire and more. It's one of the most important decisions you'll make, and often one of the most expensive, so it's worth doing your research.

Finding Your Venue Style

Before you start your search, think about the style of venue you're after. Do you want a formal, black-tie wedding in a ballroom, or something more casual and rustic? Would you prefer an outdoor venue or an indoor one with a view? Do you want a blank canvas that you can style yourself, or a venue with natural beauty that requires minimal added décor?

Questions to Ask

Once you've narrowed down your list of venues, you'll want to schedule site visits so you can see the space and ask important questions in person. Here are some things to consider:

  • Availability: Is the venue available on your desired wedding date, or during the season/month/year you're targeting?
  • Location: Is the venue conveniently located for your guests, with nearby hotels for out-of-town visitors?
  • Rules: Are there any specific rules that could impact your day? For example, do they have a curfew for loud music, or are there restrictions on things like candles or confetti?
  • Reviews: What have other couples' experiences been like? Are there any client reviews you can read, or can the venue provide references?
  • Hours: How long will you have the venue for on your wedding day, and how much time will your vendors have for setup and breakdown?
  • Capacity: How many people can the venue seat comfortably? Ask to see different layouts to make sure there's enough room for dining and dancing.
  • Vendors: Does the venue have a preferred vendor list that you're required to choose from, or can you bring in your own vendors?
  • Personnel: Who will be present on your wedding day? Will there be a venue coordinator or facilitator on-site for the duration of the event?
  • Inclusions: What does the venue's package include? Is it just the site rental, or are catering and other services included? Ask for an itemized list of costs and when payments are due.
  • Layout: How can tables and chairs be set up? What types of tables work best in the space? Where will the dance floor be? Are there separate spaces for the ceremony and reception, or will the same space be reset?
  • Facilities: Are there enough restrooms to accommodate your guests? Is there a coat check? Are there dressing rooms for the wedding party to get ready in? Is the venue ADA-compliant?
  • Bar and Catering: Are there enough bars and bartenders to serve your guests efficiently? Where will the caterers set up?
  • Parking: Is there on-site parking, or valet parking? How far away is the parking area from the venue, and how will guests get from one to the other?
  • Acoustics and noise: How will music sound in the space? Are there any noise restrictions you need to be aware of? Is there any additional noise (e.g. traffic) that could be distracting?
  • Privacy: Will you have the entire venue to yourself, or will there be other events happening at the same time?
  • Photo locations: Are there both indoor and outdoor locations suitable for wedding portraits?

Booking Your Venue

After you've done your research and narrowed down your options, it's time to book your venue. Schedule in-person tours and make sure all your questions have been answered. It's normal to go back and forth between a few venues, weighing the pros and cons before making your final decision.

Once you've found "the one", ask for a venue contract and review it carefully with your partner. Don't be afraid to ask questions about anything that's unclear, paying close attention to the payment schedule. When you're ready, finalize your decision, sign the contract, and put down a deposit. Make sure you have written confirmation of your reservation.

After Booking

Even after you've signed the contract, there are still a few more tasks to complete:

  • If your reception will be outdoors in a public place, file for a permit.
  • Make a list of anything you'll need to rent (tables, chairs, tent, etc.) and look into rental companies.
  • Take pictures of the site to show to other wedding vendors.
  • Ask for directions from various routes and include them on your invitations or wedding website.
  • Meet with the site manager to discuss decorations, the final menu, and coordinate plans with caterers, florists, and other vendors.

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Finalising the guest list

Start with a master list

Begin by creating a master list that includes everyone you would consider inviting to your wedding if there were no limitations. This list should be comprehensive, including immediate family, close friends, extended relatives, colleagues, acquaintances, and their partners or children.

Identify your top-tier guests

From the master list, identify your non-negotiables or "must-haves". These are the people you simply couldn't imagine getting married without. Highlight or mark them as your top-tier guests who will definitely receive an invitation.

Determine your venue and budget constraints

The size of your venue and your budget will play a significant role in shaping your guest list. Consider the maximum capacity of your venue and work within your budget to determine a realistic number of guests you can accommodate.

Involve your parents

Traditionally, both sets of parents may have some input on the guest list, especially if they are contributing financially. It's advisable to loop them into the process early on and show them your plan. Be open to their concerns and try to resolve any issues together.

Allocate guest list portions

One common approach is to divide the guest list into portions for the couple, the bride's parents, and the groom's parents. You can either give equal thirds to each party or keep 50% for the couple and allocate 25% to each set of parents. If you're paying for the wedding yourself, you may want to increase your portion.

Be mindful of package deals

Remember that you'll need to invite the spouses or live-in partners of your guests, as well as the parents of children in your wedding party and the officiant's spouse. These are package deals that should be accounted for in your numbers.

Establish clear rules for plus-ones

Decide on a clear and consistent rule for offering plus-ones. For example, you could invite only those in long-term relationships or engaged/married couples. Communicate this rule to your guests to avoid any confusion or hurt feelings.

Set an age cutoff for children

If you're considering a child-free wedding or limiting the number of children, establish an age cutoff. For instance, you could set the cutoff at 14 years, above which children are invited and below which they are not. Be sure to communicate this to your guests in advance.

Practice reciprocity

If you attended a friend's wedding within the last year, it's polite to invite them to yours, especially if your weddings are of similar size. However, if you're having a more intimate affair, explain your situation, and they should understand.

Avoid creating a "B-list"

Creating a "B-list" of guests to invite in case of declines is generally not recommended. Your friends will know they are on the second tier, and it may cause hurt feelings. Focus on keeping your numbers manageable without resorting to a "B-list".

Finalise numbers and send out invitations

Once you've finalised your guest list, send it to your venue and caterers so they can prepare accordingly. Include all relevant information, such as dietary requirements and access needs. Set an RSVP deadline of at least six weeks before the wedding and don't be shy about reaching out to guests who haven't responded yet.

Manage expectations

Be prepared to navigate expectations, especially from family members and friends. Explain your venue and budget constraints, and if possible, mention your intention to have a small wedding early on. It's your day, so stick to your decisions, but do so with sensitivity and tact.

People to consider crossing off your list

  • Distant relatives you haven't spoken to in years
  • Friends you haven't heard from in a long time
  • Coworkers or acquaintances you don't socialise with outside of work
  • People you're inviting solely because they invited you to their wedding years ago
  • Neighbours you aren't particularly close with
  • Friends with a reputation for unruly behaviour at weddings or bars
  • Children of family and friends (if you're opting for an adults-only wedding)
  • Plus-ones you've never met or who aren't in a long-term relationship
  • Friends of your parents or in-laws that you've never met

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Choosing and buying outfits

Set a Budget:

Start by determining how much you want to spend on your wedding attire. This includes not only the wedding dress but also accessories, alterations, and potential customisation fees.

Research and Experiment:

Before you begin shopping, familiarise yourself with different wedding dress styles, fabrics, and silhouettes. Consider your wedding venue and theme to narrow down options. For example, a beach wedding calls for lighter fabrics, while an upscale venue may inspire a ball gown. Don't be afraid to experiment and try on different styles, even if you have a firm idea in mind.

Timing is Key:

Ideally, you should start wedding dress shopping about a year before your wedding. This timeline allows for dress production and shipping, which can take up to five months or longer. Buying your dress eight to ten months before the wedding is ideal, leaving ample time for alterations.

Choose Your Entourage:

Select a small group of supportive friends or family members to accompany you on your dress shopping journey. Their opinions can help guide and support you in finding your dream dress.

Book Appointments:

Research bridal salons that match your style and budget. Check their websites, social media, and reviews to get a sense of their offerings and price range. Book appointments at a few locations to explore different options.

Customisation and Alterations:

If you desire customisations to your gown, such as adding sleeves or changing the neckline, be sure to communicate this to your stylist and leave enough time for these adjustments. Alterations are a crucial step in ensuring your dress fits perfectly. Most gowns will require at least minor tweaks, so budget for these additional costs.

Accessories and Final Touches:

Don't forget to choose your wedding shoes and accessories, such as jewellery, a veil, or a clutch. These elements complete your look, so be sure to finalise them before your first alterations fitting.

Plan for the Entire Day:

Consider not only your wedding dress but also other outfits you may need for the entire day, such as a getting-ready robe or a reception/after-party look. You may want to change into something more comfortable for the reception or a shorter dress for easier movement on the dance floor.

Honeymoon Wear:

If you're going on a honeymoon, pack some bridal-specific wear, like a white bathing suit or an ivory mini dress.

Storage and Preservation:

After your wedding, you'll need to decide what to do with your dress. You can store it as a memento, sell it, or repurpose it. Storing it correctly is crucial to prevent damage and discolouration.

Remember to enjoy the process and savour these special moments!

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Planning the honeymoon

Set a Budget and Timeline

Discuss and decide on a budget for your honeymoon with your partner. Consider if you want to incorporate the cost into your overall wedding budget or pay for it separately. Also, decide on the ideal time for your honeymoon. Some couples prefer to leave immediately after the wedding, while others wait a few days, weeks, or even months. Choose what works best for you.

Choose a Destination

Discuss and decide on a destination that appeals to both you and your partner. Make a list of your dream locations and see if any overlap. Consider the weather and activities available at your chosen destination, and whether you prefer a beach, city, or adventure-focused trip.

Determine the Length of Your Trip

Honeymoons can vary in length, from a few days to several weeks. Consider your personal and work schedules and other commitments when deciding how long you want your honeymoon to be.

Research and Book Accommodations

Look into accommodation options at your chosen destination. Read reviews, compare prices, and check availability before making a reservation. Remember to book early, as costs and availability can change quickly.

Apply for or Renew Necessary Travel Documents

Ensure your passport and visa (if required) are up to date. Check the expiration dates and renewal processes, and allow enough time for any necessary paperwork.

Book Tours and Make Reservations

Research and book any tours, activities, or restaurant reservations you're interested in. Many popular destinations and activities get booked up early, so it's best to plan and book these in advance.

Verify Travel Documents and Create Copies

Ensure you have all the necessary travel documents, such as passports, visas, and confirmation numbers for flights and accommodations. Make copies of these documents and store them separately from the originals. It's also a good idea to take photos of these documents on your phone for easy access during your trip.

Create a Packing List

Start creating a packing list and begin packing any items you can ahead of time. The weeks leading up to your wedding will be busy, so getting a head start on packing will reduce last-minute stress.

Organise Travel Documents and Check-In

If you're travelling immediately after your wedding, organise all your travel documents and complete online check-in procedures early. This will help you focus on enjoying your wedding day and reduce stress.

Finalise the Small Details

There are a few small but important details to consider:

  • Decide how much you want to share on social media during your trip and whether you want to disconnect and keep your trip private.
  • Ask a trusted neighbour to collect your mail while you're away, so it doesn't pile up.
  • Purchase travel insurance to cover any potential mishaps, medical emergencies, trip cancellations, or lost baggage.
  • Plan to capture important selfies and memorable photos during your trip, such as those with your wedding rings or in front of beautiful landscapes.

Pack Essential Items

Depending on your destination, here are some universal items you may want to pack:

  • Bridal lingerie
  • Sunscreen
  • Lightweight jacket or sweater for cooler evenings
  • Bug spray
  • Disinfectant wipes
  • Medications
  • Sunglasses
  • Copy of your passport

Frequently asked questions

First, decide on your top 3 priorities and tackle those first. Then, move on to the next 3, and so on. This will help you spend your budget wisely and ensure that your top wishes come true.

Your wedding checklist should include everything that needs to be done for your big day. This could be researching and booking venues, photographers, caterers, entertainment, transportation, and more. It should also include all the little details like buying wedding rings, sending out invitations, and confirming the guest list.

It's recommended to start your wedding checklist 12 months before your wedding. This will give you enough time to plan and sort all your tasks into a structured timeline, making the process much less stressful and a lot more fun.

Staying organized is key to completing your wedding checklist with ease. You can use a wedding planning notebook, create a wedding planning account on a website, or simply put pen to paper with a printable wedding planning checklist.

If you have less than 12 months to plan your wedding, condense the wedding schedule. For example, if you're getting married in 6 months, try to complete all the tasks designated for months 12 to 6 in the first month, and then you'll be right on schedule with everything else.

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