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Wedding checklist — every task, in the right order
From the first decisions (budget and date) to the big day: 51 tasks organised in phases, with the recommended lead time — and 17 golden tips at the end.
Manage these tasks for free in the app✓ Everything on this page lives inside the Journey 2 Yes app: create a free account, add this checklist to your Tasks with one click and track progress together — no limits, no payment.
12+ months before — Start
- Set the total budget — Decide how much you can invest and set aside a 10–15% margin for surprises. Everything else depends on this number — never start with the décor or the dress.
- Choose the date (or at least the month) — It sets every vendor's availability. Keep 2–3 alternative dates.
- Define the style and type of wedding — Church or civil; estate, beach, countryside or ballroom. The style guides every choice that follows.
- Draft an initial guest list — A rough estimate is enough — it's how you pick a venue of the right size.
- Create the wedding email — A wedding-only email (e.g. anaandjohn2027@…): quotes, confirmations and contracts in one place, with access for both of you.
10–12 months before — Lock the essentials
- Book the venue / estate — The most popular venues sell out more than a year ahead. Visit 3–4 before deciding.
- Set the wet-weather plan B — If the ceremony or party is outdoors: a tent, an indoor room or a schedule change — agree with the venue how and by when the call is made.
- Book the church and lock the date with the priest — Talk to the parish early — some require a preparation course months in advance.
- Hire a wedding planner / coordinator (optional) — If you want support, hire early to guide the whole process.
- Book the photographer — The best ones book out 10–12 months ahead. Review full galleries, not just highlights.
- Book the caterer / buffet — Get quotes from 3 vendors and do a tasting before you commit.
8–10 months before — Key vendors
- Buy or order the rings — Custom or engraved, allow 4–8 weeks of production.
- Choose and order the dress — The longest choice: ordering + fittings can take 6–9 months. Start early.
- Choose the groom's suit — Made to measure takes 8–12 weeks; to rent, book 2–3 months ahead.
- Choose music and entertainment — Band, DJ, choir or quartet for the ceremony and the party. Hear them live if you can.
- Book décor and flowers — Match the style to the venue; some flowers depend on the season.
- Choose the best man and maid of honour — Invite those who'll stand by you early — they need time to sort their outfits.
- Book videography (optional) — If you want video, book it alongside the photographer.
6 months before — Communicate and reserve
- Send the Save the Date — It just announces the date, especially to those travelling from afar.
- Choose the invitations and stationery — Invitations, menus, place cards and signs — settle on one coherent style.
- Book the pre-wedding photo session — Engagement photos help you get to know the photographer and are great for the site and invites.
- Book the honeymoon — Flights and hotels are cheaper booked early; check visas if needed.
- Reserve accommodation for guests — Block a set of rooms near the venue for out-of-town guests — hotels give group discounts. Share the options on your wedding website.
4–5 months before — Fittings and choices
- First dress fitting — From here come 2–3 fittings until the final adjustments.
- Suit fitting — Confirm adjustments and accessories (shirt, shoes, tie).
- Choose the cake and desserts — Do a tasting; match the cake to the style and the guest count.
- Decide on the guest favours — Order early if they're personalized.
- Engrave the rings — Take them to be engraved weeks in advance.
3 months before — Invitations and details
- Send the official invitations — Include the time, place, gift list and RSVP deadline.
- Publish the gift list — Gift registry or bank account — give clear directions.
- Open the site and the RSVP — Centralize times, addresses and confirmations in one place.
- Finalize the menu with the caterer — Confirm dishes, vegetarian options and allergies.
- Handle the marriage paperwork — Civil documents and, for a church wedding, the parish papers. Start early — it can take weeks.
- Arrange transport — The couple's car and, if needed, transport for guests.
1–2 months before — Confirmations
- Follow up on RSVPs — Contact those who haven't replied — you need the number for the caterer.
- Do the seating plan — Only once you have the confirmations. Leave room for last-minute changes.
- Final dress and suit fittings — Last adjustments; bring the day's shoes and accessories.
- Build the timeline of the day — Times for each moment; share it with vendors and the wedding party.
- Review interim payments — Confirm deposits and the dates of remaining payments. Pay by bank transfer or card and keep the receipts.
2–4 weeks before — Home stretch
- Confirm final numbers with the caterer — The headcount locks the cost and the tables.
- Confirm every vendor — Reconfirm times, addresses and contacts for each one.
- Finalize the seating plan — Print the plan and the place cards.
- Make the final payments — Get everything paid so you don't think about it on the day.
Final week — Get everything ready
- Lay out clothes, accessories and rings — Dress, suit, shoes, rings and documents — all in one place.
- Prepare the emergency kit — Needle and thread, safety pins, plasters, painkillers, deodorant, charger, water and snacks. Hand it to the day's point of contact.
- Pack for the honeymoon — If you leave right after, have everything ready.
- Confirm times with everyone — A last check with vendors, the wedding party and family.
- Send the day's running order to vendors — A timeline with times and contacts for EVERY vendor — each one knows when they're on, and you avoid calls on the day itself.
- Name the day's point of contact — A trusted person (best man, sister, wedding planner) handles the vendors — the couple doesn't answer a single call.
On the day — The big day
- Rest the night before — Sleep well — the day will be long and beautiful.
- Enjoy every moment — It's all taken care of. Breathe and enjoy — it's your day. ♥
Golden tips
- Never start with the décor or the dress: budget and date first. Those two define everything else — the venue, the guest count and the time of year set the price of every vendor.
- Always get 3 quotes per vendor and read the contracts before signing. Compare what each one includes (hours, travel, team, VAT) and watch the cancellation, deposit and date-change clauses.
- Keep contracts, receipts and invoices in each vendor's tab. If a dispute ever comes up, having everything at hand is gold — and at the end you'll know exactly what each service cost.
- Leave a 10–15% margin in the budget for surprises. They always come: one more guest, a dress alteration, a fee nobody mentioned. If you don't use it, it goes to the honeymoon.
- The most sought-after vendors (venue, photographer, DJ) book out over a year ahead — reserve early. Saturdays from May to September go first.
- If the ceremony or party is outdoors, have a wet-weather plan B: a tent, an indoor room or a schedule change. Agree with the venue HOW and BY WHEN the call is made.
- Always taste the food and the cake before signing — ideally with the actual wedding menu. Confirm options for vegetarians, allergies and a children's menu.
- Create a wedding-only email (e.g. anaandjohn2027@…): quotes, confirmations and contracts stay in one place and you both have access. After the wedding, close it and the spam ends.
- When negotiating, ask what's included AND what costs extra: overtime, additional staff, corkage, extra tastings, travel. Extras are where budgets slip.
- Any change agreed by phone with a vendor: always ask for written confirmation (an email or message is enough). Months later nobody remembers what was said — in writing, there's no argument.
- Book dress/suit fittings with time to spare for alterations — the last one ideally 2 weeks before, already with the final shoes and accessories.
- Expect no-shows: on average 10–15% of guests end up unable to attend. Wait for the RSVPs before locking numbers with the caterer — every extra plate is paid for and eaten by no one.
- Out-of-town guests? Reserve a room block early at a nearby hotel — hotels give group discounts — and share lodging and transport options on your wedding website.
- Pay deposits by bank transfer or card and keep the receipts — without proof of payment there's no protection. Avoid large amounts in cash.
- The week before, send the day's running order (timeline with times and contacts) to EVERY vendor — each one knows when they're on, and you avoid twenty calls on the day itself.
- On the day, name a trusted person (best man, sister, wedding planner) as the vendors' point of contact. The couple shouldn't answer a single phone call — the day is for living.
- Prepare an emergency kit: needle and thread, safety pins, plasters, painkillers, deodorant, charger, water and some snacks. Give it to your point of contact — when it's needed, it saves the moment.
Frequently asked questions
How much does this checklist cost?
Nothing. Planning on Journey 2 Yes is free and unlimited: tasks, budget, guests, agenda and timeline. This checklist is added to the app with one click.
How far in advance should I start planning the wedding?
Ideally 12 or more months: the most sought-after venues and photographers book out over a year ahead. With less time it's still possible — follow the same order in shorter phases.
Where should I start?
With the total budget and the date (or at least the month). Everything else — venue, guest count, vendors — depends on those two decisions.