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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.

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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.
Share the news and agree who decides what — Talk to both families about expectations and contributions — it avoids surprises when it's time to choose.
Create an inspiration board — Colours, flowers, décor style and dress — gather images in one place to show your vendors.
Open an account or savings pot just for the wedding — A separate account shows at any moment what you have and what's missing — and the deposits come out of it.
Set the wedding's three priorities — Photography, food, music, venue? Decide where it's worth investing more — that's what guides the cuts.
Enter the date and the budget in the platform — With the date and the total in the Dashboard, deadlines and alerts count down from your day.

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.
Visit three or four venues — See them at the time the party will happen, ask about capacity, the rain plan and what the price includes.
Read and sign the venue contract — End time, corkage, catering exclusivity, deposit and cancellation — all in writing before paying.
Choose the celebrant or the registry office — Civil ceremony at the registry office, at the venue or a symbolic one with a celebrant — book early, summer dates sell out.
Take out wedding insurance — Covers cancellations, damage to the venue and liability. It costs little for what it protects.
Finalize the guest list with the families — From the estimate to a list with names — it's the number that locks the venue, the caterer and the invitations.
Create the wedding website — Addresses, times, accommodation and RSVP in one place — ready to send with the Save the Date.

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.
Book hair and make-up — Good professionals book out early; leave the trial for closer to the day.
Choose bridesmaids, page boys and flower girls — Invite the children and their parents in good time — outfits and rehearsals depend on it.
Visit the venue with the decorator or florist — On site you see what's needed: entrance, altar, tables, lighting. Ask for the proposal with reference photos.
Plan entertainment for the children — A babysitter, a play corner or an entertainer — parents are grateful and stay longer at the party.
Get three quotes per vendor and compare — Compare what each one includes (hours, team, travel, VAT), not just the final price.
Review the budget with the real quotes — Replace the estimates with the quoted amounts and see where to adjust.

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.
Choose the outfits of the best man and maid of honour — Match colour and style with the couple; made to measure needs two to three months.
Buy the shoes and accessories — Shoes, veil, jewellery and lingerie — bring them to the dress fittings to get the hem right.
Attend the marriage preparation course — Required for a Catholic ceremony; parishes have few dates a year.
Start the playlist and the songs for the key moments — Entrance, exchange of rings, exit, first dance — a list to share with the band or DJ.
Collect the guests' addresses and contacts — You need them for the invitations and the reminders; record everything in the guest list.
Check passports and visas for the honeymoon — Some destinations require six months' validity or a visa requested in advance.

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.
Do the menu tasting with the caterer — Taste the actual wedding menu, including the wines and the vegetarian option.
Choose readings, vows and ceremony music — Ask the celebrant what is allowed and ask those who will read to start preparing.
Make the must-have photo list — Family groups, details and moments that can't be missed — hand it to the photographer with names.
Order menus, place cards and signs — The day's stationery follows the style of the invitations; allow three to four weeks of production.
Do the hair and make-up trial — Bring a photo of the dress and the veil; take pictures in daylight to see how it looks.
Book the equipment hire — Tables, chairs, crockery, tent, heaters — whatever the venue doesn't include is booked now.

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.
File the marriage process at the civil registry — The file is valid for six months: birth certificates, ID documents and, if applicable, the prenuptial agreement.
Hand in the documents at the parish — Baptism and confirmation certificates, the course certificate and the civil file, for a Catholic wedding.
Confirm the guests' accommodation bookings — Confirm who is staying in the room block and share the final list with the hotel.
Finalize the ceremony music — Entrance, ceremony moments and exit — confirm with the celebrant and with whoever plays.
Take out travel insurance for the honeymoon — Cancellation, health and luggage — especially on long trips or outside Europe.
Start skin, hair and nail treatments — Start three months before; no new experiments in the last weeks.

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.
Confirm the time and the script with the celebrant — Order of moments, who walks in with whom, readings and music — all aligned with whoever officiates.
Write the vows and the speeches — Short and personal; rehearse out loud and give a copy to whoever will speak.
Rehearse the first dance — Choose the song and practise a few times — or book two lessons with a teacher.
Prepare the envelopes for the day's payments and tips — One envelope per vendor, with the amount and the name, handed to the day's point of contact.
Confirm the witnesses and collect their documents — Two adult witnesses with valid ID; the registry office needs their details before the day.
Send the dietary restrictions to the caterer — Allergies, vegetarians, children and vendors who also dine — the list comes from the RSVPs.

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.
Meet the wedding party and hand out the day's tasks — Who carries the rings, who receives the vendors, who looks after lost guests.
Collect the dress and the suit — Try them on at home with the shoes and keep them hanging, protected and away from light.
Collect the engraved rings — Check the engraving and the size; keep them with the day's documents.
Send the seating plan to the venue and the caterer — With the count per table and the dietary restrictions marked — it avoids swaps on the day.
Send the song list to the DJ or the band — The must-plays and the do-not-plays, with the key moments marked.
Send guests a reminder — Times, addresses, parking and dress code — by SMS or through the wedding website.
Get a haircut and sort the beard — Two weeks before, so it looks natural 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.
Do the ceremony rehearsal — Entrance, places, order of moments — with the wedding party, parents and children, on site if possible.
Check the forecast and decide on plan B — If the ceremony or the party is outdoors, this is when you decide with the venue.
Manicure, pedicure and last treatments — Two or three days before; nothing new on the skin this week.
Deliver the décor, favours and stationery to the venue — Place cards, menus, favours, guest book and whatever is yours — labelled and with the seating plan.
Print the day's pack — Timeline, vendor contacts and seating plan on paper, for the point of contact.
Confirm transport and pick-up times — The couple's car, the guests' bus and taxis home — times and addresses confirmed.

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.
Have a good breakfast and drink water — The day is long and the first real meal may only be at dinner.
Hand the rings to the best man — And both of your ID documents — the best man is in charge until the ceremony.
Bring the ID documents — The couple and the witnesses need valid ID at the civil ceremony.
Hand your phone to the point of contact — Anyone who needs to reach you reaches the best man — the day is for living, not for answering.

After the wedding — After the big day

Send thank-you notes to the guests — A card or message to each guest, with a photo of the day — in the first weeks.
Return the hired equipment and the suit — Rented suit, borrowed décor, venue equipment — check the deadlines so you don't pay extra days.
Have the dress cleaned and stored — Specialist cleaning and a proper box, before the stains set.
Choose the photos for the album — The photographer delivers the gallery in weeks; pick the ones for the album and the prints.
Review and recommend the vendors — A review helps the next couple — and it's the best way to thank those who did well.
Update your documents — Marital status on the ID card, tax, insurance and accounts — and the name, if it changes.
Close the wedding accounts — Final payments, invoices filed and the budget closed — you get to know what each thing cost.

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.

Manage these tasks for free in the app

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.

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