The Wedding Planner's Comprehensive Checklist and Timeline: From Venue Selection to Supplier Hiring
Planning a wedding can be an exhilarating journey filled with excitement, anticipation, and a touch of stress. Whether you're a seasoned wedding planner or embarking on your first venture into the world of nuptial coordination, having a well-organized Wedding Planner checklist and timeline is crucial to ensuring a smooth and memorable event. In this guide, we'll take you through a comprehensive timeline spanning one year, detailing essential tasks to accomplish each month, from selecting the perfect venue to hiring suppliers who will bring your vision to life.
A Wedding Planner Checklist and timeline by Lola Ribas:
| Selecting City & Hiring a Wedding Planner |
| Venue booking & Guest list |
| Booking Caterer and photographers |
| Sending Save the Date |
| Booking Entertainment |
| Booking rest of suppliers |
| Ordering Wedding Attire |
| Sending Invites |
| Planning ceremony and rehearsal details |
| Cake Tasting and last details |
| Final Guest list |
| Create schedule and Wedding Timeline |
12 Months Before:
Selecting the City and Venue: The first step in any wedding planning journey is to decide on the city where to get married. Consider factors such as accessibility for guests, the season you prefer, and the overall vibe you envision for your special day. Begin researching potential venues in your chosen city and schedule visits to narrow down your options.
Hiring a Wedding Planner: If you've opted for professional assistance, now is the time to hire a wedding planner. Look for someone whose style and approach align with your vision, and who has experience coordinating weddings in your chosen city.
11 Months Before:
Venue Booking: Once you've chosen your ideal venue, secure your date by signing a contract and paying a deposit. Make sure to read the fine print carefully and clarify any questions or concerns with the venue coordinator.
Making a Guest List: Compile a preliminary guest list with input from both families. Start with close relatives and friends, then expand to include other important figures in your lives. Remember to consider your budget and venue capacity when finalizing your guest list.
10 Months Before:
Booking caterer and photographers: Research and meet with potential caterers and photographers to discuss menu options, photography styles, and pricing. Once satisfied, confirm availability for your wedding date and secure your preferred vendors by signing contracts and paying deposits. Maintain open communication with both caterer and photographer leading up to the wedding day to ensure all details are coordinated smoothly and your vision is realized impeccably.
9 Months Before:
Designing and sending Save-the-Dates: Work with a graphic designer or stationery vendor to create and finalize your save-the-date cards. Include essential details such as the date, location, and a link to your wedding website if applicable.
8 Months Before:
Booking entertainment: When booking entertainment for your wedding, it's essential to find performers who will create an unforgettable atmosphere and keep your guests entertained throughout the celebration. Research different options, from live bands to DJs, solo musicians, or specialty performers, and consider the vibe you want to create. Schedule consultations or attend live performances to experience their talent firsthand and discuss your preferences and song choices. Once you've found the perfect fit, confirm availability for your wedding date, sign contracts, and make any necessary arrangements for equipment or space requirements. By booking entertainment that resonates with your style and personality, you'll ensure that your wedding reception is a joyous and memorable occasion for all.
7 Months Before:
Booking rest of suppliers: Begin researching and reaching out to potential suppliers such as officiants, transport, florists, technicians... and other suppliers. Schedule meetings or consultations to discuss your needs and budget, and request quotes for their services. Once you've received proposals from various suppliers, make your final decisions and book your preferred vendors. Remember to keep track of payment schedules and deadlines to ensure everything stays on track.
6 Months Before:
Ordering Wedding Attire: Start shopping for your wedding attire, including the bridal gown, groom's suit, and attire for the wedding party. Allow ample time for fittings and alterations.
5 Months Before:
Sending Invitations: Design and send out your wedding invitations, including RSVP cards and any additional information such as accommodation details or registry links.
4 Months Before:
Planning Ceremony and Reception Details: Work with your wedding planner and venue coordinator to finalize the layout, seating arrangements, and other logistical details for both the ceremony and reception.
3 Months Before:
Finalizing Décor and Rentals: Confirm your choices for décor, lighting, and any rental items needed for the ceremony and reception spaces.
Finalizing Menu and Cake: Confirm the menu selections with your caterer and schedule a tasting session if necessary. Finalize the design and flavors for your wedding cake with your chosen baker.
2 Months Before:
Finalizing the Guest List: Review and finalize your guest list, making any necessary adjustments based on RSVPs or changes in circumstances.
1 Month Before:
Finalizing Details: Review all contracts and confirm arrangements with each vendor. Create a detailed timeline for the wedding day and distribute copies to your wedding party and key vendors.
Creating a wedding timeline for the big day is crucial to ensuring that everything runs smoothly and according to plan. Start by determining the key moments of the day, such as the ceremony, cocktail hour, dinner, and reception. Work backward from your ceremony start time, allowing ample buffer periods for hair and makeup, getting dressed, transportation, and any unforeseen delays. Include time for photos, speeches, and any special traditions or rituals you want to incorporate. Communicate the timeline with your wedding party, vendors, and venue staff to ensure everyone is on the same page and can execute their roles effectively, allowing you to relax and enjoy every moment of your special day. Wedding planners can make this job for you.
1 Week Before:
Confirming Details: Touch base with all vendors to confirm delivery times and any last-minute instructions. Pack for your honeymoon and ensure all essential items are ready for the big day.
On the Wedding Day:
Enjoying the Moment: Finally, the day you've been planning for has arrived! Trust in your carefully laid plans, relax, and savor every moment of this magical day surrounded by your loved ones.
By following this comprehensive checklist and timeline, you can navigate the wedding planning process with confidence and create the unforgettable celebration you've always dreamed of. Happy planning!
Lola Ribas is renowned as the epitome of excellence in wedding planning within Spain's vibrant wedding industry. With an illustrious career spanning over two decades, Lola has established herself as the go-to expert for couples seeking perfection in their nuptial celebrations. Her unparalleled creativity, meticulous attention to detail, and unwavering dedication to her clients have earned her the title of the best wedding planner in Spain. From the enchanting streets of Valencia to the sun-kissed shores of the Costa del Sol, Lola Ribas transforms dreams into reality, curating breathtaking weddings that reflect the unique love stories of each couple she works with. With her keen eye for design, flawless execution, and warm, personalized approach, Lola Ribas orchestrates unforgettable moments that leave a lasting impression on all who have the privilege of experiencing her extraordinary talent. Let Lola Ribas create your Wedding Planner Checklist.
Essential Wedding Suppliers:
Venue:
Hotels
Banquet halls
Country clubs
Vineyards
Beach resorts
Historic estates 2. Caterer:
Full-service catering companies
Specialty caterers (e.g., ethnic cuisine)
Food trucks or mobile caterers
Dessert caterers (e.g., pastry chefs, cake artists) 3. Photographer/Videographer:
Wedding photographers
Videographers/cinematographers
Photo booth rental companies 4. Florist/Decorator:
Floral designers
Event decorators
Rental companies (for linens, chairs, tableware, etc.) 5. Entertainment:
DJs
Live bands
Solo musicians (e.g., acoustic guitarists, harpists)
Specialty performers (e.g., dancers, magicians) 6. Officiant:
Religious officiants (e.g., priests, ministers, rabbis)
Civil officiants (e.g., judges, justices of the peace)
Humanist or non-religious officiants 7. Wedding Planner/Coordinator:
Full-service wedding planners
Partial planning or day-of coordination services
Wedding consultants or advisors 8. Bridal Attire and Accessories:
Bridal boutiques
Bridal designers
Custom dressmakers
Tuxedo and suit rentals or retailers 9. Hair and Makeup Artists:
Bridal hair stylists
Makeup artists
Beauty salons or spas 10. Stationery and Invitations:
Wedding invitation designers/printers
Calligraphers
Stationery shops or online retailers 11. Transportation:
Limousine services
Vintage car rentals
Horse-drawn carriages
Transportation for guests (shuttle buses, vans) 12. Wedding Cake and Desserts:
Wedding cake bakeries
Specialty dessert shops
Dessert catering companies 13. Wedding Favors and Gifts:
Favor suppliers (e.g., personalized gifts, edible treats)
Gift shops
Custom favor creators 14. Wedding Rings and Jewelry:
Jewelers
Custom jewelry designers
Antique or vintage jewelry shops 15. Wedding Registry:
Department stores
Specialty home goods retailers
Online registry platforms 16. Honeymoon Planning:
Travel agencies
Destination wedding planners
Tour operators or travel consultants 17. Health and Wellness Services:
Pre-wedding fitness trainers
Spa services
Nutritionists or dieticians 18. Legal Services:
Marriage license services
Legal advisors for prenuptial agreements
Name change services 19. Emergency Services:
Wedding insurance providers
Emergency repair services (e.g., for attire, jewelry)
Medical services (e.g., first aid, ambulance)
This comprehensive list covers the key suppliers that couples may need to consider when planning their wedding, helping them create a memorable and stress-free celebration.
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