Wedding Checklist: everything you need to plan, phase by phase
Planning a wedding feels like a grand adventure at first. After a few weeks, it feels more like project management. There are dozens of decisions that need to be made at the right moment, vendors who need to be booked months in advance, and details you did not know existed until you forgot them.
This checklist helps you stay on top of it all. We have divided it into six phases, from the first weeks after the engagement to the days after the wedding. Not everything applies to everyone. No church ceremony? Skip it. No bachelor party? That is fine. Use this as a starting point and adapt it to your situation.
Phase 1: Laying the foundation (12+ months before)
This is the phase where you set the framework. It is not about flowers or table decorations yet. It is about the four big questions: when, where, with whom, and for how much? Take your time here. No idea what a wedding costs? Check our overview of wedding costs by category.
Decisions
- Decide together what kind of wedding you want (intimate or large, formal or relaxed, indoor or outdoor)
- Choose a season or period and find a specific date
- Set a realistic budget (and discuss who contributes what)
- Make a first list of people you want to be there
- Decide whether you want to hire a wedding planner
Legal and administrative
- Check the legal requirements for marriage in your country or region (notice periods, documents needed)
- Decide on the type of ceremony: civil, religious, or a free ceremony with a celebrant
- Request any required certificates or documents from your local registry
First steps
- Tell your immediate family and closest friends
- Start collecting inspiration (but limit yourself to one folder or board, no endless scrolling)
- Request site visits at venues that appeal to you
- Consider an engagement party if that is your thing
- Set up your planning digitally with a tool like Folio, so you can track progress together
The guest list will change multiple times. That is normal. Start broad and refine later. Read more about managing your guest list.
Phase 2: The big bookings (9 to 12 months before)
Popular venues and vendors book up fast, especially in spring and summer. This is the time to lock in the most important names.
Venue and vendors
- Visit your favourite venues and make a decision
- Book the ceremony, dinner, and/or party venue
- Find a photographer and check availability
- Book the photographer
- Consider a videographer and book if desired
- Look for an officiant or celebrant who fits your style
Style and atmosphere
- Define the style of your wedding (colour palette, mood, theme)
- Start browsing wedding dresses or suits and schedule fittings
- Think about flowers: what style fits the venue and season?
- Ask your groomsmen, bridesmaids, or best man/maid of honour
Financial
- Consider whether wedding insurance makes sense (low cost, high coverage)
- Set up an overview of expected costs per category
- Start tracking quotes and deposits
Phase 3: Making it real (6 to 9 months before)
The big choices are made. Now it gets concrete: ordering attire, arranging music, and sending out the first cards.
Attire and appearance
- Order the wedding dress (allow 4 to 6 months for delivery)
- Choose and order the wedding suit
- Find bridal accessories (veil, jewellery, shoes)
- Book a makeup artist and hairstylist
- Schedule a trial run for makeup and hair
Communication
- Send Save the Date cards (digital or by post)
- Design the wedding invitations and write the invitation wording
- Consider a wedding website where guests can find all practical information
Party and music
- Book a DJ, band, or other musical entertainment
- Choose and book a patissier for the wedding cake (schedule a tasting)
- Arrange a wedding car or other transport if that fits your plans
Other
- Start the gift registry (cash wishes, products, or a combination)
- Book the honeymoon if you have already planned it
- Plan a bachelor or bachelorette party (or leave it to the best man/maid of honour)
- Take engagement photos if you want them
- Consider visiting a jeweller for wedding ring selection
- Arrange a prenuptial agreement through a notary if applicable
Phase 4: Everything in place (3 to 6 months before)
The invitations go out, the menu gets finalized, and the timeline starts taking shape.
Invitations and RSVP
- Send the wedding invitations (6 to 8 weeks before the wedding is standard)
- Set an RSVP deadline and communicate it clearly
- Collect addresses of guests you do not have yet
- Track confirmations and follow up with non-responders
Catering and venue
- Schedule a tasting with the caterer or venue
- Choose the final menu (including vegetarian/vegan options)
- Arrange rental furniture if the venue does not provide it (chairs, tables, tent)
- Order the wedding cake
Planning and details
- Create a first draft of the timeline
- Choose and order the wedding rings
- Order the bridal bouquet and other flowers
- Decide on the dress code and communicate it to guests
- Order decorations
- Arrange entertainment for children if there will be young guests
- Plan the first dance (and practise if you want to)
- Finalize the ceremony program (vows, readings, music)
Attire check
- First fitting for the wedding dress
- Arrange attire for bridesmaids/groomsmen
- Buy bridal shoes and break them in (seriously, do this)
- Buy wedding shoes and break those in too
Phase 5: The final stretch (last month)
The timeline becomes final, the last orders come in, and it is time to tie up all the loose ends.
Timeline and coordination
- Finalize the timeline and share it with the MC
- Share a vendor contact list with the MC
- Discuss the program with the wedding party
- Confirm all appointments with vendors (photographer, DJ, florist, caterer, venue)
- Give the final guest count to the venue and caterer
Last orders and tasks
- Order or make the wedding favours
- Create or order place cards and the table layout
- Put together a playlist for the DJ or band
- Make a shot list (which photos do you definitely want?)
- Pick up the wedding rings
- Second fitting for the wedding dress
- Pick up the wedding suit and check the fit
- Arrange a guest book
Personal
- Prepare the name change if applicable
- Collect documents for the honeymoon (passport, vaccinations, travel insurance)
- Plan a relaxation moment for both of you
Phase 6: The final days and the wedding day
Almost there. The timeline is ready, the orders are in. Now it is just execution and enjoyment.
Two to three days before
- Check the weather forecast and activate plan B if needed
- Bring decorations and supplies to the venue
- Share the seating plan with everyone who needs it
- Pack an emergency kit (sewing supplies, painkillers, tissues, plasters, deodorant, extra hair pins)
- Pack the suitcase for the honeymoon
- Pack an overnight bag for the wedding night
- Set aside cash for tips and unexpected costs
The evening before
- Set the rings aside (and give them to someone who will not lose them)
- Set the alarm
- Try to sleep
The day itself
- Enjoy. The rest is in the timeline.
After the wedding
It is over. You are married. But there are a few things left to wrap up.
- Collect your belongings from the venue
- Send thank-you cards to your guests
- Write reviews for the vendors who did a great job
- Handle the name change at the registry, bank, insurance, and employer
- Have the wedding dress cleaned and stored
- Have the bridal bouquet preserved if you want to keep it
- Export your planning and photos from Folio as a backup
Keeping track without losing your mind
A paper checklist works until your twentieth task. After that, it is chaos. With Folio, you keep all these tasks in a digital overview, grouped by phase and category, together with your partner.
Folio fills in the checklist automatically based on your wedding date. Tasks are sorted by when they are due. What needs to happen this month is front and centre, the rest waits patiently.
Prefer a PDF to print? That works too: export and print.
Every wedding is different. Skip what does not apply to you, add what you are missing, and make this list your own.