1. Vision & Foundation
Before any deposits or décor ideas, you must clearly define the feeling you want guests to experience. Every decision that follows should align with that feeling.
- Experience-first planning: Guests will remember the feeling more than the florals.
- Shared vision: Both partners should complete this section together.
- Priorities dictate budget: Your top three priorities guide where to splurge or save.
- Define the core vibe: Romantic | Timeless | Rustic | Modern | Whimsical | Coastal | Boho | Black-Tie | Backyard | Cultural Fusion
- Determine top priorities:
- Food & Drinks
- Music & Energy
- Photography & Videography
- Venue & Scenery
- Guest Comfort & Flow
- Style & Décor
- Religious or Family Traditions
- Choose a season or date range and identify any weather constraints.
- Estimate guest count in tiers (A: must-invite, B: would-like-to-invite).
- Create a wedding-only email (for vendor communications).
- Start a shared planning drive/folder for contracts and images.
- Identify cultural or accessibility considerations early (e.g., wheelchair seating, translation needs, ceremony customs).
2. Budget Strategy
A clear, flexible budget prevents financial stress and helps you make confident choices.
Budget Framework
| Category | Recommended Range | Notes |
|---|---|---|
| Venue, Food, Bar | 40–50% | Largest cost driver |
| Photography/Videography | 10–15% | Don’t compromise on quality |
| Entertainment (DJ, Lighting, MC) | 10–15% | Energy of the night |
| Flowers, Décor, Rentals | 8–12% | Includes linens, chairs, lighting |
| Attire & Beauty | 5–8% | Gown, tux, hair/makeup |
| Stationery & Signage | 2–4% | Save-the-dates, menus, signage |
| Transportation & Lodging | 2–5% | Shuttles, limo, rooms |
| Miscellaneous | 3–5% | Tips, gifts, emergency items |
| Contingency | 5–10% | Cushion for surprise costs |
- Create a shared spreadsheet or wedding planning app to track every expense.
- Determine total spend limit and contributions (each partner, parents, etc.).
- Track deposit dates, final payments, and refund policies.
- Include all hidden fees (taxes, gratuity, delivery).
- Include vendor tips in budget upfront.
- Review and adjust allocations after venue booking.
3. Guest List & Invitations
Guest count impacts nearly every cost and logistical decision.
- Create an A/B list (A = must-invite, B = invite if budget allows).
- Collect full addresses, emails, and phone numbers.
- Decide if it’s adults-only or family-friendly.
- Decide RSVP method: ☐ Wedding Website ☐ Mail ☐ QR Code ☐ Text/Email
- Track dietary restrictions, mobility needs, and plus-ones.
- Plan seating layout strategy: families, friends, and mixed tables.
- Include RSVP deadline buffer of 2–3 weeks.
- Assign someone to manage late responses.
4. Venue Selection
The venue dictates your flow, design, and even your sound. DJs and planners prioritize layout and logistics just as much as aesthetics.
- Indoor/outdoor options; verify rain backup.
- Confirm music curfew and noise ordinances.
- Verify power access, outlets, and dedicated circuits for DJ.
- Ask about loading access, elevators, and setup timeframes.
- Review dance floor size and placement (visibility = energy).
- Ensure bathrooms, bars, and seating are easily accessible.
- Confirm venue requires vendor insurance (provide COI).
- Ask if they supply tables, chairs, linens, or if rentals are needed.
- Review floor plan with your DJ for optimal acoustics.
5. Vendor Selection
Your vendor team determines how smooth your day runs. Hire people who collaborate and communicate well.
- Read reviews.
- Request written contracts with specific deliverables and timelines.
- Confirm insurance, backup plans, and replacement policies.
- Schedule vendor meetings.
- Share floor plan, power access, and setup time with all vendors.
- Create a group chat or shared contact sheet for day-of.
- Define point-of-contact (planner or lead vendor).
6. Timeline Creation
A smooth, intentional timeline prevents chaos and keeps energy balanced.
- Lock ceremony time based on season and sunset.
- Schedule hair/makeup with buffer for delays.
- Determine first look vs. traditional reveal.
- Build in 10–15 minute cushions for transitions.
- Coordinate kitchen plate-out times with speeches.
- Prioritize dancing after key moments (first dance, toasts).
- Share final timeline with DJ, photographer, planner, and MC.
7. Ceremony Planning
The ceremony sets the emotional tone for the entire day!
- Choose pre-ceremony music (15–30 minutes long).
- Decide processional order and pacing (practice at rehearsal).
- Choose processional and recessional songs.
- Assign microphones for officiant, readers, and musicians.
- Verify power, extension cords, and audio reach outdoors.
- Plan unplugged ceremony signage if desired.
- Create a rain backup plan with venue and DJ.
8. Cocktail Hour
Keeps guests entertained while you take photos.
- Ensure enough food stations to prevent lines.
- Plan signature drink or mocktail.
- Offer shade or heaters depending on season.
- Add interactive elements (photo booth, games, lounge area).
- Have a clear transition cue into dinner (DJ MC announcement).
9. Reception Setup & Decor
Flow, sound, and lighting make or break the party atmosphere.
- Place dance floor near DJ and visible from all tables. Ideally in the middle of the room for the best sound distribution.
- Avoid placing older guests near speakers.
- Approve lighting design (uplights, string lights, spotlights).
- Confirm power sources and cable management.
- Test sightlines for cameras and speeches.
- Ensure décor doesn’t obstruct sound or movement.
- Have DJ coordinate room lighting transitions (dinner → dancing).
10. Music Programming
Music builds energy and emotion. A strong flow ensures guests stay on the floor.
- Create lists for Must-Plays, Try-to-Plays, and Do-Not-Plays.
- Include songs for each phase: prelude, processional, dinner, open dance.
- Include genres or artists that reflect your background and crowd.
- Decide if guests can make song requests.
- Choose first dance, parent dances, and send-off songs.
- Provide pronunciation guide for DJ MC intros if needed.
11. Reception Flow
Maintaining rhythm keeps the night on track and prevents lulls.
- Grand entrance order and songs.
- Dinner music playlist (comfortable energy).
- Toasts (2–4 total, 3 minutes each max).
- First dance & parent dances immediately after toasts.
- Cake cutting coordinated between DJ, planner, and photographer.
- Late-night snack or entertainment refresh (optional).
- Finale song: crowd anthem or emotional close.
12. Guest Experience
Guests’ comfort defines how much fun they have.
- Welcome table with drinks or fans (if hot).
- Signage for restrooms, bars, and seating.
- Ample chairs for ceremony (10% extra).
- Provide comfort items: bug spray, blankets, umbrellas.
- Plan engaging transitions (no long gaps).
- Keep dance floor accessible, well-lit, and inviting.
13. Logistics & Day-Of Coordination
Ensure the event runs without you having to direct traffic.
- Confirm arrival/departure times for each vendor.
- Assign a day-of coordinator or trusted friend for questions.
- Provide emergency kit (safety pins, Advil, tape, batteries, blotting sheets).
- Test microphones, lighting, and music cues early.
- Assign gift and tip handler.
- Create a master contact list (vendor names, phone numbers, setup locations).
14. After the Wedding
Proper wrap-up ensures lasting memories and vendor goodwill.
- Send thank-you notes to vendors and guests.
- Back up all photos and videos.
- Write reviews for standout vendors.
- Handle returns (rental items, attire cleaning, gifts).
- Preserve bouquet or have it pressed.
- Update name and legal documents (if applicable).