Crafted with Love, Precision & a Whole Lot of Celebration
Planning your wedding is one of the most exciting journeys you’ll embark on—but let’s be honest, it can also feel overwhelming. With hundreds of decisions to make, timelines to follow, and emotions running high, it’s easy to feel lost in the whirlwind. That’s why having a detailed, step-by-step wedding planner checklist can make all the difference.
Whether you’re dreaming of a grand destination affair or an intimate city celebration, this guide—rooted in the real experience of professional planners—will help you move from “Yes” to “I Do” with ease and joy.
Why You Need a Wedding Planner Checklist
A wedding is more than just a one-day event—it’s a series of well-orchestrated milestones that lead to an unforgettable celebration. A wedding planner checklist ensures:
- Nothing important is overlooked
- You stay on track with timelines
- Budget and vendor decisions are clear
- The planning process remains stress-free and enjoyable
Let’s dive into the ultimate timeline that mirrors what luxury wedding planning experts like The Wedding Trunk use to make dream weddings a flawless reality.
12–9 Months Before the Wedding
At this stage, you’re laying the foundation.
✅ Hire a Wedding Planner
Your first and most important step! A professional wedding planner will guide you through every detail, recommend trusted vendors, manage your budget, and ensure your ideas come to life without stress.
✅ Set Your Budget
Decide how much you’re willing to spend and allocate funds for key elements: venue, décor, attire, catering, photography, and more.
✅ Create a Guest List
Start drafting a list with input from both families—it helps with selecting the right venue and planning logistics.
✅ Book Your Venue(s)
Whether you’re eyeing a palace in Jaipur or a chic venue in Mumbai, early booking is crucial—especially for destination weddings.
✅ Choose a Wedding Date
Consider seasonal weather, guest availability, and cultural or astrological significance.
9–6 Months Before
Now it’s time to build your dream team and begin design planning.
✅ Select Key Vendors
Work with your wedding planner to hire photographers, caterers, decorators, makeup artists, entertainers, and more.
✅ Plan Engagement Ceremony (if applicable)
Some couples opt for a pre-wedding celebration—start the planning now.
✅ Design Wedding Themes & Concepts
Your planner will help you finalize color schemes, décor elements, and overall aesthetic.
✅ Book Accommodations for Guests
If hosting a destination wedding, coordinate hotel bookings for guests with hospitality support.
✅ Start Wedding Attire Shopping
Give designers enough time for fittings and customizations.
6–3 Months Before
Things start to take shape—and your planner helps tie it all together.
✅ Finalize Menus & Tastings
Work with your caterer to finalize menus and book tasting sessions.
✅ Send Save-the-Dates
Especially important for destination weddings or if many guests are coming from abroad.
✅ Plan Entertainment & Activities
Decide on music, DJs, live bands, games, or cultural performances for various functions.
✅ Confirm Décor & Styling
Go over mockups or visual samples with your planner and decorator.
✅ RSVP Tracking Begins
Your planner can assist in tracking RSVPs and ensuring communication with guests.
3–1 Months Before
With your planner steering the ship, now’s the time to add the finishing touches.
✅ Finalize Wedding Invitations & Distribute
Coordinate print and digital invites, ensuring all event details are clear.
✅ Prepare Wedding Vows (if personalizing)
Your planner can even help you time your ceremony perfectly.
✅ Coordinate Guest Transportation
For guests traveling in, work with your planner on airport pickups, shuttles, and more.
✅ Start Beauty Regimens & Final Dress Fittings
Your planner can schedule trials for hair, makeup, and accessories.
1 Month to the Big Day
You’re almost there!
✅ Create a Wedding Day Timeline
Your planner will map out every hour—from makeup to mandap.
✅ Confirm All Vendors
Your wedding planner will touch base with every vendor, ensuring smooth coordination.
✅ Prepare Emergency Kit
Include safety pins, mints, tissues, stain remover, and more.
✅ Assign Roles to Friends & Family
If anyone is helping (like giving a speech), make sure they know their duties.
✅ Rehearsals & Final Walkthrough
Conduct a venue walkthrough with your planner to finalize details.
Wedding Week!
You made it. Now, your wedding planner takes full control of coordination while you soak in the joy.
✅ Guest Welcome & Check-in
Ensure every guest feels taken care of with welcome kits and on-site hospitality.
✅ Sangeet, Mehendi, and Pre-Wedding Events
Let your planner handle the back-to-back events with poise and perfection.
✅ Wedding Day Coordination
From makeup calls to baraat entries and pheras, your planner manages every moment.
✅ Post-Wedding Brunch or Reception
Wrap it all up with one final, beautiful gathering.
Why Choose The Wedding Trunk as Your Wedding Planner?
Founded in 2017 in Mumbai, The Wedding Trunk is a luxury wedding planner known for personalized, stress-free planning and elegant execution. Our approach is hands-on, detail-focused, and completely bespoke. From intimate home weddings to lavish destination affairs, we handle:
- Venue selection & logistics
- Vendor curation & negotiations
- Design & theme conceptualization
- RSVP management & guest hospitality
- On-site coordination & day-of execution
We make sure you don’t just attend your wedding—you experience it fully.
Say “I Do” to Peace of Mind
With so much to plan, the smartest thing any couple can do is invest in a seasoned wedding planner who brings experience, creativity, and calm to the process. Your wedding is not just an event—it’s a once-in-a-lifetime celebration of love. Make it as beautiful and stress-free as possible with the right checklist and the right planning partner.
📞 Ready to turn your dream wedding into reality?
Let The Wedding Trunk guide you from the first idea to the final vow. Reach out today for a consultation and let’s begin your forever in style.