The Ultimate Wedding Planning Checklist | Saphire Event Group

Planning your dream wedding is an exciting, though occasionally stressful, adventure! At Saphire Event Group, we’ve covered you with the ultimate wedding planning checklist, designed to turn your ideas into a perfectly orchestrated celebration. From the moment you say “Yes!” to the day you say “I do,” our step-by-step guide will keep you on track and stress-free. These checklists and timelines can be easily adjusted to fit your needs and offer a rough idea of what should be completed before the wedding and when. 

Angelina Rose Photography

First things first: 

Congratulations! You’ve said YES! Take time to soak it all in and enjoy imagining your future with your forever person. Get excited—wedding planning can seem daunting, but with a little organization, you’ll be ready for the big day. 

We suggest you start thinking about a few details as early as possible in the wedding planning process.

  • Start your guest list. The sooner you have an invitation list, the easier the planning process will be!


  • Decide on the where & when. Venue and date selection will be incredibly helpful in planning details like guest count & decor! Pro tip: if you can be flexible on the day of the weekend or month of interest, finding your dream venue can be easier!  


  • Look into vendors like photographers, DJs, and florists. Reaching out early will increase the chances of availability for your wedding date! 


  • Choose who to have in your wedding party.


  • Look into wedding attire for yourself & your wedding party! 



  • Create a wedding website and share it on your Save the Dates! This is a fantastic way to keep your guests up-to-date on the details of your wedding, streamline RSVPs, and share your registry!  
Jess Biancardi Photography

Four months out: 

Are you excited yet?! Things are starting to feel real, and the big day is getting closer, but don’t panic—you’re organized and prepared, and Saphire Event Group’s Ultimate Wedding Planning Checklist will keep you on track.  

  • Finalize the guest list and order invitations (by household, not individual guest count). Include 25 extra invitations, just in case! 


  • Attend a food tasting at your wedding venue and make final menu selections. Remember to include entrèe choices on your invites! 


  • Decide on the style of your wedding bands.


  • Start taking dance lessons for your first dance (if needed!) 


  • Choose your wedding cake or dessert. We recommend bringing some inspirational photos to the bakery to ensure it looks perfect! 
Kelly Pomeroy Photography

Two to three months out: 

  • Mail those invitations! Pro tip: take a ready-to-send invite to the post office and get the exact weight and postage before mailing; this will ensure you have the exact postage.


  • Create a reception plan with your Master of Ceremonies or Emcee. This is the time to nail down exactly when and how you want to announce yourselves, the first dance, speeches, cake cutting, send-off, etc.!


  • Complete any alterations for wedding attire.


  • Buy or DIY gifts for your wedding party. It’s lovely to show gratitude to those next to you on the big day! 



  • If you plan to open new bank accounts with your spouse, this is the time. 
In Our Image Photography

One month out: 

  • Pick up your marriage license. You would be surprised how many couples forget this crucial detail! You can arrange a marriage license through your Town Hall or City Clerk’s Office. 


  • Make personal appointments leading up to the big day, like haircuts or manicures.


  • Collect RSVP responses and share your final guest count with your venue and planner.


  • Finalize your seating chart and coordinate meal selections and table numbers with your venue and planner.


  • Make or schedule final payments to your venue.
Bay Productions 

At your rehearsal/dècor drop-off: 

  • Bring all the dècor you’ll need to set up on the big day, including signage, seating chart, guest book, and wedding favors! 


  • Check-in with your venue, vendors, and planner/coordinator. Be sure to ask any remaining questions or address any concerns you may have to avoid stress on your wedding day! 


  • Confirm arrival time and getting ready location with your wedding party. 
Alicia King Photography

The big day: 

  • Show up.


  • Say, “I Do!”


  • Enjoy the party with your favorite people!
Noah & Jules

After your wedding: 

  • Return all rented/borrowed equipment, clothing, and accessories. 


  • Share your wedding gallery with your vendors! 


  • Get an official registered copy of your marriage certificate. 



  • Enjoy married life! 

We hope our ultimate wedding planning checklist helps you stay organized and excited! The planning process may seem overwhelming, but what matters most is that you are marrying your forever person. 

Don’t forget to check out our other blog posts for even more wedding-planning tips and inspiration

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