2026 Wedding Checklist & Timeline (Free Google Doc)

One Page Wedding Checklist & Timeline

Get your own Google Doc copy of this wedding checklist here.

START HERE (30 minutes, promise)

• Set your guest count range (min / target / max). Everything prices off this.
• Decide your top 3 priorities (ex: photos, food, venue vibe). This keeps you sane later.
• Make a simple planning hub: one folder for contracts + one vendor tracker + a payment schedule.
• Lock your venue (and date) first. It affects every other vendor.
• Choose how you’ll collect guest photos (don’t leave this for last).
• Set up your wedding info basics (date, city, hotel info, FAQ).

My 5 sanity rules

• If it’s not in the contract, it doesn’t exist.
• Decisions get 48 hours (then you choose and move on).
• Every vendor gets a single point person (ideally not you on the day).
• Have a rain plan even if you’re “sure” it won’t rain.
• Design fewer details, execute them better.

PS: If you do nothing else, do the guest photo plan early. It’s the easiest “big impact” thing.

THE MEMORY PLAN (do this early so you don’t chase people later)

• Choose your method: group chat, shared folder, or QR-based guest camera.
• Confirm venue Wi-Fi / cell signal (or plan for offline + later upload).
• Decide your 2 reminder moments (welcome + after speeches works best).
• Print 2 - 4 small signs (welcome table, bar, near dance floor, exit).
• Assign a “memory captain” (one friend who reminds people once).

TIMELINE CHECKLIST

Use this like a menu. You don’t have to do everything, just hit the essentials in the right order.

12+ months out (or as soon as you’re engaged)

• Set budget + a “real” number you can afford (then add a 10% buffer).
• Draft guest list v1 (yes, even if it feels early).
• Pick date window + vibe (city/estate/garden/destination).
• Shortlist venues and tour (ask about rain plan, end time, noise rules).
• Book venue + pay deposit + save contract in your planning hub.
• Decide whether you’re hiring a planner / day-of coordinator.

9-12 months out

• Book photographer (and videographer if doing one).
• Book planner/day-of coordinator (if using).
• Book DJ/band (confirm ceremony mic + speeches).
• Book catering/bar if not included with the venue.
• Book officiant (and start ceremony outline).
• Launch wedding website (travel basics + FAQ).
• Send save-the-dates (especially if destination or holiday weekend).

6-9 months out

• Attire ordered (dress/suit) + note alteration schedule.
• Florist/design: choose color palette + must-have moments (bouquet, arch, etc.).
• Rentals if needed (chairs/linens/tabletop/tent/heaters/fans).
• Hair & makeup booked + trials scheduled.
• Hotel block (if you have lots of out-of-town guests).
• Guest photo plan: decide method + how you’ll tell guests.

3-6 months out

• Invitations designed and ordered (or choose digital invites + RSVP system).
• Finalize ceremony structure (readings, vows, music cues).
• Transportation plan (couple + wedding party + guest shuttles if needed).
• Menu tasting + rough bar plan (signature drink + NA option).
• Begin seating chart prep (start with groups, not individuals).
• Confirm insurance/permits if your venue requires it.

1-3 months out

• Final RSVP chase plan (deadline + 1 reminder + 1 last call).
• Family photo list + must-get shots (send to photographer).
• Finalize timeline draft (getting ready → ceremony → cocktail → reception → exit).
• Confirm rentals/florals quantities after RSVP count firms up.
• Finalize music choices (ceremony, first dance, parent dances, last song).
• Order signs / escort cards / table numbers (keep it simple).

Final month

• Submit final headcount to venue/caterer (and vendor meal count).
• Final vendor confirmations: arrival time, load-in, contact person, final payments.
• Prepare tips/gratuities (label envelopes).
• Print: timeline + vendor contact list + seating chart + photo list.
• Confirm rain plan + communicate to coordinator + venue.
• Guest photo plan: print QR signs + test on iPhone

Week of

• Marriage license plan (where/when/what to bring).
• Pack essentials (rings, vow books, shoes, accessories, emergency kit).
• Assign who holds what (rings, vows, tips, signage).
• Do one full timeline run-through with your coordinator (even if quick).

Day of

• Ceremony sound check (mic + music cues).
• Do the 2 photo reminders (welcome + after speeches).
• Eat and drink water (seriously, you’ll need it).

After

• Back up photos/videos (download + shared folder).
• Return rentals on schedule.
• Thank-you note system: gift list → addresses → 10 a day.

BONUS: How I collected guest photos without chasing anyone

Once Disposable Camera App (link) - No app download needed & guests scan a QR to join the camera. Guests take a limited number of photos, and the full album is revealed later. It feels fun, not like homework.

My quick setup checklist

• Place 2-4 QR signs (welcome table, bar, tables, near exit).
• Make one short announcement: “Scan this to take a few photos for us.”
• Ask one friend to be the “memory captain” and remind people once.

FAQ