Wedding Details Checklist (Did You Get it All?)

There are so many small details that can seem incidental when wedding planning, but planning through the details in advance is the difference between the day running incredibly smoothly and potentially hitting some hiccups. Use the list of questions below to make sure your day is set up to flow as seamlessly as possible!

This list is intended to be referenced throughout planning, but is most useful in the 1-2 month period before your wedding. The larger details, like selecting vendors, and the little aspects that come with them will not be included in this list. Instead, this list focuses on the smaller details that are easily and commonly over looked in the final two months of planning!

This list is divided into sections in order to organize the chaos. The list will start with logistics and then move through the timeline of your day.

Note: all of our clients receive a personalized & even more comprehensive version of this list that we will go over together to ensure all details have been accounted for.

LOGISTICS:

Have you purchased Day-of Event Insurance? Hint: Many venues require this! This is different from full wedding planning insurance! Learn more about wedding insurance here!
Who is keeping an eye on restrooms throughout your wedding (i.e. stocking, cleaning, & managing if something goes array)?
Are there dumpsters at your wedding venue? Are there trash cans at your wedding venue? Who is in charge of trash removal?
How are your guests getting to and from the venue? If they’re driving, where will they park? Is it clear or will you need signs?
How are you and your fiancé getting to and from the venue? Pro-tip: if you aren’t booking shuttles, party buses, limos, or any other sort of professional service, book an Uber/Lyft in advance for a smooth getaway!
Are doing “old, new, borrowed, and blue” items do you know what they are? If so, will these items be coming to the venue with you, or will someone else bring them?
If you have gotten your fiancé a gift or card, when will you give this to them?
Check the weather! Do you need any last minute climate control (i.e a tent, umbrellas for sunny days, or space heaters)?
If you purchased your own decorations, how will they get to the venue? Who will set them up?
Do you have signs to mark areas or communicate important messages? How will the signs be displayed (do you have easels, are they in frames, can they stand on their own)? Do you need garlands or other touches to dress up any signs? Are these ordered?
Do you have a guest book? Do you have pens for the guest book?
Do you have a card box? Pro-tip: beautiful is good, secure is great, beautiful and secure is the best!
If people have gifted you decor/essential items, when will these items be arriving? Pro-tip: gifts are great! Make sure that whoever is delivering them will arrive in plenty of time for the gifted items to be set up!
Do you have a timeline that you sent to vendors?
Who will be making sure the timeline is running according to plan throughout the event?
Have you applied for your marriage license? Pro-tip: in California, you can apply for a marriage license up to 90 days in advance! Be sure to schedule your appointment to apply early!
Is the “cards and gifts” table going to be visible throughout the wedding? If not, do you want the cards hidden away at some point? Pro-tip: it is always a good idea to hide away cards and card boxes after cocktail hour!
Will someone need to move the cards and gifts to the reception area? Who will do this?
If you are going somewhere other than home after the wedding have you packed your overnight bag?
How will the overnight bag(s) get to your hotel?

GETTING READY:

Where are you and your fiance getting ready?
Who are you each getting ready with?
How will everyone be arriving to their respective getting ready locations?
If people are driving, will they be able to leave their car overnight?
If you are getting ready somewhere other than your home have you packed a bag?

Did you include:

Deodorant
Emergency makeup
Makeup remover
Toothbrush/toothpaste
Undergarments (and backup undergarments!!)
Some kind of jacket
Robe or something to wear while getting ready
JEWELRY
Shoes
Back up flats JUST IN CASE
Another outfit/dress JUST IN CASE
If applicable, backup contacts
Contact solution
Glasses
Eye drops
Tissues
Femine products JUST IN CASE
6. Do you have instructions from your hair and makeup team about how they would like everyone to arrive (freshly washed hair, fresh face, no preference, wash on site, etc.)?
7. Has your hair and makeup team confirmed they have enough time and staff to complete all of the professional services they’ve been contract for based on your timeline?
8 Are there enough mirrors/outlets for everyone in your getting ready space? (Pro-tip: If not, bring an extra mirror and a power strip or two)
9. Is there drinking water available where you are getting ready? If not, who will bring this?
10. When will you eat breakfast/lunch? If someone needs to bring food, who will it be? When will they buy it?
11. Do you want wine/beer/champagne/other alcohol while you are getting ready? Who will bring this? When will they buy it? How much will they buy? Pro-tip: Don’t forget cups!!!
12. Is there a refrigerator for food/drinks? Pro-tip: if not, bring a cooler or bring things that don’t need to be kept cool!
13. Who will clean up the food/getting ready mess when you are done?
14. Who will be gathering your personal items if you can’t leave them overnight?
15. If you are getting ready at the venue and you can’t leave your items in the bridal suite during the wedding, where will these items be stored?
16. Does everyone you are getting ready with know the plan?

CEREMONY:

Who will bring the marriage license to the venue?
Do you have ceremony programs? Where will these be placed? Who will place them?
Who is walking down the aisle (family, bridal party, officiant, other)?
What order are they walking in?
If anyone walking in the processional is not standing for the ceremony, do you have a plan of where they will sit after they walk down the aisle? Do have reserved signs for these seats?
Where will everyone walk from?
How long is your processional song(s)? Is it long enough to have everyone walk?
If you have multiple songs, who will cue the musician for the change of song?
Do you have a mic/speakers for the ceremony?
When will the officiant arrive so they can do a sound check?
Do you have a ring box?
Who will carry the rings down the aisle?
Did you write your own vows?
Who is bringing the vows to the venue?
Who will carry the vows down the aisle?
Do you have a bridesmaid to hold your bouquet while you exchange rings? If not, what will you do with the bouquet during the ceremony?
Have you specified to your photographer any special photos you would like during the ceremony?
Does you DJ/band know the absolute last line of the ceremony in order to cue the music?
Where will you go once you recess? Does your photo/video team know about this?
Where will your bridal party go once they recess? Your family?
When will you sign the marriage license?
Who will be your witness(es)?
Where will the marriage license go for the remainder of the reception once it is signed?
Who is releasing the guests from the ceremony area? (Hint: typically the officiant will do this unless they are participating in the recessional, in which case the DJ will make the announcement for guests to join cocktail hour.)
Do guests need to be guided to a different area for cocktail hour? Who will do this?
Do chairs need to be moved from the ceremony to reception area? Who will do this?
If your ceremony venue is different from your reception venue how will you and your guests be transported from the ceremony to the reception?
COCKTAIL HOUR

What will guests be doing during cocktail hour (i.e playing games, photo ops, or simply be mingling)?
Are there chairs for people to sit if they want/need to?
Is your caterer providing apps? How will apps be served?
Who will clean up the app plates/station?
Will you be taking pictures during this time?
Have you scoped out areas you would like to take pictures before hand?
Are you taking pictures with family members?
How will the family members know when they are needed for pictures?
Does your photographer have a list of pictures you want? Pro-tip: this list should include all of the different groups of people you want to take photos with!
Are you going to be able to eat any of the apps?
If your bar is switching locations, will anything need to be moved from cocktail area to reception area? Do you have enough bartenders to make this happen?

RECEPTION:

How will guests know when to sit for dinner? Is the DJ/MC going to make an announcement?
How will guests know where to sit for dinner? Do you have a seating chart or place cards?
Are you doing a grand entrance? Who will participate? Who will line them up and announce them? Pro-tip: typically the DJ/MC will do this in conjunction with the coordination team!
What will you do after the grand entrance (first dance, welcome speech, sit for dinner, other)?
If you are doing your first dance right after your grand entrance, where will the bridal party stand while you dance? Pro-tip: It can be distracting to have the bridal party searching for seats while you dance. Typically they will stand somewhere predetermined around the dance floor to watch you dance before taking their seats!
Does the bridal party already know where they should sit for dinner?
How will guests have access to water during dinner? Will someone be pouring water/refilling glasses, will there be water carafes on tables, or will there be a water dispenser that guests can retrieve water from? If there are dispensers or carafes of water who will refill these?
How will dinner be served (buffet, family style, or plated)?
If you are doing a buffet, who will release the tables to the buffet?
If you are doing buffet, will you make your own plate or will someone be doing this for you? Pro-tip: If you are going through the buffet, usually the newly weds go first!
Are you going to walk around to tables to say hi to everyone and take table pictures during dinner?
Have you allowed yourself enough time to eat and to say hi? Pro-tip: it typically takes 3-7 minutes per table on average for table photos!
Have you predetermined who will be giving toasts and the order in which they will be given? Are you planning to open the floor for any guests who would like to give toasts? Pro-tip: make sure your DJ/MC knows the speech/toast plan!!
Who will clean up the dinner plates? If the plates are rentals from a company outside of the catering team, does the catering/bussing team know how the rental company prefers the plates to be returned to them?
If you are doing any choreographed dances, does the DJ/musician know?
If you are doing a money dance, do you have safety pins or another way to keep the money secure while you are dancing? Where will these be located? Who will bring them to you?
Do you have a separate bouquet to throw for a bouquet toss so your special bouquet doesn’t get messed up?
Do you have a things for cake cutting (knife, serving utensils, plates)? Pro-tip: designate some one (if you don’t have a coordination team) to place cake cutting utensils, plates, forks, napkins, and water by the cake before your cake cutting!
How will dessert be served? Pro-tip: caterers can be a bit finicky about cutting cake and serving dessert that they didn’t provide! Confirm they are either open to serving these items OR make alternative plans!
Are you doing a grand exit?
Who will line everyone up and make sure sparklers are lit/glow sticks are cracked/bubbles are ready/or whatever else you have planned is prepared?
If you are doing sparklers, where will the hot sparkler sticks go after the exit? Pro-tip: you will need a large bucket (or four!) with water close by so guests can dispose of their sparklers safely after the exit!
How will you leave the venue?
Who will make sure your personal items are in your exit vehicle?
Where will you go after the reception? If it is a hotel, have you already checked in?

CLEAN UP:

When do all vendors need to be off property? Who will make sure this happens? Is there a fine if guests/vendors are on property longer than the contract time?
Have you confirmed with all vendors that the clean-up window is large enough for them to clean/clear at the end of the reception?
Which, if any, vendors are returning to collect things at the end of the night? (i.e. rentals, bathroom trailer pick-up, florist, etc.?)
Who will take your decorations at the end of the night? Which vehicle are they going into? Does this person know the plan?
Who is removing floral arrangements? Can guests take these? Where do you want leftover florals to go?
What do you want to do with your bouquet after the wedding? Do you want to save it? Do you know the process of preserving the bouquet in the way you want? Pro-tip: Make a preservation plan for your bouquet ahead of time and make sure that whoever if taking it knows what they must do THAT NIGHT to ensure the bouquet is in optimum condition for preservation!
Where do extra favors go?
Do you want leftovers? Where does leftover food/cake go?
If the florist doesn’t need anything back and where would you like the leftover centerpieces to go?
Does your venue require a final walkthrough with the coordination team at the end of cleanup?