Planning for the last two months leading up to your wedding is crucial to ensuring everything runs smoothly on your special day. Here’s a comprehensive checklist of logistical details that newly engaged couples need to confirm and coordinate:

Complete This First

Before I dive into your checklist, I am assuming you have completed the following tasks before arriving at this point:

• Wedding Timeline – You have a Working Wedding Master Timeline for your Wedding Weekend
• Vendor Team Hired – You have Hired All Your Vendors and coordinated basic Timeline and Logistical Details with them
• Sent Your Wedding Invitations – You have Sent your Wedding Invitations and are collecting RSVPs right now.

Now if this list has sent you into a full blown panic, because you haven’t finished some of these details yet – no worries! Now is the time. You can certainly catch up. Do your best to wrap all these details before starting your Crunch Time checklist. 🙂

Here are some resources in case you want a little help!

Okay, now that we’ve got that covered – HERE WE GO!

6-8 Weeks Before Your Wedding

Send Your Vendor Check-In Emails

This is the perfect time to re-engage all your vendors to start to talk about the final logistics for your wedding. Attach your current timeline and diagram and confirm the following details:

Day of Wedding Contact – Name & Phone Number – Make sure you ask for the cell phone number. You don’t want to wait for a vendor to possibly check their email on your wedding day for a timely question.

Arrival & Departure Times – Confirm what time (and where) each vendor will arrive for setup on your wedding day. Also, make sure you discuss when the vendor will be leaving. Make sure their wedding day coverage matches what you have contracted with them AND that it covers the most important elements of the day (usually until at least open dancing).

Vendor Meals – Ask each vendor how many vendor meals they are requesting, and if there are any dietary restrictions to be aware of. I also strongly recommend you make sure this is a “hot meal”. Sometimes, caterers and other food providers may opt for a less expensive meal and provide more of a “boxed meal” for the vendors. Do not choose this option. Your vendors will be tired and super hungry by the time they are able to have a quick break for dinner. Nothing is more disappointing than being offered something similar to a sandwich you would find at a gas station for dinner after a long day. Therefore, keep your vendors happy and make sure you get something hot and tasty for your vendors to eat – they will thank you by rocking out the last segment of your wedding day. 

Additional Needs – I always like to also ask each vendor what additional needs they might have that will make their day a little easier on the wedding day. Whether it is just asking for the venue to provide a 6’ table and black linen for the DJ or double checking where the power source is at your ceremony site, confirming these little details at this stage in the planning process can prevent small crises on your wedding day.

4-6 Weeks Before Your Wedding

Confirm Your Estimated Guest Count

Now is the time to start to solidify your guest count numbers. I recommend your RSVP deadline for your invitations be about 6 weeks before your wedding. This will give you two weeks to follow up with your “maybes” or guests who just didn’t RSVP. The goal here is to have a pretty good idea who is coming by 30 days before your wedding.

Create Your Seating Chart

Now this is always a bit of a social experiment project. Before you start this little project, I highly recommend you wait until you have 95% of your guests confirmed. Nothing is more frustrating than having your seating chart dialed in and then having your guests list change. Just adding or subtracting one guest can have a multiple table ripple effect. Nothing sucks the joy out of this process faster than having to redo it a multiple times. 

If you want a little guide that shares best practices on how to create your seating chart. Check out the guide below.

Finalize Your Diagram

I also recommend you request a floor plan or layout from your venue to help you layout your tables, dance floor, DJ/Band placement etc. Ask your venue if they have any recommended layouts you can see to get you started.

Confirm Your Floral & Rental Details

Now that you have a good idea of how many guests are coming to your wedding, and you’ve finalized your seating chart and diagram, you can confirm the decor elements of your day. Be sure to confirm the following details with your Floral and Rental vendors:

FLORAL

• Reconfirm number of personal flowers. Double check number of bridesmaids bouquet, boutonnieres, corsages, etc.
• Confirm the number of tables/centerpieces
• Review other decor details to confirm all changes/updates have been captured in the current proposal

RENTALS

• Confirm the number and sizes for all your linens (including table clothes & linens)
• Confirm the number and configuration of your ceremony chairs (How many chairs will be on each side of the aisle in the first row? Make sure there are enough chairs not to hurt anyone’s feelings.
• Confirm the number of chairs (if being rented) for the dinner reception. Be sure to indicate how many guests will be at each table on your diagram
• Confirm place setting rental counts. This includes (but is not limited to) china, flatware, glassware, chargers, menus, place cards, place setting favors, etc.
• Confirm additional rental delivery and strike times – Confirm lounge furniture, AV, staging and other rentals, delivery and strike times. Make sure these times fall within the guidelines of your venue.

2-4 Weeks Before Your Wedding

Confirm Your Catering Details

If you haven’t already done so, share your guest count (and entree counts by table for plated meals) with your caterer. Be sure to include any guest dietary restrictions and make necessary arrangements for special meals (if needed).

Here is a template Guest Entree Organizer by Table to use to help you clearly communicate these details to your Caterer

Order/Print Your Wedding Day Signage

Now that you have your guest count confirmed, order your seating chart, place cards (if needed), menus, table numbers and any other signage you have decided to include in your wedding. I recommend trying to have all these items ordered by 3 weeks prior to your wedding in case of any shipping/printing delays.

Create & Finalize Your Photographer Shot List

Provide your photographer with a list of must-have shots to be taken on the day – specifically for your post ceremony photos

Meet with Your Officiant

Have a meeting or rehearsal with your officiant to go over your vows and ceremony order.

Pack for Your Wedding Day & Your Honeymoon

Begin packing for your honeymoon and your wedding day essentials, ensuring everything is organized in advance.

Arrange for a Wedding Day Emergency Kit

Prepare a kit that includes items like safety pins, a sewing kit, spare makeup, tissues, and snacks.

Final Week

Review Your Wedding Timeline & Send Final Vendor Timelines & Diagrams

Take a minute to review the flow of your day. Think through each component. Are there any details you should add or consider? Review to make sure the timing you have allowed feels realistic. Once everything looks good, send your final timeline and diagram out to your vendors. 

Best Practice: Share the name and phone number of the individual who will be the Day of Coordinator for your wedding. (Professional planner, friend or family member); Remember this person can’t be you! 

Prepare Vendor Gratuities & Thank You Gifts

If you plan to tip your vendors, prepare for the cards/envelopes (and cash) if applicable. Be sure to decide how and when you plan to disseminate these cards to your vendors. There is a lot going on during your wedding day. It might be a good idea to delegate this task.

Organize All the Decor, Signage you Plan to Bring to the Wedding in One Place

Gather all the little decor items you have accumulated and planned to bring to the wedding in one place. It is a bonus if you can pack them all neatly labeled into tubs or bins. These items might include (but are not limited to):

• Welcome Sign
• Seating Chart Sign
• Card Box
• Guest Book 
• Table Numbers
• Signature Cocktail Sign
• Centerpiece Decor
• Guest Favors

Prepare Welcome Bags, Favors & Special Gifts

Assemble and distribute welcome bags for guests if this is part of your plan. Also, organize any special gifts you may have prepared for your fiance, wedding party, parents, siblings, etc.

Relax & Enjoy

Schedule some ‘me time’ with calming activities like yoga, meditation, or a massage to keep stress at bay.

Rehearse, Relax, and Rest

Attend your rehearsal, enjoy your dinner, and ensure you get ample rest the night before your big day.

Final Thoughts

The last few weeks before your wedding can be hectic. My advice: get ahead of the tasks and give yourself time. If possible, finalize as many details as you can by the 30 day mark. Then, when the unexpected happens, you will be much calmer navigating the changes, because all the other details of your wedding are in place.

I hope this is helpful! If you want more tips and information to make your day flow smoothly please subscribe!

Casey Green Weddings, LLC | 2501 S Village Drive, Cottonwood, AZ 86326