Free Wedding Planning Form Template
A wedding planning form covers the day-of coordination brief, wedding details, and the questions that turn names, venues, vendors, and priorities into a runable plan.
The wedding day is supposed to feel off-duty, but the smallest missed cue can pull everyone into texts, reroutes, and last-minute decisions in front of family. This wedding planning form goes to the couple (or the designated decision maker) and collects the details a coordinator needs to run day-of coordination without guessing.
The form opens with Day-of coordination brief, then moves into contact basics and timing, and then Wedding details asks for the facts that shape the day. The couple answers names, venues and on-site contacts, the main goal, musts and things to avoid, plus vendors, rehearsal notes, and language needs, so the coordinator can build a timeline and a contact sheet from one set of answers. Headings use Raleway with Roboto for the body, with printed-ink red and teal carrying the important prompts and calls to action.
- Day-of coordination brief Explains what the coordinator uses the answers for, so the couple knows why each detail matters.
- Contact and timing Collects the client name, email address, and the date the information needs to be final, before the planning questions start.
- Wedding details Holds the core questions about decision makers, venues and contacts, priorities, musts to protect, and vendor, rehearsal, and language notes.
In Plutio, the template runs as a form that stores every response together, so nothing else has to be connected to start collecting answers.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What this form contains
1) Day-of coordination brief
A short intro that tells the couple the answers feed a timeline, contact sheet, and vendor confirmations.
2) Your name
A required full name field for the person completing the brief.
3) Email address
A required email field so the coordinator can follow up if anything is missing.
4) When does this need to be live?
An optional date field that pins down the deadline for final details.
5) Wedding details
A short prompt that frames the rest of the questions as the facts needed to run the day.
6) Couple full names and day-of decision maker
A required field to name the couple and the person who can make calls on the day.
7) Venues and on-site contacts
A required long-answer field for locations and the people to reach at each venue.
8) Primary goal for the wedding day
A required long-answer field that captures what has to feel true about the day.
9) Musts and things to avoid
A required long-answer field for non-negotiables and red lines, so the coordinator knows what to protect.
10) Vendors, rehearsal and language needs
A required long-answer field for vendor notes, rehearsal plans, and French/English needs.
Who it is for
Day-of coordinators and wedding planners who need one place to collect the week-of details from a couple, especially when the day includes multiple vendors, venues, or bilingual communication.
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Questions about this form
What should a wedding planning intake form ask for?
A wedding planning intake form usually asks for who’s involved, where everything is happening, who to contact on-site, and what matters most. This one also asks for musts to protect, things to avoid, and vendor, rehearsal, and language notes.
What’s the difference between full planning and day-of coordination?
Full planning covers the planning work across the months leading up to the wedding, while day-of coordination focuses on running the schedule and vendors around the wedding day. This form is written for day-of coordination details that feed a timeline and contact sheet.
Do I need a separate form for vendor contact details?
A separate vendor form can work, but the key is collecting vendor notes alongside venue contacts and the decision maker. This template includes a required question for venues and on-site contacts plus a required question for vendor and rehearsal notes.
Should a wedding coordinator run the rehearsal?
Rehearsal coverage varies by coordinator and package, so the form needs a place to capture the plan. This template includes a question for rehearsal notes so the coordinator can confirm what’s expected.
How do you handle bilingual weddings with vendors and family?
Bilingual communication usually needs a clear note about which conversations need French, English, or both, and who expects what. This form asks for language needs in the same place as vendor and rehearsal details, so the coordinator can plan communication early.
If the schedule slips on the wedding day, who makes the calls?
The cleanest way to avoid confusion is naming a day-of decision maker and collecting the musts that can’t be compromised. This form asks for the decision maker and the priorities and constraints that guide those calls.
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