Free Wedding Planning Checklist Template
A wedding planning checklist covers the planning stages from booking through the week of, the day of, and the wrap-up tasks after the wedding.
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Vendors confirm different start times, deposits land on different days, and the timeline only works if somebody owns the handoffs. The Wedding Planning Checklist keeps the work in one place, so the venue walk-through notes, the vendor follow-ups, and the day-of run-of-show don’t live in someone’s inbox while everyone assumes someone else has it.
The board moves in stages, from Date booked through After the day, which means the couple sees decisions show up when they actually need to get made, and the planner sees what’s still hanging before it becomes a day-of problem. The layout uses a wedding-ready blue with a brass-olive accent under Fraunces headings and Inter body text, so the headings read like milestones and the card details stay readable when the list gets long.
- Date booked Covers the early handoff work like the retainer and agreement, the venue walk-through notes, and the first pass at priorities and budget.
- Twenty weeks out Holds the vendor search and booking steps, including availability checks, contract review, and tracking deposits.
- Week of Keeps confirmations and final outputs together, like arrival times, rehearsal notes, and the seating plan deliverables.
- Day of Tracks execution cards for load-in, calling the run-of-show, and handling questions so vendors follow one timeline.
- After the day Closes out the job with final invoices and payments, plus the post-event summary and thank-you guidance.
The template comes in as a project board with 18 cards, so you add your own dates and assign the cards to the people doing the work. The columns keep the order of operations without pretending to be a calendar, and the handoffs stay visible as the wedding moves from planning into execution.
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 is on this board
6 columns carrying 18 cards. Adding it builds the whole thing as a project in your workspace, with every column and card in place.
| Column | What is in it |
|---|---|
Date booked | Cards cover the retainer and agreement, the venue walk-through notes, and the first budget and priorities check, so the project starts with clear ownership.
|
Twenty weeks out | Cards move through vendor shortlisting, availability checks, contract review, and deposit tracking, with each vendor step kept in one stage.
|
Eight weeks out | Cards collect final guest counts, confirm remaining deposit schedules, and build the full wedding day timeline before the final stretch.
|
Week of | Cards confirm vendor arrival details, capture rehearsal decisions, and finish seating plan deliverables, so the final handoffs don’t drift.
|
Day of | Cards focus on running the event, from load-in checks to cueing vendors and handling family and guest questions as they come up.
|
After the day | Cards finish the wrap-up work, including closing vendor invoices and payments and sending post-event summary and thank-you guidance.
|
What happens when you install it
- A project is created with its board, 6 columns and 18 cards already there.
- Nothing carries a due date, because a board holds the order the work runs in rather than a calendar. The dates go on once you know when the job starts.
- Every card opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
Wedding planners handling full planning, coordinators running day-of coordination, and teams managing destination weddings with multiple vendors and handoffs.
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Questions about this project template
What should a wedding planning checklist include?
A wedding planning checklist usually covers the work in stages, from booking through planning milestones, week-of confirmations, the day-of run-of-show, and post-wedding wrap-up. The board here follows that sequence as columns and cards you assign to the people doing the work.
How far out should wedding planning start?
Wedding planning often starts as soon as the date and venue are secured, because vendor availability, contracts, and deposit schedules stack up fast. The first column on this board starts at booking and moves forward from there without tying anything to fixed calendar dates.
How do you build a wedding day timeline when vendors want different start times?
A workable timeline comes from collecting each vendor’s arrival window, load-in needs, and handoffs, then turning that into one run-of-show. The checklist includes a timeline drafting step and day-of cards for cueing vendors, so the plan turns into actions somebody owns.
What do you need from the couple to keep decisions moving?
Decisions tend to move when priorities, budget targets, and guest-count estimates come in early enough to affect quotes and orders. The board includes cards for collecting priorities and budget up front and requesting final guest estimates later, so those inputs arrive before deadlines.
Is a wedding planning checklist a calendar?
A wedding planning checklist is usually an ordered list of work, not a calendar, so the same steps can fit different dates and lead times. This board keeps the sequence in columns, and you add your own dates based on the actual wedding.
How do you keep track of who owns each wedding task?
Ownership stays clear when every task sits with a named person instead of living in a thread of messages. The checklist comes as a project board, so you add the team and assign the cards to the people responsible for each handoff.
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