How to plan a wedding: An essential checklist

Whether you're dreaming of a big bash or an intimate celebration, wedding planning can be exciting. Making decisions about all the details lets you shape a wonderful, personalized celebration.

For many people, a wedding is one of the most important events they'll host. It can help to have a checklist so that key parts of the process aren't left to the last minute or forgotten. Here's a guide for how to plan a wedding, with steps to follow so you can line up everything for your big day.

How long does it take to plan a wedding?

Planning for a wedding ahead of time is crucial if you want to have the most options. Venues, caterers, photographers and even your friends' and family's social schedules can fill up quickly. The standard recommendation is to give yourself at least six months to plan a wedding. A year ahead of time generally gives you plenty of prep time. Some couples even start securing the most important aspects, such as location, 18 months or more in advance.

Not everyone has that kind of time, though. If you've picked a wedding date that's a few months or weeks away, don't worry. The timeline may be condensed, but you can still take on planning a memorable wedding with an organized approach.

Wedding planning checklist: 19 steps to plan a wedding

Wedding planning can feel more psychologically and financially manageable if you divide it into smaller steps. When tasks are bite-sized and chronological, your wedding to-do list can be much easier to accomplish. Here's a list to help you organize your ceremony and celebration:

1. Determine your wedding budget

Before you think about color schemes or who will sit where at the reception, start with a wedding budget. Not only is it smart for you and your partner to decide about agreeable spending limits and establish strong communication with each other early on, but you'll also be less likely to be dazzled and enticed by the most expensive options.

It helps to have a realistic idea of what the average couple spends on their wedding. You may also want to do some research to get a sense of what wedding attire, photographers, florists, caterers, venues and more cost in your area. Once you have a general idea of potential expenses, you can start to decide where you'll spend more and where you can tighten up.

2. Sketch out your vision

With your big day coming, it's time to turn your imagination into reality and shape what you want your wedding celebration to look like. You can find inspiration anywhere — from wedding magazines and TV shows that offer carefully curated settings and designs to what you've spotted on the internet or at other people's events.

Once you have some musings in mind, set aside some time to think about how you imagine the day going. Ask yourself these big-picture questions:

• Do you want an overarching theme for your wedding?
• Will you be married at a religious location or have a secular setting?
• Do you picture yourself in traditional formalwear or something more casual?
• Will your bridal party choose their own outfits or will you coordinate them?
• Do you expect to invite hundreds of people or keep the guest list short?
• Do you want a wedding reception more like a low-key gathering, a festive party or a black-tie soiree?
• Will you serve food? If so, do you want a buffet or a seated meal with servers?
• Will there be dancing or other activities during the reception?
• Do you plan on taking a honeymoon after the wedding celebration?

3. Set the date and location

The when and the where can play a big role in determining the overall price tag of your wedding. Summertime and Saturdays are usually popular for weddings, so choosing an off-season date or a weekday may help you shave down the costs. You'll also want to consider if you're keeping it local to minimize travel expenses or putting your budget toward a destination wedding.

As soon as you've decided these two elements, you can start reviewing, reserving and booking other services immediately to have the best chance to get what you want at the best prices.

4. Start outlining a guest list

Couples often don't realize how many people can be involved in a wedding until they start naming them one by one. More likely than not, your list of names will be far larger than you originally planned on. It can be one of the most daunting tasks, but the earlier you map out your guest count, the more solid the rest of your budgeting and planning will be.

5. Scope out your wedding ceremony and reception venues

The venue can be one of the most expensive components of a wedding, especially if you choose a popular setting or an event space that specializes in weddings. If you're looking to save, consider checking out less traditional and more affordable wedding venues, such as a local park, someone's backyard or a community building.

As you check out and compare different locations, be sure to ask what, if anything, is included in the rental. You don't want to find out the day of your wedding that chairs and tables weren't part of the deal. When it comes to food service, some venues are all-inclusive or have a select list of wedding vendors they'll work with, or they may leave it entirely up to you.

6. Meet with an officiant

Unless you're getting married at city hall, you'll need to ask someone qualified to officiate your marriage. You should meet with this person early in the wedding planning process to discuss your vision for the ceremony. You'll want to discuss if you want to include religious or cultural traditions or other specific activities or vows.

7. Choose your wedding party

Who's going to stand beside you and help handle wedding tasks? Some couples take a "the more, the merrier" approach to wedding parties while others choose one or two close friends to be bridesmaids or groomsmen. There's no standard number — but you will want to start asking people early so they can decide about committing their time and budget to your event.

8. Shop for your wedding outfit

Whether you're going for a simple gown or suit or a specialty wedding dress or tux, the earlier you start shopping, the better. It can be stressful and expensive to find something at the last minute. Instead, plot out a few preliminary trips to different stores to explore your options and compare prices. Leave plenty of time for ordering and delivery if necessary. Also be sure to add time and budget for fittings and alterations as well as accessorizing.

9. Order 'save the date' cards and wedding invitations

Guests will need as much advance notice as possible, ideally several weeks, to budget for any travel, gifting, apparel and time needs. If your wedding is months away, you may want to send save-the-date cards before sending formal invitations. Asking for timely RSVPs can give you an idea of how many guests will attend so you can better estimate catering costs and create a seating chart.

10. Create a wedding website and registry

A wedding website gives your guests easy access to the info they need for your big day. It doesn't have to be a large expense nor do you need to be very tech-savvy. Even using a social media landing page can work well.

Also consider setting up a wedding registry for guests who want to gift you exactly what you want. If you already have everything you need for your household, you could request cash, gift cards or experiential gifts or create a honeymoon or first-house fund.

11. Take care of legal and financial plans

Marriage license rules vary by state, so you'll need to contact your local registrar or clerk for details. There will likely be paperwork to complete and fees to pay ahead of the ceremony to make your marriage official. It's also a good time to think about how the two of you will handle your finances, including deciding if you'll merge bank accounts and update beneficiaries and if you want to consider a prenuptial agreement.

12. Decide on your honeymoon destination

If you've decided on taking a newlywed vacation, review potential locations and calculate the transportation and lodging costs early on so you can aim to maximize what you've budgeted for it. Keep in mind that you don't have to go on your honeymoon immediately after the wedding. Some couples wait a few months to travel at a more convenient — and possibly less costly — time.

13. Pick the right caterer for you

Consider the theme of your wedding, your budget and your tastes when choosing what kind of food service you want to have. You get to decide if you want only appetizers and light refreshments or a full dinner and bar. Also, you may want to think about going off the beaten path when picking the caterer. Your favorite restaurant or food truck may be up to the task, adding a special touch to your event.

14. Hire a photographer and videographer

Wedding photographers' schedules are often filled up far in advance, especially if your date is on a weekend in peak wedding season. Start researching people in your area and reviewing their website portfolios for their style and estimated costs early. Contact a few of your top choices to chat about their approach and fees — including day-of services and print expenses after — then reserve the one that best fits your needs as soon as you can.

15. Book your reception entertainment

It can mean a big difference in your budget to comparison shop for your reception's music and entertainment. A wedding band means you'll have live music, but a DJ may provide a larger library of tunes. If you want any other activities, such as games, a craft station or a magician, arrange them all as far ahead of time as possible.

16. Select your wedding rings

Make an appointment with a jeweler to pick out your wedding rings. You may want to shop around to compare styles and costs. Keep in mind that if you have a special request, it may take a few weeks for delivery. While it can be convenient for the ceremony to have your rings ready, this is one task where it won't be a big deal if you need to wait until later.

17. Arrange your transportation

If your ceremony and reception are at different locations or if you're doing on-site photos somewhere, you'll need a way to get around. You may even want to transport your whole wedding party together for convenience. Many people arrange for a limo or a ride-share services, but you can save money by driving yourself or having a family member or friend be your designated driver for the day.

18. Schedule the rehearsal dinner

Many couples host a dinner for close friends and family after rehearsing the ceremony the day before the wedding. Often, it's held at a restaurant, but you can opt for a potluck or picnic. This is usually far more low-key planning than the wedding itself, focusing mostly on togetherness.

19. Enjoy the wedding

When the big day arrives, know that all your planning has set you up for a smooth and memorable event. By tackling your wedding preparation by dividing it into steps and hopefully sticking to the budget you started out with, you'll Keep a handkerchief handy and get ready to enjoy it.

What about hiring a wedding planner?

A wedding planner can take several to-dos off your plate, helping you simplify and streamline your decision-making. If you want someone with you from the beginning stages of setting a budget through closing down the reception hall at the end of your big day, look for a full-service planner. These tend to charge around $2,000. Other planners may field just the basics of setting up a schedule and leave the details to you, and they'll cost much less.

Getting ready for your wedding day

Your wedding is one of the biggest days of your life. You'll have a lot of tasks and arrangements to coordinate to make the event live up to your vision, but with a bit of planning, you'll be ready for it.

Need a little assistance saving for the wedding? Citizens Savings Tracker™¹ can help you be financially prepared to celebrate your marriage and get started on your goals together.