Built by production professionals, for couples who want it done right.
Most wedding checklists are written by bloggers. This one was built by an event production company that has set up stages, rigged lighting, run sound for hundreds of ceremonies, and fixed every problem imaginable at 11pm the night before a wedding.
This guide covers every vendor category, every AV and lighting decision, and every logistical detail — organized month by month so nothing falls through the cracks. Check items off as you go.
18Months of planning
8Planning phases
150+Action items
12Vendor categories
Your complete vendor team at a glance
For 50–200 guest weddings, these are the 12 vendor categories you need to manage.
Essential
Venue
Book first — everything else follows the date.
Essential
Catering & Bar
Often venue-provided. Confirm exclusivity early.
Essential
AV & Production
Sound, lighting, staging. Book 12+ months out.
Essential
Photographer
Top photographers book 12–18 months out.
Essential
Officiant
Confirm legal requirements and script early.
Essential
DJ or Band
Live bands book 12+ months. DJs 6–9 months.
Important
Planner / Coordinator
Even day-of coordination is worth every penny.
Important
Florist
Florals dramatically affect how your venue photographs.
Important
Videographer
Book early if it matters — added late too often.
Important
Hair & Makeup
Confirm team size for your full wedding party.
Optional
Photo Booth
High guest engagement. Confirm AV compatibility.
Optional
Uplighting / Décor
Highest visual ROI upgrade for the cost.
18
Phase 1
18 Months Out — The Foundations
✦
Why this phase matters most
Lock the date, lock the venue — and every other decision becomes clear. Don't skip ahead. The couples who start here avoid 80% of the stress that comes later.
Vision & Planning
6 items
Define your overall vision and aesthetic — romantic garden, modern ballroom, rustic barn, etc. — this guides every other decision.
Set your total budget with a 10–15% contingency buffer. Most weddings exceed initial estimates.Pro tip
Create your preliminary guest list — this determines your venue size requirements.
Decide if you want a full-service wedding planner. The best planners book 18+ months out. If you want one, hire now.Book now
Research your preferred dates — check for holiday conflicts, local events, and family availability.
Create a shared planning folder (Google Drive) and document every vendor contract, receipt, and correspondence from day one.Easy win
Venue
7 items
Tour at least 4–6 venues before committing. Bring a checklist of questions to every visit.
Confirm the venue's capacity for your guest count in both ceremony and reception configurations.
Ask about exclusive vendor lists — some venues require you use their in-house AV, catering, or bar. Know this before you fall in love with a space.Critical
Confirm the venue's power capacity — lighting, DJ, and band equipment require dedicated circuits. Ask for the electrical specs sheet.AV critical
Review noise ordinances and hard cutoff times — many venues stop amplified music at 10pm or 11pm.
Confirm load-in and breakdown windows for AV and decor vendors. Some venues allow only a 2-hour setup window.
Sign the venue contract and pay the deposit. Get every verbal promise in writing before signing.Book now
Photography & Videography
5 items
Research photographers whose style matches your vision. Top photographers book 12–18 months out — this is not an exaggeration.Book now
Review full wedding galleries — not just highlight shots. Consistency matters far more than a few stunning images.
Decide if videography is a priority. If yes, book simultaneously with photography — the best teams work in pairs.
Confirm how your photographer handles low-light and indoor reception conditions. Ask to see examples from your venue type.AV consideration
Sign contracts and pay deposits. Confirm what happens if your photographer is sick on your wedding day.
12
Phase 2
12 Months Out — Locking Your Vendors
🎵
The entertainment & AV window is now
Live bands and premium DJs for peak-season dates book out 12+ months in advance. Your production and AV company should also be secured now — especially if you want specialty lighting or custom staging.
AV, Sound & Lighting Production
10 items
Book your AV and production company. Confirm they are experienced in weddings AND have worked in — or can walk — your specific venue.Book now
Discuss ceremony sound: wireless lavalier mic for the officiant, wireless handheld for readings, and playback system for ceremony music.AV detail
Discuss cocktail hour sound: separate system, or extension of the ceremony/reception rig? Will there be live musicians?
Discuss reception sound: full PA system for DJ or band, toast microphones, and consistent dance floor coverage.
Discuss uplighting: color selection (match your palette), number of fixtures, and whether the venue walls and architecture work well with it.High visual ROI
Ask about pin spotting for centerpieces, the cake, and the head table — creates dramatic focus and photographs beautifully.Pro upgrade
Ask about monogram / gobo projection — your initials or a custom pattern projected on the dance floor or a wall.
Confirm whether the AV company has worked in your venue before. If not, schedule a venue walkthrough together.
Get a detailed written quote with every item listed by line. Never accept "AV package" without a full breakdown.
Sign the contract. Confirm your AV company's backup equipment policy — what happens if a speaker blows on your wedding day?Critical Q
Entertainment (DJ or Band)
7 items
Book your DJ or band. For bands: confirm stage size requirements, power draw, and load-in time, then share with your venue and AV company.Book now
For DJs: confirm whether they bring their own equipment or plug into your AV company's system. Never assume — this must be coordinated explicitly.AV coordination
For bands: confirm PA requirements — do they travel with their own system or plug into your production rig?
Clarify who emcees the reception — your DJ, a family member, or the band vocalist. This person controls the pace of the entire evening.
Ask about their do-not-play list policy and how specific you can get with musical preferences.
For bands: confirm set break timing — most play 45-minute sets with 15-minute breaks. Build your timeline around this.
Request certificates of insurance from your entertainment vendor — most venues require this before load-in.
Catering & Bar
6 items
Schedule tastings with 2–3 caterers. Confirm first whether your venue has exclusive catering requirements.
Decide on service style: plated, buffet, family-style, or stations. Each has different staffing, timing, and cost implications.
Confirm bar service: hosted open bar, beer/wine only, or consumption bar. Get a per-head estimate in writing.
Ask about the dietary restrictions policy and how they handle allergies at scale for 100–200 guests.
Confirm the staff-to-guest ratio — for a plated dinner, you need approximately 1 server per 8–10 guests.Ratio guide
Sign catering contract. Lock in per-head pricing and confirm the final headcount deadline (typically 2 weeks prior).
9
Phase 3
9 Months Out — Details & Design
Attire & Beauty
6 items
Order your wedding dress/attire now. Custom gowns require 6–8 months for production plus 2–3 months for alterations.Time-sensitive
Select and order bridesmaid dresses together to ensure dye lot consistency across the wedding party.
Book your hair and makeup artist(s). For 8 or more people, you need multiple artists — factor this into your getting-ready timeline.Logistics tip
Schedule a hair and makeup trial — do this before engagement photos if you have them scheduled.
Book suits or tuxedos for the wedding party. Order together for matching, and allow time for alterations.
Plan getting-ready logistics: the space needed, the timeline per person, and photo documentation during the getting-ready moments.
Florals & Décor
7 items
Book your florist. Share your color palette, venue, and lighting plan — florals must work with your lighting design, not fight it.AV coordination
Decide on centerpiece height: tall centerpieces block sightlines to the stage and dance floor. Coordinate with your AV team before committing.Sightline tip
Plan your ceremony arch or altar design and confirm dimensions with both the venue and your production team.
Plan aisle décor — consider how it interacts with speaker placement along the aisle.
Confirm florist delivery and setup window — must coordinate with venue access time and AV load-in schedule.
Discuss candle policies with venue — many prohibit open flames and require LED alternatives.
Sign floral contract and confirm end-of-night logistics (florist retrieval vs. guests taking centerpieces home).
Invitations & Stationery
5 items
Finalize guest list and collect mailing addresses. Use a spreadsheet tracking address, RSVP status, and meal choice.
Design and order save-the-dates. Mail 8–9 months out for local guests, earlier for out-of-town or destination events.
Design invitations. Allow 6–8 weeks for printing and proofing. Mail 8 weeks before the wedding.
Set your RSVP deadline for 3–4 weeks before the wedding — you'll need the headcount for catering and seating.
Plan day-of stationery: programs, menus, escort cards, table numbers, and directional signage for bar and food stations.
6
Phase 4
6 Months Out — Timeline & Logistics
⚡
Start building your run-of-show now
Your timeline is the backbone of the entire day. Every vendor — AV, catering, photographer, florist — works from this single document. The earlier you build it, the more everyone can optimize around it.
Day-Of Timeline Building
9 items
Confirm your ceremony start time and work backwards: sunset time, golden hour portraits, cocktail hour, reception dinner.
Build your getting-ready timeline: calculate 45 minutes per person for hair and makeup, multiply by headcount, add buffer, then set start time.Allow 45 min/person
Confirm vendor arrival windows: when does AV arrive for setup? Florist? Caterer? Photographer? All must fit within the venue's access window.
Plan your ceremony run-of-show: processional order, music cues, reading order, ring exchange, recessional, and post-ceremony photos.
Plan your reception run-of-show: grand entrance, first dance, parent dances, dinner service, toasts, cake cutting, bouquet toss, last dance, exit.
Build 15-minute buffers into every transition. A ceremony that starts 10 minutes late cascades into a 45-minute delay by dessert.Buffer tip
Share the draft timeline with your AV company, caterer, planner, and photographer for feedback — each vendor will flag conflicts in their area.
Coordinate dinner service timing with caterer — first course, main, and dessert must align with toasts and entertainment pacing.
Designate a day-of coordinator who holds the master timeline and communicates with all vendors. This should not be you.Critical role
Transportation & Accommodations
5 items
Book your wedding night and honeymoon accommodations if not already done.
Set up a hotel room block for out-of-town guests — typically 10–20 rooms at a nearby hotel with a courtesy hold.
Book shuttle service if your venue is not accessible by ride-share — especially for evening events with an open bar.Guest safety
Book transportation for the wedding party if ceremony and reception are at different locations.
Confirm the parking situation and communicate in advance. Consider valet if the venue has limited guest parking.
3
Phase 5
3 Months Out — Confirmation & Detail
Vendor Confirmations
8 items
Reach out to every vendor to confirm the booking is active, review contract terms, and update any details that have changed.Do this now
Schedule a detailed planning call with your AV company. Review speaker layout, lighting positions, microphone plan, and power requirements.AV detail
Finalize your ceremony music list: prelude, processional, bridal entrance, ceremony selections, recessional, and postlude songs.
Finalize your reception music list: entrance, first dance, parent dances, cocktail hour vibe, dinner music direction, and last dance.
Confirm your DJ/band's do-not-play list and any must-play songs that are meaningful to you.
Confirm rehearsal dinner venue, time, and attendee list. Arrange for a microphone if there will be toasts.
Create a master vendor contact sheet with every vendor's name, cell phone, and arrival time. Distribute to your coordinator and key family members.
Verify all vendor certificates of insurance have been submitted to your venue.
Ceremony Planning
7 items
Meet with your officiant to review and finalize the ceremony script. Confirm legal requirements — witnesses, marriage license signing, and who provides the license.
Confirm seating arrangements for ceremony — reserved rows for family, the ushering plan, and program distribution.
Plan readings: who is reading, what they're reading, and that each reader understands their microphone cues.
Write your vows. Allow enough time to memorize or print them in a format you're comfortable reading at the altar.Personal touch
Plan the processional order: who walks when, paired with whom, and at what pace — practice with your AV team's music tempo.
Brief ring bearers and flower girls and their parents on expectations and timing.
Finalize ceremony programs and send to printer at least 6 weeks before the wedding.
1
Phase 6
1 Month Out — Final Preparations
Final Month Checklist
10 items
Finalize seating chart and create escort cards or a seating display board.
Submit final headcount to caterer — most require this 2 weeks prior. Include meal choices per guest if applicable.Deadline
Distribute the master run-of-show document to all vendors. Include every event, each responsible party, and contact info for all vendors.Share widely
Final dress fitting and pick up all attire. Confirm every wedding party member has their outfit.
Prepare vendor payment envelopes for any final payments or gratuities due on wedding day. Label each one clearly.Gratuity guide
Obtain your marriage license — most counties have waiting periods and expiration dates. Check your local requirements.Legal requirement
Break in your shoes for at least 2–3 hours before the wedding. Wearing new shoes for 10+ hours on the most important day of your life is a preventable mistake.Seriously
Write and practice any speeches or personal remarks from the couple.
Brief your wedding party and key family members on their roles, the full timeline, and their responsibilities for the day.
7
Phase 7
The Final Week — Confirmation Mode
★
Stop planning. Start confirming.
This week is not for new decisions — it's for verifying every detail you've already made. Call every vendor. Walk the venue. Your only job now is to show up and enjoy the day.
Final Week Confirmations
10 items
Call every vendor to confirm arrival time, location, on-site contact, and parking or access instructions.Do Monday
Confirm AV load-in time and coordinate final walkthrough with your production company. Verify the venue has granted access.
Check the final weather forecast and activate any contingency plans — outdoor tenting, heaters, fans, etc.
Attend the rehearsal. Walk the full ceremony. Confirm every music cue with the AV team. Have the officiant run the service start to finish.Mandatory
At rehearsal: confirm microphone positions, physically walk each reader to the microphone, and test the sound system with ceremony audio playing.AV sound check
Give vendor payment envelopes to your coordinator with clear instructions for day-of distribution timing.
Pack your day-of emergency kit (see the emergency kit section below).
Write personal notes to each of your wedding party members and leave them to be found during getting-ready.
Charge all personal devices. Download any music or apps you need available offline on wedding day.
Get adequate sleep. You will not regret going to bed early. You will absolutely regret staying up.Non-negotiable
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Phase 8
Wedding Day — Your Run-of-Show
Times below are relative to your ceremony start. Adjust all windows to your specific schedule — this is the template structure, not fixed clock times.
Morning
Getting ready begins
Hair and makeup team arrives. Feed your wedding party before the day begins. Take getting-ready photos. Eat a real breakfast — you may not have time to eat again until dinner.
–4 hrs
AV & production load-in
Your production company arrives to set up sound, lighting, and any staging. The venue should be clear of other vendors during their primary setup window.
–3 hrs
Florist & caterer arrive
Florals are placed, tables are set. Catering team begins prep and confirms final headcount with your coordinator.
–2 hrs
Sound check & AV test
AV team tests all microphones, ceremony music playback, and DJ or band monitors. Your coordinator is present — not you.
–1.5 hrs
Getting dressed
Final hair and makeup touch-ups. Wedding party gets dressed. Photographer captures the getting-ready portraits.
–1 hr
First look (optional but recommended)
Private moment with your partner before the ceremony. Allows for relaxed portraits and an emotional reset before the aisle.
–30 min
Guests arrive — prelude music begins
AV team plays prelude music. Ushers seat guests. Coordinator completes final venue walkthrough and gives all-clear.
Ceremony
Ceremony begins
AV plays processional music on coordinator's signal. Officiant leads the service. Readers approach mic on cue. AV transitions to recessional music when you kiss.
+1 hr
Cocktail hour
Cocktail music plays. Couple and wedding party take portraits. Guests enjoy drinks and passed appetizers.
+2 hrs
Reception grand entrance
DJ or band plays entrance music. MC announces the wedding party, then the couple. First dance and parent dances follow immediately.
+2.5 hrs
Dinner service & toasts
Caterer begins service. Coordinator manages toast timing — ideally between courses to minimize cold food and distraction.
+4 hrs
Dance floor opens — cake cutting
DJ or band transitions to dancing. Cake cutting, bouquet toss, and garter toss happen here. Energy peaks.
Last call
Last dance & send-off
MC announces the last dance. Guests line up for your exit (sparklers, bubbles, rose petals). AV team begins quiet breakdown after the room clears.
✦
Questions to ask every vendor before you sign
These questions reveal experience and reliability faster than any portfolio or review. Ask every single vendor, regardless of category.
01Have you worked at [our venue] before? If not, can we schedule a walkthrough together before the wedding?
02How many weddings do you take per weekend? Are you personally working our event or will it be a team member or associate?
03What is your backup plan if you have an emergency on our wedding day?
04What does your contract say about overtime? What happens if our event runs 30 minutes over schedule?
05Are you fully insured? Can you provide a certificate of insurance naming our venue as additionally insured?
06What is your cancellation and refund policy in full?
07Can we speak with 2–3 past clients who had a similar event size and venue type?
08What do you need from us in the 30 days before the wedding to be fully prepared?
Questions specifically for your AV & production company
01What is the power draw of your complete setup, and have you confirmed the venue can support it without dedicated circuits?
02How do you handle the transition between ceremony and reception sound without a gap, feedback, or dead air?
03Do you carry backup equipment on-site for the entire event? What components are most likely to need replacement?
04How many wireless microphone channels do you run simultaneously, and how do you manage RF interference in a crowded venue?
05Will you conduct a sound check with the officiant and any readers before guests arrive?
06Can you show us examples of uplighting in a venue with similar architecture and ceiling height to ours?
✦
The wedding day emergency kit
After producing hundreds of events, this is the kit that saves the day more often than anything else. Pack it the night before. Give it to your maid of honor or coordinator to carry all day.
💡
Assign a kit keeper
This bag does no good sitting in the bridal suite. Give it to your maid of honor, best man, or day-of coordinator with one instruction: this does not leave your side.
Attire & beauty
Fashion tape (double-sided)
Stain remover pen
Safety pins (multiple sizes)
Needle + white/black thread
Clear nail polish
Extra mascara + lip color
Blotting papers
Hair pins and elastics
Travel hairspray
Deodorant
Health & comfort
Ibuprofen / Advil
Antacid (Tums)
Bandaids (for blisters)
Blister block / moleskin
Energy bars or snacks
Water bottle
Eye drops
Tissues
Logistics & practical
Vendor contact list (printed)
Marriage license
Vendor payment envelopes
Cash for tips
Phone charger + battery pack
Pen
Mini umbrella
Straws (to protect lipstick)
Ready to make your wedding unforgettable?
We handle everything from sound and lighting to full event production — so you can enjoy every moment without thinking about a single detail.
