The 1 Month Wedding Checklist

A walkthrough turns a floor plan into something real. You’ll spot where the photo booth needs power, where guests will queue, whether the ceremony area gets harsh sun at that time of day and where deliveries will arrive. It’s also a chance to meet the person who will run the venue on the day and agree who does what, so small questions don’t reach you during the wedding.

• Often forgottenCouples often forget to check where the wet-weather option actually is and how guests would get there.
• Bring your seating plan and timeline so you can check them against the space.
• Share your walkthrough photos with the florist, band and photographer.

• “Who will be our contact on the day, and how do we reach them?
• “Where can we store décor, gifts and personal items?
• “Can our vendors plug in here, and is there enough power?
• “What time do we need to be completely out?

Most catering and venue contracts ask for final numbers by a set date, and that number is often what you pay for, even if fewer people come. An accurate count also shapes table numbers, rental quantities, favors and the seating plan. Settling it now, rather than letting it drift, means every supplier works from the same figure and you avoid paying for empty seats or running short on meals.

This is much easier once you’ve followed up on missing RSVPs, so the count isn’t based on guesses.

• Often forgottenVendors who need a meal, such as your photographer or band, are often left out of the catering count.
• Keep a short list of late changes rather than editing the main count repeatedly.
• Count children separately; many menus and venues price them differently.

• “Can we still add a guest or two after we send final numbers?
• “Do we pay for the guaranteed number even if fewer people come?

Caterers order food, venues arrange staffing and rental companies prepare stock based on these numbers. Missing a deadline can mean you’re charged for an earlier estimate or that a supplier can’t accommodate changes. Sending clear, written numbers to everyone at once keeps the kitchen, the floor staff and the rental team aligned, and gives you a record if anything is questioned later.

It’s worth confirming your final guest count first so you only send numbers once.

• Often forgottenCake and dessert suppliers often need the final number too, not only the main caterer.
• Use one message template so every supplier gets the same information.
• Mark severe allergies clearly and separately from preferences.

• “Is this number final, or can we adjust it later?
• “How will allergies be labeled or served on the day?
• “Does this change the final balance we owe?

Printed pieces are easy to overlook until they’re on an easel with a typo. Approving proofs now gives printers time to produce and deliver them, and gives you time to fix mistakes. Checking names is especially important, because a misspelled name on a welcome sign or program is the kind of detail people remember.

• Often forgottenStands, easels and frames for signs are often forgotten until the day before.
• Read proofs aloud; it’s easier to catch mistakes that way.

• “When will these be delivered, and to which address?
• “Can we get a reprint quickly if something changes?

A clear floor plan tells the venue team exactly where tables, the dance floor, the bar, the band and the gift table go. It helps guests move easily, keeps walkways clear for anyone using a wheelchair or stroller, and means your photographer knows where the key moments will happen. Without one, setup crews make their best guess, which may not match what you pictured.

The layout is easier to finalize once your seating plan tells you how many tables you need.

• Keep older guests and anyone with hearing needs away from the speakers.

• “Does this layout fit safely within the room’s capacity?
• “Who will move ceremony seating if the room is flipped?

A few sincere words from the two of you often become a favorite moment for guests. Preparing them ahead means you won’t forget someone important, and you can keep it brief and relaxed rather than improvising after a long day. Short notes on a card are usually enough; nobody expects a polished performance.

• Keep a printed copy with someone in case your phone is elsewhere.

Room blocks often have a release date, after which unbooked rooms go back on general sale, and some contracts charge for rooms that aren’t filled. Checking now lets you remind guests who haven’t booked, release rooms you don’t need and make sure the hotel knows about late check-ins, welcome bags or shuttle times.

• Often forgottenCouples often forget to tell the hotel about shuttle times so the front desk can direct guests.

• “How many rooms in our block are still unbooked?
• “Will we be charged for any rooms that aren’t filled?
• “Can you hold welcome bags at the front desk for our guests?

A clear seating chart helps guests find their seats quickly and gets dinner started on time. Place cards can also show meal choices so servers know who ordered what. Printing too early means reprinting when RSVPs shift; printing too late leaves no time to spot a misspelled name. A few weeks out is usually the sweet spot.

It’s best to wait until your seating plan is settled so you don’t reprint cards.

• Sort cards alphabetically or by table in labeled envelopes for whoever sets them out.
• Bring a pen that writes on the card stock for last-minute changes.

Venues often have fixed access times, and several vendors may need the same loading bay or service lift. If the florist, caterer and band all arrive at once, setup runs late and the photographer may catch an unfinished room. Agreeing arrival slots and pack-down times now prevents clashes, overtime charges and early-morning surprises for whoever is in charge on the day.

• Often forgottenLate-night collection of rentals is easy to miss, and someone may need to stay behind to let the supplier in.

• “What time can vendors start setting up?
• “Are there any charges if vendors stay past the agreed time?
• “Can rentals be collected the next morning instead of that night?

On the day, dozens of small jobs need an owner: holding the rings, keeping cards safe, answering vendors, moving flowers from the ceremony to the reception. If nobody is named, those jobs fall back to the two of you. Assigning them now lets helpers prepare, and it means you can be present at your own wedding rather than managing it.

• Often forgottenEnd-of-night jobs, like collecting décor and checking the getting-ready room, are the ones most often left without an owner.
• Give each helper one clear job rather than a long list.
• Choose people who aren’t already giving a speech or performing.

• “Would you be comfortable looking after the rings for us?
• “Can you stay a little later to help pack up?
• “Will you have a car to take décor home at the end?

Cards often contain cash or checks, and a gift table is usually left unattended while everyone is dancing. Choosing a trusted person, a secure container and a clear plan for the end of the night protects generous gifts and saves you from worrying about them. It’s one of the most commonly missed details, and one of the easiest to fix.

• Often forgottenMany couples plan the card box but not who carries it home at the end of the night.
• Add a small sign on the card box if you’d like guests to write their name on envelopes.

• “Does the venue have a lockable room or safe we can use?
• “Would you be comfortable keeping the card box with you all evening?

On the day, vendors and guests will have questions: where to unload, whether to start dinner, what to do about the rain. If your number is the one on every contract, those calls come to you. A single named contact, who knows the plan and can make small decisions, keeps things moving and lets the two of you step back.

• Often forgottenCouples often forget to replace their own phone number with the day-of contact’s on vendor paperwork.
• It shouldn’t be either of you, or anyone with a big role in the ceremony.
• Give them a printed copy of the timeline and contact list.

• “Would you be willing to be the main contact for our vendors on the day?
• “Are you comfortable making small decisions without checking with us?

A QR code that looked fine on screen can fail once printed small, on glossy paper or in dim lighting. Testing on a few phones, including older ones, shows whether the code scans quickly and opens the right page. Catching a broken link now is simple; discovering it when guests are standing at the sign is not.

Set up your photo-sharing link first, so the code points to the final page.

• Often forgottenCouples often test only on their own phone, which may already be logged in to the service.
• Print codes at a generous size and avoid placing them on busy backgrounds.
• Ask a less tech-confident friend to try it; if they can, most guests can.

Rural venues, stone buildings and basements can have very little signal. That matters more than it seems: card readers may fail, guests may struggle to upload photos, and your coordinator may not be reachable. Knowing in advance lets you ask for a guest Wi-Fi network, choose a meeting point instead of relying on calls, or tell guests that uploads may work better later.

• Often forgottenCouples often test signal only in the parking lot, not inside the rooms where guests will be.
• If signal is weak, let guests know they can upload photos after the wedding.

• “Is there Wi-Fi guests can use, and can we display the password?
• “Where in the venue is signal strongest?