A great wedding starts with a great plan—and that begins with the right wedding planning checklist.
Planning a wedding is one of the most exciting—and overwhelming—projects you’ll ever take on. Between the venue, the guest list, the dress, and the dozens of details in between, it’s easy to feel like you’re juggling a hundred moving parts.
Chris Epps understands that feeling well. With over 15 years in the Charlotte, NC party rentals scene, he’s worked alongside hundreds of couples, helping turn visions into reality. And if there’s one thing he’s learned, it’s that weddings run smoother when there’s a clear, step-by-step guide from the beginning.
This isn’t just a checklist. It’s a calm, confident planning checklist for your wedding—a roadmap to guide you from the moment you say “yes” to the moment you say “I do.”
Couple this checklist with our guide on planning a wedding for maximum effect!
12+ Months Before: Set the Foundation for Your Wedding Planning Checklist
The early months are for dreaming, defining, and making the big decisions that shape your entire celebration.
- Set your overall budget. What are you comfortable spending? Will anyone be contributing? Having this discussion early removes guesswork and helps prevent overspending.
- Draft your guest list. It doesn’t have to be final, but you need a ballpark number to choose the right venue and vendors.
- Choose your date and book the venue. These two go hand in hand. Popular venues in Charlotte often book out 12–18 months in advance.
- Consider hiring a wedding planner. Whether full-service or just day-of coordination, planners can help you avoid costly mistakes and keep your vision cohesive.
Once these foundational elements are in place, the rest of your planning becomes much more manageable.
9–12 Months Before: Lock in Key Vendors
This is when the logistics come into focus. You’re building your wedding team, and the sooner you do it, the better your options will be.
Book your:
- Photographer and videographer – Look at full galleries to see how they capture entire events.
- Caterer – Schedule tastings and discuss meal formats: plated, buffet, stations.
- Entertainment – Whether it’s a DJ or live band, meet them or watch them perform before booking.
- Rental partner – Talk to a trusted company like Charlotte Party Rentals to secure tents, tables, chairs, staging, and lighting.
This is also a good time to:
- Shop for your wedding attire
- Create your wedding website and registry
- Think about ceremony vs. reception locations if they’re separate
Your wedding planning checklist is now driving every step of progress.
6–9 Months Before: Shape the Experience
Now that you’ve locked in the major players, it’s time to design the look and feel of your day.
- Send save-the-dates. Especially if your wedding falls during a popular season or involves lots of travel.
- Choose your theme and color palette. Romantic garden? Minimalist modern? Your answers will shape floral, decor, lighting, and signage decisions.
- Schedule tastings and beauty trials. Don’t leave your makeup or menu to chance—test everything in advance.
- Meet with your rental provider. Finalize layout plans and backup rain solutions for outdoor venues.
This is when the day starts feeling real—and your free wedding planning checklist helps make sure no details slip through.
4–6 Months Before: Get it on Paper
Your vision is clear, and now it’s time to make it official.
- Order your invitations. Design, print, and address them in time to send 6–8 weeks before the wedding.
- Finalize your guest list. Make calls or follow up with anyone who hasn’t responded to your save-the-date.
- Buy your wedding bands. Consider engravings or matching sets and account for resizing time.
- Book your honeymoon. Finalize travel and accommodation plans, and check your passports if needed.
You should also review any special rentals you may need: extra lighting, bar setups, lounge furniture, or heat lamps for chilly evenings.
Keep your planning a wedding checklist updated as you go—especially as you start placing final orders and confirming details.
2–4 Months Before: Confirm and Coordinate
With the big picture in place, your role now shifts to confirming, communicating, and preparing the final flow.
- Mail your invitations. Include RSVP deadlines, hotel info, and dress code.
- Meet with your officiant. Finalize the structure of your ceremony and review any religious or personal elements.
- Confirm every vendor. Go over timing, setup instructions, and final questions.
- Create a day-of timeline. Share this with your planner, photographer, rental crew, and bridal party so everyone’s aligned.
This is where a good wedding planning checklist keeps the wheels from falling off. You’ll feel more confident knowing every step is accounted for.
Final Month: Tie It All Together
This is where everything comes together—and any lingering stress gets ironed out.
- Apply for your marriage license. Check local requirements so you’re not scrambling at the last minute.
- Finalize your seating chart. Use your RSVPs to arrange guests in a way that feels social and comfortable.
- Share final counts with your caterer. They typically need this info 2–3 weeks before the event.
- Do final fittings. Try everything on with accessories, shoes, and undergarments.
- Walk through your layout with your rental provider. Visualizing the full setup ahead of time gives peace of mind.
Having a planning checklist for wedding tasks will be your best friend right now. Every checkbox cleared is one step closer to your big day.
Wedding Week: Enjoy the Calm Before the Celebration
This is your moment to relax, reflect, and get excited. You’ve done the work—now let the professionals take it from here.
Make sure to:
- Pack a wedding day emergency kit. Include safety pins, stain remover, eye drops, snacks, mints, and anything else that could save the day.
- Organize tips and final payments. Label envelopes and hand them off to your planner or trusted friend.
- Double-check all appointments. Hair, makeup, transportation, and photographer arrival times.
- Get sleep. Hydrate. Breathe. The most important prep now is taking care of yourself.
If you’ve followed your wedding planning checklist to this point, you’ve earned the right to step back and soak it all in.
Final Thoughts: You’re More Ready Than You Think
Planning a wedding doesn’t have to be stressful. With the right team, timeline, and tools, it can actually be… fun.
Chris Epps and the team at Charlotte Party Rentals are here to help you take the pressure off. From beautiful tent setups and floor plans to delivery logistics and day-of support, they’ve helped hundreds of couples pull off stress-free, stunning weddings.
Start with the checklist. Then reach out when you’re ready for expert help to bring it all together.
You’ve got this—and we’ve got your back.
