Complete Wedding Planning Checklist

The following checklists provide tools you can print or save for quick reference during your planning. They're designed to be genuinely useful as you organize your Cincinnati wedding.

12-Month Wedding Planning Timeline Checklist

Keep this checklist handy to track your progress. Adjust timing as needed for engagements shorter or longer than 12 months.

12+ Months Before

- [ ] Celebrate engagement – enjoy the moment, throw an engagement party (optional)
- [ ] Discuss budget & size – determine total budget and who's contributing. Draft a tentative guest count
- [ ] Choose wedding date range – consider season and availability
- [ ] Research and book venue – tour favorites, compare offerings, book the venue; set firm date
- [ ] Hire wedding planner or day-of coordinator (if using)
- [ ] Book officiant – church/religious officiant or civil officiant. Ensure date is reserved
- [ ] Wedding website & hashtag – create a site to share details with guests; come up with a fun hashtag if using one

9–12 Months Before

- [ ] Book caterer (if not included in venue) – schedule tastings, review menus. Consider guest dietary needs
- [ ] Book photographer & videographer – meet, review portfolios, sign contract for wedding day (and engagement shoot if included)
- [ ] Book music – DJ or band secured; discuss style and any special songs
- [ ] Hire florist – discuss vision, favorite flowers, and budget. Secure date with deposit
- [ ] Shop for wedding dress – visit bridal salons (e.g., Reading Bridal District); order dress (allow time for delivery)
- [ ] Shop for bridesmaid dresses & groomsmen attire – choose colors/styles; inform wedding party of ordering deadlines
- [ ] Save-the-Dates – design/order them if sending, especially for out-of-town guests or peak season date. Plan to send around 6-8 months out
- [ ] Hotel room blocks – reserve blocks at convenient hotels (negotiate group rate; downtown & NKY options if needed)
- [ ] Register for gifts – set up wedding registries (3-4 places is common, including online options)
- [ ] Engagement photos – have session with photographer (if doing); use for save-the-date or website

6–8 Months Before

- [ ] Send Save-the-Date cards (or email) – include website URL for more info
- [ ] Plan stationery – choose invitation design; order invites, RSVP cards, envelopes
- [ ] Arrange transportation – book shuttles, limos, trolleys, etc., as needed for wedding day
- [ ] Order wedding cake – or arrange with bakery for desired dessert. Schedule tasting and choose flavors/design
- [ ] Bridal party attire – ensure bridesmaids have ordered dresses; groomsmen know how/when to get suits or tuxes
- [ ] Begin planning honeymoon – if you plan to travel right after wedding, research destinations, check passports, book flights/hotels
- [ ] Vendor check-in – touch base with any not recently contacted

3–5 Months Before

- [ ] Mail wedding invitations (around 8 weeks out; 10-12 weeks if destination wedding)
- [ ] Finalize menu & catering details – attend final tasting, decide on courses, appetizers, late-night snacks
- [ ] Plan ceremony – meet with officiant to outline script, select readings, music, and vows
- [ ] Buy wedding bands – allow time for any resizing or engraving
- [ ] Dress fittings – attend first bridal gown fitting (typically ~2 months out)
- [ ] Hair and makeup trial – test out your wedding day look; finalize booking with stylists
- [ ] Plan reception decor – decide on centerpieces, linens, seating layout, favors
- [ ] Create playlists/requests for DJ/band – list must-play and do-not-play songs
- [ ] Order rentals – if needed, confirm rental items: linens, chairs, lighting, photo booth
- [ ] Check marriage license requirements – verify what documents needed and when to get license

1–2 Months Before

- [ ] Follow up on RSVPs – contact any guests who haven't responded. Get final headcount
- [ ] Create seating chart – once all RSVPs are in, map out table assignments
- [ ] Meet with vendors for final details (venue/caterer, photographer, DJ/band, florist, bakery, rentals)
- [ ] Obtain marriage license – go to probate court with partner (about 2-3 weeks out is ideal)
- [ ] Write vows (if personal) – and/or pick ceremony readings
- [ ] Purchase thank-you gifts – for bridal party, parents, or anyone you want to honor
- [ ] Finalize wedding day timeline – write a detailed schedule from getting ready to the grand exit
- [ ] Distribute timeline – share with coordinator, vendors, bridal party, and family

Week of Wedding

- [ ] Final venue walk-through – if possible, do a quick check of setup details
- [ ] Final payments and tips – pay any remaining vendor balances. Prepare labeled envelopes with tips
- [ ] Pack for wedding day (dress, veil, suit/tux, rings, license, emergency kit, overnight bag)
- [ ] Attend rehearsal – run through ceremony with officiant and party
- [ ] Rehearsal dinner – relax and enjoy time with close friends/family
- [ ] Get a good night's sleep before the big day

Wedding Day

- [ ] Eat breakfast and stay hydrated
- [ ] Hair & makeup – start on time or early
- [ ] Get dressed with help from your party
- [ ] Ceremony – get married and soak in the moment!
- [ ] Family/group photos – work with photographer per your list
- [ ] Reception – celebrate! Stick to your planned timeline loosely
- [ ] Thank guests – greet and thank as many guests as possible
- [ ] End-of-night – do your grand exit if planned. Collect gifts/cards
- [ ] Breathe & Enjoy – be present and have fun!

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Budget Category Checklist

Use this list to ensure you've accounted for all potential wedding expenses. Average Cincinnati costs included for reference.

Venue & Rentals

- [ ] Venue rental fee (ceremony and/or reception) – average ~$6,000 - [ ] Tables, chairs, linens (if not included) - [ ] Table settings (plates, glassware, flatware) - [ ] Tent or weather backup (if outdoor) - [ ] Dance floor, lighting, AV equipment - [ ] Heaters or fans (seasonal)

Catering & Bar

- [ ] Food (hors d'oeuvres, main meal, late-night snack) – average ~$5,100 for 150 guests - [ ] Cake and/or desserts – average $2-$5 per slice - [ ] Bar/alcohol – average ~$4,000 for full open bar - [ ] Coffee/tea service - [ ] Service charge and tax (often +20-25%) - [ ] Gratuities for catering/banquet staff

Attire & Beauty

- [ ] Wedding dress – $1,000-$3,000+ (plus alterations $100-$500) - [ ] Veil or hair accessories - [ ] Bride's shoes, jewelry, undergarments - [ ] Groom's attire – suit/tux, shirt, tie, shoes - [ ] Hair styling – bride ($70-$150) and bridal party ($50-100 each) - [ ] Makeup – bride ($70-$150) and bridal party - [ ] Beauty trials – hair/makeup sessions (~$75 each)

Photography & Videography

- [ ] Photographer – Cincinnati average ~$4,000 for full-day package - [ ] Videographer – average ~$3,700 for highlight film - [ ] Extra hours or second shooter fees - [ ] Engagement session - [ ] Photo booth – ~$500-$800 - [ ] Albums or prints (post-wedding)

Flowers & Decor

- [ ] Bride's bouquet ($150-300) - [ ] Bridesmaids bouquets ($60-100 each) - [ ] Boutonnieres ($15-25 each) - [ ] Corsages ($25-40 each) - [ ] Ceremony decor ($200-500+) - [ ] Reception centerpieces ($50-$200+ per table) - [ ] Lighting (uplighting, string lights, ~$1,000)

Music & Entertainment

- [ ] Ceremony musicians – ~$300-$800 - [ ] DJ – average ~$1,000-$1,500 - [ ] Live Band – $2,500-$5,000+ - [ ] Cocktail hour music - [ ] Sound equipment rental

Stationery

- [ ] Save-the-Dates – printing and postage - [ ] Invitations – $2-$10 per set - [ ] Postage for invites and RSVP cards - [ ] Programs, escort cards, place cards, menu cards - [ ] Thank-you cards

Rings

- [ ] Wedding bands for both partners - [ ] Insurance for rings

Officiant & License

- [ ] Marriage license fee – ~$75 in Ohio - [ ] Officiant fee or donation – $100-500 - [ ] Tip for officiant

Transportation

- [ ] Couple's transportation – $200-$500 - [ ] Guest shuttle(s) – varies by distance - [ ] Valet service or parking

Gifts & Misc

- [ ] Favors for guests – $1-$5 per guest - [ ] Welcome bags for out-of-town guests – $5-15 each - [ ] Tips for vendors - [ ] Wedding party gifts – $50-100 each - [ ] Parent gifts - [ ] Buffer – add ~5-10% contingency

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Gratuity Guide

If you receive excellent service, consider these gratuity amounts:

- Catering/banquet manager: $100+ or personal gift
- Chef and kitchen team: $50-100
- Serving staff: $20-30 each
- Bartenders: $20-50 each
- Wedding planner: 10-20% of fee or nice gift
- Photographer/Videographer: $50-100 each
- DJ: $50-100 (Band: $20-50 per musician)
- Hair/Makeup: 15-25% tip
- Officiant: $100-300 honorarium
- Delivery/setup staff: $10-20 each
- Transportation driver: 15% of cost
- Valet supervisor: $20-50 to split among team

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Pro Tip: Print this checklist and check tasks off as you complete them. Modify timing to fit your schedule. Staying organized will help you feel in control and reduce last-minute stress!

Ready to start planning? Contact Somerhaus to schedule your venue tour!