Five Phases for Planning Your Wedding

- Updated on July 16, 2025

If you're planning your own wedding and considering bringing in a coordinator towards the end, it's still very necessary to have a clear roadmap. Breaking down your wedding planning into five manageable phases can really help take the stress away. You want wedding planning to be fun and you should be able to enjoy every step leading up to your big day.

Phase One- Planning

The first essential step is to build the foundation for your wedding. These are the critical elements that need to be secured first because they get booked quickly and might not be available for your wedding day otherwise. Here's your checklist for this crucial phase:

  • Your ceremony and reception venue(s)

  • Your photographer

  • Your videographer

  • Guest List

  • DJ and/or Band

  • Catering

  • Your Wedding website

Phase Two- Design

This is where all the exciting details come in! You can now focus on finding vendors who will truly bring your wedding vision to life. This is the perfect time to create your vision board or Pinterest board and share those inspirations with your creative vendor team. Your checklist for this phase:

  • Florist for your ceremony and reception

  • Any custom rentals you are bringing in. This may include special linens, dishes, furniture, tables, chairs, heaters, etc

  • Custom lighting. This might include lights for an outdoor evening reception, uplighting for an inside reception, or even your monogram projected on the wall or dance floor

  • Invitation Suites. Your invitation sets the tone and style of your wedding. It is definitely the first impression, but that doesn't mean you have to go out of your desired budget to have beautiful invitations. Side note: Always get them weighed and measured for proper postage as soon as you get a sample

  • Extra details include: choosing attire for wedding party including children, wedding bands, guest book and pen, toasting glasses, favors, etc

Phase Three- Coordination

If you're hiring a planner for "Month Of" coordination (also known as Day Of or Wedding Management), this is where they step in! This phase should actually begin closer to three to four months out from your wedding date. Your planner will go over everything you've arranged so far, identify anything that still needs to be done, and collect all your vendor information. This is also your cue to follow up with all your vendors on any pending details. Your checklist for this phase:

  • Send your music choices for ceremony and reception

  • Review your guest list and send out the invitations. Track responses as they come in.

  • Decide where you will be getting ready on your wedding day

  • Find out who is getting hair and makeup done (Bridesmaids)

  • Follow up with your officiant regarding ceremony details

  • Order any signs for your ceremony or reception

  • Order gifts for your wedding party and each other

  • Arrange welcome gifts if you have hotel room blocks for out of town guests

  • Start working on your wedding day timeline

  • Plan your rehearsal dinner

  • Finalize your wedding day programs

  • Confirm guest count with your caterer, they usually give you an assigned date

  • Make sure groomsmen are fitted for their tuxes by their due date

  • Confirm vendor specific dates with all vendors

  • Get marriage license 2-4 weeks ahead

Phase Four- The Production

This is it—the final week of your wedding! All your hard work comes together for one major celebration. The final timeline goes out to everyone, tuxes get picked up, and nails get done! You'll most likely have your rehearsal and a big family rehearsal dinner. Then, it's your Big Event, and everyone will be ready to celebrate! Your checklist for this phase:

  • Send out final timelines to your vendors and family members that may need one

  • Prepare unpaid vendor balance payments due on the wedding day along with any cash gratuities in marked envelopes. These can be given at your rehearsal or on the wedding day

  • Deliver wedding welcome gifts to the hotel 1-2 days before

  • Arrange for someone, if you do not have a planner, to pick up your personal items for your ceremony and reception

  • Pick up tuxes

  • Get nails done

  • Find some time to relax and take it all in

Phase Five- Post Wedding

This phase is all about enjoying that newlywed bliss and heading off on your honeymoon! While you're celebrating, some tasks are still left to do. It's smart to have someone available to follow up with any items that need to be returned. After your honeymoon, you can then take care of your thank-you notes and emails to your vendor team and the venue. This is also a great time to leave reviews for everyone you felt did an amazing job! Your checklist for this phase:

  • Return any rental items left behind at the venue

  • Follow up with anyone who may have personal items for the couple

  • After your honeymoon:

  • Send your thank you notes

  • Send thank you notes and/or review your vendors

  • Submit all name change information and update your driver’s license and passport

  • Live Happily Ever After!!


About The Author

Libby Martin is the owner of Dragonfly Events OC. She is a wedding planner out of Orange County and is available to plan events in all of Southern California. She is a certified event planner through the Association of Bridal Consultants, finishing with Distinguished Honors for her detailed work. She loves helping her clients bring their creative visions to life.

www.dragonflyeventsoc.com

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Day-of Coordinator Vs. Wedding Planner