Wedding Planner Execution Timeline: T-12 Months to Wedding Day Complete SOP

Successful weddings require timeline management, budget control, vendor coordination, and risk planning. This monthly breakdown ensures nothing falls through the cracks.

1. T-12 to T-9 Months: Concept and Framework

• Client Requirements: Style, budget, guest count, special needs (dietary, accessibility, multilingual)

• Date and Venue: Lock wedding date, venue tours, contract signing

• Core Vendors: Initial contact and quotes for photography, MC, florals

• Budget Framework: Total allocation, payment timeline, reserve fund setup

2. T-9 to T-6 Months: Vendor Locking and Details

• Vendor Contracts: Photography/video, MC, makeup, florals, AV/lighting

• Menu and Tastings: Catering confirmation, dietary arrangements, allergen labeling

• Invitation Design: Style confirmation, printing timeline, mailing schedule

• Guest Logistics: Overseas guest hotels, shuttle arrangements

3. T-6 to T-3 Months: Execution Details and Coordination

• Run Sheet Draft: Timeline, vendor cues, guest flow

• Décor Design Confirmation: Renderings, material lists, install schedule

• Makeup/Hair Trials: Style confirmation, day-of timeline, backup plans

• Music Playlists: Background, entrance music, special effects

4. T-3 to T-1 Month: Final Confirmation and Rehearsal

• Final Guest Count: Seating arrangements, tableware quantities, favor preparation

• Final Vendor Meeting: Timeline alignment, contact info, emergency backup

• Weather Backup: Outdoor rain plans, tent/indoor alternatives

• Legal Documents: Civil ceremony arrangements, witness confirmation, paperwork

5. T-1 Month to T-1 Week: Execution Prep

• Logistics Confirmation: All materials in place, backup items ready

• Rehearsal Setup: Key personnel walk-through, timing practice

• Emergency Contact Network: Vendors, venue, emergency contacts list

• Day-of Items: Rings, vow cards, signing pens, first-aid kit

6. Wedding Day: On-Site Command

• Morning Checks: Venue, equipment, vendor arrival status

• Flow Execution: Follow run sheet, handle surprises, manage timing

• Problem Resolution: Real-time coordination, backup activation, guest service

• Wrap-up Handover: Item returns, final payments, deliverable tracking

Closing:

Prepare by timeline, build in buffers, and establish backups—then focus on enjoying the day instead of firefighting