Checklists LibraryWedding Organisation Checklist

Events

11/18/2025

Wedding Organisation Checklist

This Wedding Organisation Checklist is a field-ready tool for coordinators and event professionals to run a wedding from briefing to load-out with zero guesswork. It covers the full arc — vision and budget, venue logistics, permits and insurance, vendor coordination, ceremony cues, reception flow, guest services, accessibility and safety, media, décor, catering/bar, transport, and end-of-night close — with space for evidence at critical control points.

Use it in TARGPatrol on the day-of (and during prep) to assign tasks, capture photo proof, log numbers (counts, times, quantities), and record quick pass/fail decisions. Every item supports four answer types — [Flag], [Number], [Media], [Text] — so the same template works for rapid checks, precise metrics, visual confirmation, and notes.

For operations, the checklist aligns with a practical timeline and creates a live audit trail: who did what, where, and when. GPS/time stamps and photo attachments reduce disputes, while push notifications keep vendors and staff on schedule. After the event, export results to PDF for clients and auditors, and use the data to refine SOPs, vendor performance, and future budgets.

Print as a clean PDF for clipboards, or run entirely in the mobile app. Recommended workflow: duplicate per event, prefill known details (venue, vendor contacts, permit numbers), mark mandatory photo points (ceremony setup, safety, rentals, cake, seating), and enable automatic tasks for any failed checks to ensure verified closure.

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Wedding scope confirmed with couple (vision, priorities, non-negotiables)

Check

Primary client contact and decision-maker identified (name/role noted)

Text

Signed coordination contract on file, scope and fees agreed

Check

Deposit received, payment schedule plotted to calendar

Check

Total budget set, contingency ≥10% reserved

Number

Key milestones entered in planner (D-90/60/30/14/7/1)

Check

Guest count target confirmed

Number

Final guest count lock date agreed

Text

Ceremony date, time, and duration confirmed

Check

Reception date, time, and duration confirmed

Check

Venue(s) booked, contracts stored

Check

Venue capacity adequate for seated service (chairs/tables count)

Number

Load-in and load-out windows approved by venue

Check

Venue floor plan obtained (ceremony/reception/back-of-house)

Media

Custom layout drafted with zones (stage, dance floor, bars, cake, kids, ADA)

Media

Weather backup plan defined (indoor flip or tented)

Check

Tent size and wind/snow rating verified (if applicable)

Text

Local permits secured (sound, marquee, pyrotechnics, street closure)

Check

Permit copies uploaded

Media

Insurance COIs collected from all vendors

Check

Emergency contacts list compiled (venue, vendors, couple, family)

Text

Risk assessment completed (trip hazards, cables, open flames)

Check

First aid kit stocked and accessible

Check

AED availability verified (venue or rental)

Text

Emergency egress routes mapped and shared

Media

Fire extinguishers placed and checked

Check

Security staffing confirmed (count & shift times)

Number

Accessibility: ramps, restrooms, table clearance verified

Check

Signage plan prepared (wayfinding, seating, bar, restrooms)

Media

Parking plan confirmed (guest, VIP, vendors, shuttle/staff)

Check

Valet/shuttle vendor booked, route timing set

Text

Hotel blocks secured (cut-off date noted)

Text

Welcome bags prepared (count)

Number

Welcome bag delivery photo (front desk/rooms)

Media

Officiant booked, script & license process aligned

Check

Marriage license requirements verified (jurisdiction/lead time)

Text

License pickup date scheduled

Check

Rehearsal date/time reserved with venue and officiant

Check

Rehearsal invite list confirmed

Number

Ceremony procession order finalized

Text

Ceremony cues timed to music (walk lengths, song cut points)

Check

Microphone count for ceremony (officiant/readers/musicians)

Number

Ceremony audio test photo/video

Media

Vows/readings received and printed

Check

Cultural/religious traditions captured (ketubah, tea ceremony, etc.)

Text

Reception timeline drafted (grand entrance → last dance)

Check

MC/host briefed, pronunciation guide prepared

Text

DJ/band booked, setlist & do-not-play list finalized

Check

Sound check scheduled, decibel limits noted

Text

Power map created (amps per circuit, distro/backup)

Media

Total 120V/230V circuits allocated

Number

Lighting design approved (ambience, stage, safety)

Check

Lighting focus photo (dance floor/speeches/cake)

Media

Caterer booked, service style (plated/buffet/family)

Text

Final menu approved, dietary flags in guest list

Check

Dietary/allergy count (vegan/vegetarian/gluten-free/other)

Number

Kitchen access and prep area confirmed

Check

Tastings completed, notes uploaded

Media

Bar provider booked, licenses verified

Check

Bar menu & quantities calculated (wine/beer/spirits/mixers)

Text

Total ice requirement (kg)

Number

Water stations planned (locations & refill cadence)

Text

Cake/dessert vendor booked, delivery/window confirmed

Check

Cake table: linen, stand, knife, plates, forks count

Number

Florals booked, recipes (bouquets, boutonnieres, centerpieces) approved

Check

Stem count for centerpieces (average)

Number

Pin-on/boutonniere distribution list prepared

Text

Floral drop photo (hydration/storage)

Media

Decor inventory checklist (linens, runners, chargers, candles)

Check

Escort/seating cards printed, count

Number

Seating chart/floor plan final upload

Media

Rental order confirmed (tables, chairs, lounge, heaters)

Check

Rental quantities re-checked against plan

Number

Restroom capacity and supplies verified

Check

Photo/video team booked, shot list approved

Text

Family photo wrangler named

Check

Sunset time added to timeline for portraits

Check

Entertainment extras (live painter/booth/sparklers/confetti) confirmed

Check

Stationery proofed (programs, menus, signage)

Check

Guestbook method decided (book/audio)

Text

Gift/guestbook table setup photo

Media

Transportation vendor(s) booked (limos/coach)

Check

Pickup times/addresses confirmed

Text

Driver contact list compiled

Check

Bridal party timeline distributed

Check

Hair/makeup team booked, trial completed

Check

Steamer/garment kit prepped

Check

Emergency kit stocked (tape, pins, meds, sewing)

Check

Rings accounted for, ring bearer briefed

Check

Ring box/photo uploaded

Media

Attire checks complete (fits, shoes, accessories)

Check

Dress/suit pickup dates noted

Text

Flat lay props packed (invites, vows, jewelry)

Check

Vendor roster with on-site lead & cell numbers

Text

Vendor arrival schedule locked

Check

Vendor meals count

Number

Walkie-talkies charged, channel plan set

Check

Walkie count

Number

Timekeeper assigned for speeches/toasts

Check

Toasts order & mic handoff plan

Text

Place settings count verified

Number

Table numbers/signs placed (photo)

Media

Chair count cross-checked

Number

ADA seating assigned

Check

Kids table/activities prepared

Check

High chairs/boosters count

Number

Favors ready (type/placement)

Text

Favors table photo

Media

Card box secured, attendant assigned

Check

Cash handling protocol defined

Text

Coat check arranged (tickets & staff)

Check

Trash/recycling plan with venue

Check

Back-of-house map posted (stewarding, dish, staging)

Media

Final timeline approved by all parties

Check

Copies of timeline printed and shared

Number

Backup vendors listed (DJ, transport, HMU)

Text

Spill/rain kits prepared (mats, towels, umbrellas)

Check

Umbrella count

Number

Generator secured

Check

Lost & found bin prepared

Check

End-of-night tips/envelopes prepared

Number

Final payments/cheques ready

Check

Cleanup crew count

Number

Venue walk-through at close with manager

Check

Damage/incident photos captured if any

Media

Leftover food policy followed (donation/disposal)

Text

Rental returns scheduled, pick-list ready

Check

Personal items packed and signed off

Check

Post-event thank-you/vendor review plan

Text

Photo/video delivery timelines recorded

Check

Debrief notes logged (what worked/what to change)

Text

Client feedback collected (survey/NPS)

Check

Actuals vs budget variance entered [% or amount]

Number

Final album of key setups uploaded (for portfolio)

Media

Wedding Organisation Checklist

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