Complete Wedding Planning Checklist & 12-Month Timeline

Essential First Steps

• Celebrate and share the news!

  Call close family and friends first, then announce on social media if you'd like.

• Discuss your vision together

  Big or intimate? Traditional or modern? Three-day celebration or single-day fusion? Align on your overall vision before diving into details.

• Set a rough budget

  Determine who's contributing and how much you can realistically spend. Indian-American weddings average $40,000-$80,000 for multi-day events.

• Create a rough guest list

  Estimate numbers for budget and venue planning. You'll refine this later, but knowing if you're planning for 150 or 350 guests changes everything.

• Pick potential wedding dates

  Consider family schedules, auspicious dates, venue availability, and peak vs. off-peak seasons. Have 3-4 backup dates ready.

• Start a planning folder/account

  Create a dedicated email, shared Pinterest board, and Google Drive folder for inspiration and vendor communications.

• Hire a wedding planner (highly recommended for fusion weddings)

  A specialized Indian-American wedding planner understands cultural nuances, has vendor networks in both communities, and can navigate family expectations. Book early—the best planners book 12-18 months in advance.

• Book your venue(s)

  For multi-day weddings, you may need separate venues for Mehendi/Sangeet and ceremony/reception. Prime dates at popular venues book 12-18 months out.

• Book photographer and videographer

  For Indian weddings, look for photo/video teams experienced with long events, cultural rituals, and multiple outfits. The best teams book 12+ months ahead.

• Reserve hotel room blocks

  Especially important for multi-day weddings. Negotiate group rates at 2-3 hotels at different price points near your venue.

• Book caterer or select venue catering package

  For fusion weddings, you may want separate Indian and Western caterers. Ensure they can accommodate dietary restrictions (vegetarian, vegan, halal, etc.).

• Create a wedding website

  Essential for multi-day events. Include schedule, venue details, hotel info, cultural context for non-Indian guests, and RSVP management.

• Start shopping for wedding outfits

  Indian bridal outfits (lehenga, sherwanis) require 4-6 months for custom orders plus alterations. Start browsing and considering virtual shopping from India.

• Book DJ/band/entertainment

  For Sangeet and reception. Look for DJs who can mix Bollywood, bhangra, and Western music seamlessly.

• Book florist and decorator

  Discuss Mandap design, stage decoration, Mehendi decor, and centerpieces. Share Pinterest boards and color palette.

• Research and book Mehendi artist

  Experienced bridal mehendi artists book months in advance. Review portfolios and discuss design style (traditional, Arabic, modern).

• Book hair and makeup artist

  Find artists experienced with Indian bridal makeup and heavy jewelry. Schedule trial appointments.

• Finalize guest list and collect addresses

  You'll need accurate counts for Save the Dates. Start a spreadsheet with names, addresses, meal preferences, and plus-ones.

• Order wedding rings

  Custom rings take 6-8 weeks. Also consider Mangalsutra design if having a Hindu ceremony.

• Start registry

  Many couples prefer cash funds for honeymoons or down payments. Consider cultural gift-giving preferences.

• Order bride's outfits

  Lehenga, saree, or fusion dress for ceremony; Mehendi and Sangeet outfits; reception dress. Consider virtual shopping from India with escrow protection.

• Order groom's outfits

  Sherwani, indo-western suit, or traditional attire for each event. Coordinate with bride's outfits for photos.

• Order Save the Dates

  Mail 6-8 months before, especially for destination weddings or multi-day events requiring travel.

• Select wedding party

  Choose bridesmaids, groomsmen, and any cultural roles (best men for both sides, flower girl/ring bearer). Ask them in a thoughtful way.

• Book transportation

  Baraat horse/car, wedding party transportation, guest shuttles between hotel and venue if needed.

• Design invitation suite

  For fusion weddings, consider including cultural context cards explaining ceremonies for non-Indian guests.

• Book officiant and/or priest

  Hindu priest for ceremony rituals, Western officiant if having separate ceremony. Discuss ceremony length and customization options.

• Mail formal invitations

  Send 6-8 weeks before for local guests, 3 months for destination weddings. Include full schedule, dress codes, and RSVP card/website.

• Finalize menu and tastings

  Sample dishes from caterer. For fusion menus, ensure balance between traditional Indian and Western options.

• Book wedding cake or mithai

  Traditional cake, fusion desserts, or Indian sweets display. Schedule tasting.

• Order bridesmaid dresses/outfits

  Many bridesmaids wear coordinating sarees or lehengas for Indian events, then matching Western dresses for reception. Allow time for alterations.

• Order jewelry and accessories

  Bridal jewelry sets, Maang tikka, Nath, bangles, Kalire. Consider virtual shopping from India for authentic pieces.

• Book honeymoon travel

  Flights, hotels, excursions. Consider visa requirements if traveling internationally.

• Schedule dress fittings

  First fitting for bridal outfits. Bring your shoes and undergarments that you'll wear on the day.

• Order wedding favors and welcome bags

  For multi-day events, welcome bags with schedule, snacks, and survival kit items are appreciated. Traditional favors might include mithai boxes or small cultural gifts.

• Plan ceremony details with priest/officiant

  Discuss which rituals to include, ceremony length, and cultural explanations for mixed-audience weddings.

• Purchase ceremony items

  Coconut, betel leaves, rice, sacred thread, flower garlands (Varmala), and any other puja items your priest specifies.

• Plan seating arrangements

  Consider cultural dynamics, family politics, and mixing guests who don't know each other well.

• Finalize Sangeet program and performances

  Coordinate with family and friends who want to perform. Schedule rehearsals and create playlist.

• Schedule makeup and hair trials

  Test different looks for each event. Bring jewelry and outfit photos for color matching.

• Apply for marriage license

  Check your state/city requirements for timing and documentation needed.

• Send RSVP reminder to non-responders

  Follow up with guests who haven't responded. You need accurate counts for catering and seating.

• Finalize vendor details and timelines

  Confirm arrival times, setup schedules, payment schedules, and day-of contact information with all vendors.

• Create detailed day-of timeline

  Minute-by-minute schedule for each event. Share with planner, wedding party, and vendors.

• Order program cards/ceremony guides

  Especially helpful for non-Indian guests to follow along with ceremony rituals and their meanings.

• Final dress fittings and alterations

  All outfits for all events should be fitted, pressed, and ready. Don't wait until the last minute.

• Break in wedding shoes

  Wear them around the house. Add cushion inserts if needed. You'll be standing for hours.

• Prepare payments and tips for vendors

  Place payments in labeled envelopes. Assign someone trustworthy to distribute on wedding day.

• Write vows (if applicable)

  Some couples write personal vows in addition to traditional ceremony vows.

• Finalize guest count and seating chart

  Confirm final numbers with venue and caterer. Complete seating assignments.

• Have final venue walkthrough

  Meet with venue coordinator, planner, and key vendors at each venue. Discuss setup, power needs, wifi access, parking.

• Confirm honeymoon reservations

  Check in online if possible. Confirm special requests (honeymoon upgrades, dinner reservations).

• Get marriage license

  Don't wait until the last minute. Note expiration dates in some states.

• Create emergency kit

  Safety pins, stain remover, backup jewelry, pain reliever, blotting papers, phone chargers, snacks.

• Schedule rehearsal

  Usually the night before. Include wedding party, parents, officiant/priest, and any readers or performers.

• Start beauty prep

  Facials, waxing, teeth whitening—do these 2-4 weeks before, not days before (in case of reactions).

• Send final timeline to all vendors

  Include contact phone numbers for planner and couple's point person.

• Confirm all vendor arrival times

  Call each vendor personally or have your planner do a final check-in.

• Pack for honeymoon

  Don't leave this until the night before the wedding. Have bags ready to go.

• Steam or press all wedding outfits

  Do this a few days before. Hang everything carefully and keep covered.

• Break in your mehendi

  Get your mehendi 2-3 days before the wedding so it has time to darken and oxidize properly.

• Give rings to best man/maid of honor

  Make sure they know where they'll keep them safe during the ceremony.

• Prepare toasts/speeches

  If you're giving a speech at the reception, practice it several times.

• Get plenty of rest

  This week is about self-care. Hydrate, sleep well, and try to stay relaxed. Delegate stress to your planner or family.