The essentials
Copy this free Google Docs wedding planner and checklist to organize the full timeline from 12 months out through the month after the wedding. Assign an owner, due date, status, and notes to each task, then share the document with your partner or planner. No email address or payment is required.
Free editable resource
Get the free wedding planner and checklist
Download the formatted planner for ready-made task, owner, due date, status, and notes columns. Open the DOCX in Google Docs or Word. The copy and text-download options below provide a simpler checklist.
Preview the plain-text checklist
2026 GOOGLE DOCS WEDDING PLANNER & CHECKLIST WEDDING OVERVIEW Couple: Wedding date: Venue: Estimated guest count: Overall budget: Planner or coordinator: Shared planning folder: TASK TRACKING For each task, add an owner, due date, status, and any relevant notes or vendor links. 12+ MONTHS BEFORE □ Set an overall wedding budget □ Draft the guest list □ Choose the wedding date or preferred season □ Research and book the venue □ Decide whether to hire a wedding planner □ Book the photographer and videographer □ Start a shared planning folder and Google Doc 9-12 MONTHS BEFORE □ Book the caterer, florist, entertainment, and key rentals □ Choose the wedding party □ Begin attire shopping □ Send save-the-dates □ Reserve guest accommodation blocks □ Start the wedding website and registry 6-9 MONTHS BEFORE □ Finalize ceremony and reception plans □ Book transportation, hair, and makeup □ Order invitations and stationery □ Review honeymoon documents and bookings 3-6 MONTHS BEFORE □ Confirm menu, cake, flowers, music, and rentals □ Plan the ceremony wording and readings □ Create the day-of timeline □ Buy rings and accessories □ Choose a guest-photo collection method and plan where QR codes will appear 1-3 MONTHS BEFORE □ Send invitations and track RSVPs □ Finalize seating and floor plans □ Confirm vendor arrival times and contacts □ Prepare vows, speeches, and MC notes □ Create the wedding gallery and test guest uploads before designing QR signs □ Design wedding photo QR table cards and welcome signage □ Choose a person to monitor the guest photo gallery 2-4 WEEKS BEFORE □ Confirm the final guest count □ Share the complete timeline with vendors and wedding party □ Prepare final payments and tips □ Print QR code signs, table cards, menus, and programs □ Scan the printed QR signs on both iPhone and Android and complete a test upload □ Add a short guest-photo announcement to the MC script WEDDING WEEK □ Pack attire, rings, documents, and emergency supplies □ Reconfirm every vendor and delivery □ Give the timeline and contact sheet to the wedding party □ Place QR signs with reception decor □ Recheck the printed QR signs, guest uploads, and optional slideshow at the venue □ Delegate card, gift, and personal-item collection WEDDING DAY □ Give rings and legal documents to the responsible person □ Confirm QR cards are visible at tables, entrance, bar, and photo booth □ Ask the MC to invite guests to upload their photos □ Enjoy the day and let the team handle the checklist AFTER THE WEDDING □ Download and back up professional and guest photos □ Send thank-you notes □ Return rentals and borrowed items □ Leave vendor reviews □ Select photos for albums, prints, and thank-you cards □ Archive or close the guest gallery when ready
At a glance
- Formats
- Editable DOCX for Google Docs, text, print
- Timeline
- 12+ months through post-wedding
- Best setup
- Owner + due date + status per task
- Sharing
- Partner, planner, or wedding party
- Choose a photo-sharing method
- 3-6 months before
- Create and test the gallery
- 1-3 months before
- Print and test QR signs
- 2-4 weeks before
- Final QR test
- Wedding week
- Cost
- Free
What This Google Docs Wedding Planner Includes
The planner combines a 12-month wedding timeline, vendor and guest tasks, wedding-day handoffs, and post-wedding follow-up in one editable document. A short wedding overview keeps the date, venue, guest count, budget, coordinator, and shared-folder link at the top.
Each task can have an owner, due date, status, and notes or vendor links. That structure turns the checklist into a shared working planner instead of a static list that one person has to remember and update alone.
The timeline also includes guest-photo planning: choosing a collection method, creating and testing the gallery, printing QR code signs, preparing an MC reminder, checking the venue display, and downloading the final collection after the wedding.
How to Use the Wedding Planner in Google Docs
Download the formatted DOCX above and open it with Google Docs, or upload it to Google Drive and choose Google Docs to open it. The table columns are already in place: task, owner, due date, status, and notes. Save a Google Docs copy if you want to keep working in the native format.
Replace the overview fields, assign one accountable owner per task, and add actual dates based on your wedding day and vendor agreements. Use a small set of statuses: Not started, In progress, Waiting, and Done. Copy a row when you need an extra task.
Share with your partner or planner using the access level each person needs. Keep detailed budgets and guest lists in separate linked files if that makes them easier to manage. Review the plan monthly at first, weekly in the final three months, and during wedding week as needed.
For a shorter engagement, keep the same dependencies: venue and guest count before final bookings, guest-upload testing before QR signs, and vendor confirmation before the final timeline. Remove tasks that do not fit your celebration.
12 to 6 Months Before the Wedding
□ Set the budget, draft the guest list, choose the date, and book the venue. These decisions shape almost every later task.
□ Book priority vendors such as the photographer, videographer, planner, caterer, florist, and entertainment according to local availability.
□ Start attire planning, accommodation research, the wedding website, and the registry. Create one shared folder for contracts, invoices, inspiration, and the master Google Docs checklist.
6 to 3 Months Before the Wedding
□ Finalize ceremony and reception plans, invitations, transport, hair and makeup, rentals, and menu decisions.
□ Create a first version of the wedding-day timeline and assign an owner to every handoff, delivery, announcement, and payment.
□ Choose how guests will share candid photos and plan where the link or QR code will appear. Schedule gallery creation and guest-upload testing for one to three months before the wedding, before designing the final signs.
The Final Three Months
□ Track RSVPs, finish the seating plan, confirm vendor timing, and prepare speeches, vows, signage, and final payments.
□ One to three months before the wedding, create the gallery and test guest uploads. Then add its QR code to table cards, the welcome sign, menus, or the photo booth area. Use the same destination everywhere so guest photos collect in one gallery.
□ Two to four weeks before the wedding, print the final materials, scan the printed QR signs on both iPhone and Android, and complete a test upload. Add a ten-second guest-photo prompt to the MC notes.
Wedding Week and the Day Itself
□ Reconfirm vendors, pack personal items, share the final timeline, and delegate responsibility for gifts, cards, rings, legal documents, and vendor questions.
□ During wedding week, recheck the printed QR signs and a guest upload at the venue. Confirm the signs are visible where guests pause naturally. If you plan a live slideshow, test the screen, connection, and moderation settings before guests arrive.
□ Once the event starts, let the assigned people manage the plan. The checklist should reduce decisions on the day, not become another task for the couple.
After the Wedding
□ Download and back up professional and guest photos, return rentals, send thank-you notes, leave vendor reviews, and reconcile the final budget.
□ Choose photos for albums, prints, and thank-you cards while the event is fresh. Keep at least two copies of irreplaceable photo files in separate locations.
□ When everyone has finished contributing, archive or close the guest gallery according to your privacy and retention preferences.
Questions & answers
Is this Google Docs wedding planner and checklist free?
Yes. Download the formatted DOCX and open it in Google Docs or Word, or copy the plain-text checklist. No email address or payment is required.
Can I use this as a complete wedding planner?
Use it as the shared task and timeline hub. The formatted download includes owner, due date, status, and notes columns. Detailed budgets, guest databases, and seating charts can be kept in separate linked spreadsheets.
When should I start a wedding checklist?
Start as soon as you decide to plan the wedding. The template begins 12 or more months out, but it can be condensed for a shorter engagement.
How do two people manage the same checklist?
Add an owner and due date to each task, then share the Google Doc with edit access. Use comments for decisions that need discussion.
When should we set up wedding guest photo sharing?
Choose a method three to six months before the wedding. Create the gallery and test guest uploads one to three months before, print and test QR signs two to four weeks before, and recheck them at the venue during wedding week. If invitations or other stationery need the code earlier, bring gallery creation and testing forward to meet that print deadline.
Where should the wedding photo QR code appear?
Use several visible locations: the welcome sign, reception tables, bar, menus, and photo booth area. A short MC announcement also improves participation.
Keep the moments close
Every guest’s perspective.
One shared collection.
Create a private gallery, share a QR code, and bring your event’s photos together.
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