Every guest-facing task, with an owner, a deadline and the column most checklists forget.
| Task | Deadline | Owner | Status | Guests told? | Notes |
|---|---|---|---|---|---|
| 12 to 10 months out | |||||
| Confirm destination, venue and dates | |||||
| Decide what you cover and what guests pay | |||||
| Collect phone numbers, emails and addresses | |||||
| Get accommodation terms in writing | |||||
| Send the save-the-date | |||||
| 9 to 6 months out | |||||
| Finalise airports and accommodation options | |||||
| Reserve room blocks or villas | |||||
| Book transport for the major routes | |||||
| Publish travel and booking instructions | |||||
| Send invitations with deadlines | |||||
| 5 to 3 months out | |||||
| Assign rooms or accommodation categories | |||||
| Gather arrival and departure details | |||||
| Collect dietary, allergy and accessibility needs | |||||
| Draft shuttle groups from real arrival times | |||||
| Send payment links with amount, currency and due date | |||||
| 2 months out | |||||
| Finalise routes, groups and pickup points | |||||
| Chase missing travel details | |||||
| Reconfirm transport capacity and timing | |||||
| Verify headcounts with venue and vendors | |||||
| Share the latest weekend overview | |||||
| Final two weeks | |||||
| Freeze the schedule | |||||
| Reconfirm every vehicle, driver and pickup time | |||||
| Send the final day-by-day itinerary | |||||
| Send each guest their individual pickup details | |||||
| Give guests one number for questions | |||||
| Wedding weekend | |||||
| Monitor arrivals and departures | |||||
| Confirm changes with the planner first | |||||
| Notify only the guests a change affects | |||||
| Send reminders before key departures | |||||
| Departures and after | |||||
| Confirm return transfers and groups | |||||
| Share checkout and luggage storage | |||||
| Tell guests where the photos will live | |||||
| Send thank-you messages | |||||
A task is not finished when it is decided. It is finished when every affected guest knows what it means for them.