What Meetings Should You Schedule Before Your Wedding?
Wedding planning comes with endless decisions, meetings, and moving parts—and without the right guidance, it can quickly feel overwhelming. That’s why a clear and comprehensive Chicago wedding planning checklist is essential for staying organized and on track.
At Effortless Events, our luxury wedding planner services walk couples through every important meeting with clarity, expertise, and a truly effortless experience. Below is your complete guide to every meeting you should schedule before your big day.
Design & Décor Meetings
Your wedding aesthetic begins long before décor arrives on-site. These early design meetings ensure your vision is unified, intentional, and impeccably executed.
Floral Showing & Mock Table Setup
This is often the moment everything becomes real. Your floral team and planner will review bouquets, centerpieces, and event florals while presenting a full mock table setup including linens, chargers, chairs, and glassware. Seeing all elements together ensures your design is cohesive and aligned with your overall concept.
Lighting or AV Walkthrough
If you’re incorporating draping, lighting installations, or a band, this walkthrough finalizes placement and logistics. It may feel technical, but it ensures your design looks polished and functions seamlessly.
Venue & Logistics Meetings
Even the most stunning venue relies on exceptional behind-the-scenes planning. These meetings help map flow, troubleshoot challenges, and prepare for flawless execution.
Initial Venue Walkthrough
During this foundational walkthrough, your planner will help determine:
- Guest flow
- Ceremony placement
- Bar locations
- Room layout options
- Design opportunities
Final Venue Walkthrough (4–6 Weeks Out)
One of the most important steps on your Chicago wedding planning checklist, this meeting covers:
- Finalized floor plan
- Full wedding-day timeline
- Vendor arrival and setup schedules
- Ceremony lineup
- Weather backup plan
Your planner is invaluable here—they ensure details are aligned and vendors have everything they need.
Hotel or Shuttle Coordination
If you’re offering transportation or room blocks, this meeting ensures smooth logistics for guests and confirms timing, routes, and communication details. That’s why it’s key to hire a shuttle vendor with strong communication skills, such as Aries Charter or Signature Transportation Group, to ensure a seamless guest experience.
Photo, Video & Sweet Treat Meetings
These meetings shape the memories—and desserts—you’ll enjoy long after the wedding day.
Engagement Photos
Engagement sessions help your photographer understand your style and comfort level, making your wedding-day photos more natural and authentic.
Cake Tasting
Beyond choosing flavors, this meeting includes discussing design, size, and presentation. Your planner may join to help align cake styling with the overall event aesthetic.
Timeline Meeting with Photographer & Videographer
After engagement photos, your planner helps craft a timeline that captures every must-have shot without any stress or rushed moments. As part of your Chicago wedding planning checklist, this is also the perfect opportunity to coordinate with your photographer, and videographer, ensuring a seamless collaboration so your wedding-day memories are beautifully preserved.
Entertainment Meetings
Your entertainment sets the tone and energy of the entire celebration. One of the first decisions you’ll need to make is whether to hire a DJ or a band.
DJ or Band Planning Session
These meetings outline:
- Ceremony song choices
- Cocktail hour ambiance
- Reception playlists
- Your essential “do not play” list
Ceremony Music Rehearsal
If you’re using live musicians, a short rehearsal ensures timing, entrances, and transitions flow beautifully.
Ceremony & Personal Touch Meetings
These meetings help you craft the emotional heartbeat of your wedding day.
Officiant or Ceremony Planning Session
You’ll discuss vows, readings, traditions, and ceremony tone to create something meaningful and personal.
Vow Writing or Keepsake Session
If you’re writing your own vows, this is the time to refine them. Your planner can help shape pacing, structure, and even presentation details.
Attire & Beauty Meetings
These appointments ensure you’re confident, comfortable, and glowing throughout the day.
Final Dress Fitting & Bustle Lesson
Bring someone who will be with you on the wedding day so they can learn the bustle. Have them record a video—your future self will thank you.
Suit or Tuxedo Fittings
Confirm sizing and alterations for the groom, groomsmen, and any parents wearing formalwear.
Hair & Makeup Trial
This must-have meeting ensures your beauty vision aligns with your stylist and photographs well.
Planner or Coordinator Meetings
This is where the Effortless Events experience truly shines.
Timeline Review (4–6 Weeks Out)
Your planner confirms all vendor details and finalizes your wedding-day schedule.
Final Detail Meeting (2–3 Weeks Out)
This meeting covers guest counts, seating charts, transportation, cues, and lingering questions—the ultimate box to check off your Chicago wedding planning checklist.
Stationery & Paper Goods Meetings
These meetings help tie your visual identity together from invitation to reception.
Invitation Proof Review
Your final chance to catch edits before printing.
Day-of Details Review
Menus, signage, escort cards, and programs should be reviewed carefully for accuracy and cohesion.
Optional but Impactful Extras
For weekend-long celebrations, consider scheduling:
- Rehearsal dinner tasting or walkthrough
- Welcome party planning
- Farewell brunch logistics
- Weather contingency check-in
A Final Word from Effortless Events
Wedding planning doesn’t have to feel overwhelming. With the right guidance—and a refined Chicago wedding planning checklist—you can enjoy each moment with clarity and confidence.
At Effortless Events, our luxury wedding planner services help couples navigate every meeting with creativity, organization, and a deeply personal touch. From your first floral showing to your final sparkler exit, we’re here to make your wedding experience seamless and extraordinary.
Ready to plan your wedding the effortless way?
Contact Effortless Events today to begin your personalized planning journey.
