Setting Up Your Planning Checklist

January 16, 2021

One checklist to rule them all! That’s right, a new year calls for new goals and new plans to achieve your goals. Plus, new ways to increase productivity and save time. The only thing we can expect this year is uncertainty–and with it, our ability to get through any obstacle. As wedding and event pros we thrive on being in control. What do we do when we lose control over what happens to our events and clients? We remind ourselves that we are masters of flexibility and work on what we do have control over. Planning checklists! There’s comfort in relinquishing external control and focusing on what we can do for our business. Every event begins with a planning checklist and checklists are–oh so satisfying. As you check things off your list, your serotonin will go up and you’ll be one step closer to a refined event. Let’s talk about how to set up your planning checklist so 2021 can be your year of efficiency and sustainable growth. 


Checklist Templates

The checklist is a fan favorite/must-have tool on Aisle Planner. There’s nothing a well-made checklist can’t do. As the foundation of your planning process, it gives you the ability to categorize items, assign tasks to your team, set due dates, and smooth out your planning process. Creating checklist Templates on Aisle Planner is easy and such a game-changer! A standard checklist template is a nice starting point for all of your clients and events. Say goodbye to recreating checklists for each of your events, and "Hello!" to some much-needed time to yourself. 



Define Your Workflow

You’re considered a professional because the training and experience you've gathered over the years have made you a fantastic wedding and event planning whiz. You have solutions because you’ve encountered bumps in the road. No event planner is the same, nor do we all have the same work style and plan. There’s no doubt about it, having a planning checklist will save your life, grant you extra time, please your clients, and be a top-selling point for your business.

Most weddings and events have similar elements and planning structures. Don’t let all of your knowledge just sit idle in your head, take a couple of hours to figure out how to Use the Checklist to Drive Your Workflow. Spending that time right now will save you so much time in the future!

Questions to consider: 

  1. What is your planning style? 
  2. What is important to you as a planner?
  3. In what order should tasks get done? 
  4. What are the priorities? 
  5. What questions do your clients always ask?
  6. Which team member should you assign to what task?  

Customizing with Details 

The checklist was made to Customize and Include Details! The more the better. Attention to detail is everything and will impress clients. Referring back to defining your workflow, think about the questions you have encountered time and time again. Think about the tasks that are a must for every wedding. Take note of those and turn them into details on your checklist. This will take your planning to another level and make your clients feel like your services are more personal. 


  • Checklist item: Get your Marriage License
    • Detail: Include information and links on how to get a marriage license in your area. Steps on what to do before and after. 
  • Checklist item: Invitations
    • Detail: Link helpful articles on how to address invitations
      • Link blogs and tutorial videos you and other professionals have made to inform and inspire your clients on various checklist items.

Assign Due Date and Tasks 

Due dates keep us on track but can also be a source of stress. Decide what tasks need concrete due dates and which ones are more flexible. You may find that some tasks may not need due dates at all! Due dates are a great point of communication with your clients. You can show them what needs to be done by what date and what tasks have some leeway. The AP checklist is a collaborative tool that sets the tone and expectations for your client early on. It allows you to communicate where you are in your planning schedule, and if you are miles ahead or eons behind. If 2020 taught us anything, it’s that we just have to go with the flow sometimes. Our checklist exists to keep you organized and everyone in the planning process accountable so that it is clear where you need to allow for adjustments. 

As for tasks, assign pressing matters first and slowly introduce more tasks as they need to get done to avoid overwhelming your team and clients. As you can tell, you hold the ability to customize and edit to the fullest, so use your checklist wisely! 

Let having a strong planning checklist for all of your events be the sprinkle on top of the new year. 


About the Author

Aisle Planner Editorial Team
Aisle Planner Editorial Team
The Aisle Planner Editorial Team is a collective of creative writers, editors, and former event pros who obsess over weddings and special events—and the businesses behind them! Drawn to refined details, design, and creativity, our team provides intelligent and straightforward articles with insights, practical tips, and expert guidance in putting Aisle Planner's "Power of One" behind your business.