Event checklist for Indian weddings and parties
What to book and when, month by month. Progress saves on this device; download it or share it on WhatsApp.
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Quick answer
Start an Indian wedding 9 to 12 months ahead: budget and muhurat first, then venue, photographer, caterer and decorator. Birthdays and smaller functions need 4 to 6 weeks.
How to make an Indian wedding or party checklist
- Pick your event. Choose a wedding, roka, birthday, mundan, griha pravesh, godh bharai or office party checklist.
- Add your event date. Enter the date to see what is due now, what is overdue and what comes next.
- Tick off and add tasks. Mark tasks done, add your own and filter to see only what is left to do.
- Download or share. Download the checklist as an Excel file or share it on WhatsApp with family helping you plan.
Indian wedding checklist, month by month
9 to 12 months before
- Agree the total budget and who pays for what (both families)
- Shortlist muhurat dates with your pandit or family priest
- Finalise the guest count range for each function
- Shortlist and visit venues for wedding, reception and pre-wedding functions
- Book the main venue and confirm what is included (decor tie-ups, DJ timing, corkage, rooms)
- Book photographer and videographer (pre-wedding shoot, candid, drone)
- Book caterer if the venue allows outside catering; fix tasting dates
- Book decorator and discuss themes for each function
6 to 9 months before
- Block hotel rooms for outstation guests and the baraat
- Book bridal and family makeup artists and mehndi artist
- Shop for bridal lehenga, groom sherwani and jewellery
- Book band-baaja, ghodi or vintage car, dhol and DJ
- Plan sangeet performances and choreographer
3 to 6 months before
- Design and order wedding cards and e-invites
- Finalise menus for each function, including Jain or no onion-garlic options
- Send save-the-dates and start card distribution to outstation relatives
- Arrange liquor licence or confirm the venue arranges it (if serving alcohol)
- Plan guest travel: pickups, local transport, room allocation
1 to 3 months before
- Buy return gifts, shagun envelopes and trousseau items
- Finish card distribution and start an RSVP list by function
- Book pandit and list puja samagri for haldi, mehndi and pheras
- Confirm final headcount with caterer and venue for each function
Last month
- Final outfit fittings and jewellery collection
- Share the function-wise schedule with vendors and family coordinators
- Pack the wedding day kit (safety pins, medicines, chargers, cash envelopes)
- Confirm DJ end time and sound limits with the venue
Final week and event day
- Assign a family point person for vendors on each function day
After the event
- Settle vendor balances and collect deposits back
- Collect photos and videos; review vendors on VenueLook
Checklists available
Wedding (all functions), Engagement / Roka / Sagai, Birthday party, First birthday, Naming ceremony / Mundan, Griha Pravesh (housewarming), Godh Bharai / Baby shower, Wedding anniversary, Office party / corporate event, Diwali / festival party, Kitty party.
How we calculate
Checklists are built from typical Indian function timelines and vendor booking lead times. Enter your event date to see what is due now and what is overdue.
Written by Richa, Event Specialist at VenueLook. Last updated .
Other free tools: space calculator, liquor calculator, event checklist.
Frequently asked questions
What is the first thing to do when planning an Indian wedding?
Agree the total budget and who pays for what, then shortlist muhurat dates with your pandit. The venue and key vendors depend on both.
How early should I book a wedding venue in India?
For peak season dates (November to February), 8 to 12 months ahead. Off-season and weekday dates can often be booked 3 to 6 months ahead.
What should be on a wedding checklist for each function?
For haldi, mehndi, sangeet and the wedding: venue, decor, menu, music, photography, outfits, puja samagri and a family point person for vendors on the day.
How far ahead should I plan a birthday party?
About 4 to 6 weeks: book the venue first, then send invitations, book decor and photographer, and order the cake 2 weeks before.
Can I share or download my checklist?
Yes. You can download it as an Excel file or share it on WhatsApp with family members helping you plan.
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