Virtual Wedding Planning Tasks
January 30, 2023
Photos courtesy of
From researching vendors to creating your guest list, this post will guide you through the top wedding planning tasks you can tackle without ever leaving your house. Get ready to put your feet up, grab a glass of wine, and get organized!
Create your guest list.
“Wedding planning often becomes a much bigger task than many couples anticipate, so finding those checklist items that can be completed from the comfort of your computer and/or couch are ideal! Creating your guest list is one of the first to-do’s you should tackle and it can easily be done without an appointment and even in your PJs if you desire. Whether you use Excel, GoogleSheets, or any other favorite spreadsheet tool – you can easily begin to compile your list of guests and their important information like email and mailing addresses. This is helpful because everything from your venue choice to your budget is often determined from this list, so having it completed gives you a great jumping off point in the planning process.” – Alexandra Denniston, Owner & Lead Planner, Eventlightenment Planning
Select your rentals.
“You used to have to make an appointment to go into the showroom to look at decorations and rentals. Now there are so many software programs that allow you to work with your wedding team to get the perfect look without leaving your house! You can be creative and comfy while planning the wedding of your dreams!” – Taylor Brione Ballard, CWP, Experiences By Taylor Brione
Make your seating chart.
“One of my favorite wedding planning programs, Merri, allows me to mimic my clients’ full floor plans. Then, I can import their guest list with everyone’s meal selection and dietary restrictions, and they can drag and drop guests to which specific seat they’d like them to be at. From there, I can export an Excel file that we share with catering staff, so they know exactly where everyone is seated, and what their needs are. It really elevates the event by allowing catering to provide seamless service.” – Ashley Lachney, Owner of Alston Mayger Events
“One of my favorite planning tasks that has gone from in-person to online is ordering linen and paper samples! Today, couples can go online and order swatches of all the linens they are considering and they will be delivered right to their door. Same goes for paper and invitation samples. Many stationers or online companies who create invitations can mail sample colors, weights and textures for those who like to visualize their details. The best part is that you can take these with you as you meet with other vendors like rentals and florists!” – Melanie Levin, Owner of LuckEleven Events
Hire a virtual stylist for the men.
“Every groom wants to look their absolute best in a great fitting fit suit on their wedding day, however, not every groom (and groomsman) has the desire to go through several in-person appointments and fittings to get a custom suit. At Modern Groom, we’re taking the pressure of time-consuming in-person appointments and shopping off your plate, and instead work to connect you with one of our virtual stylists who is passionate about ensuring you get the best fit and your vision comes to life. The best part is, when the wedding day is over, you have a professionally-fit suit that you own, and won’t need to stress about returning.” – Josh Fink, CEO, The Modern Groom
Start making your timeline.
“One of my other favorite wedding planning programs is Timeline Genius. This platform allows my clients to log into a virtual rendition of their timeline that all of their vendor team has had a hand in collaboratively building. From there, if anything is sticking out, they can leave comments directly on each timeline item and the system alerts me to address it. The final product is a streamlined PDF that houses details of the day, floor plan(s), and all vendor information (including Instagram handles!) Voila!” – Ashley Lachney, Owner of Alston Mayger Events
Compile details your vendors need.
“Another task that doesn’t require an appointment is compiling all of the preferred details for your wedding day – like a photography shot-list and playlist (or do not play list) for your band or DJ. As these details are directly dependent on your preferences and tremendously help your vendor team to do their jobs better, it’s so helpful to take a minute when you have it and check these tasks off both your and your vendors’ lists!” – Alexandra Denniston, Owner & Lead Planner, Eventlightenment Planning
Prepare for dress shopping.
“Doing your bridal fashion research and pre-shopping before stepping foot into a bridal boutique is key to having an amazing wedding dress shopping experience. To get started, use tools from bridal fashion platform Dress Hunt to learn important bridal basics about different silhouettes & fabrics and then navigate to the wedding dress finder & designer directory to discover where and how to shop styles you love!” – Ashley Hunt + Felicia Joffe, Co-founders, Dress Hunt
Virtually have your planning meetings.
“Many sales consultations can be done virtually over zoom or the phone! With people located all across the country and globe while planning, they do not need to book a flight every time they want to book a vendor. Other tasks that can be done online include research on vendor work and reviews, planning meetings with your planner located in the city of your wedding, as well as even vendor planning meetings including floral consultations, cake design meetings (pick up the tasting box of samples next time you’re in town), menu planning with the caterer, bar planning with the beverage team, and all final planning confirmation meetings that take place the weeks leading up to your wedding day.” – Valarie Falvey, Kirkbrides
Create your invites.
“Your invites, save the dates, signage and day-of paper goods can all be mocked up, proofed, and sent into production without you ever having to leave your couch.” – Ashley Lachney, Owner of Alston Mayger Events
Search for your dream dress without the high price tag.
“Many brides have “dream dresses” pinned to their Pinterest boards very early on in the wedding planning process, however, it’s easy to get discouraged when searching tirelessly, day and night and not finding it anywhere for an affordable price. Enter: Stillwhite.com. Stillwhite has connected hundreds of thousands of former brides to future brides straight from their phone or computer to purchase a pre-loved dress at a much more affordable price point.” – Ingrid Szajer, Co-founder, Stillwhite