Checklist for Wedding Decor

by Bethany Wysolmerski

An Easy, Stylish Wedding Decor Checklist You Can Actually Use

Your wedding decor is what guests remember: the moment they say "wow," the cozy corner they photograph, and the little details that feel like you. A strong checklist for wedding decor keeps you calm, organized, and creative so your space reflects your story without last-minute stress. Below you’ll find a practical, room-by-room checklist, timelines, vendor tips, and personalization ideas—including examples from our favorite custom pieces at Rubi and Lib—to help you plan decor that’s beautiful and meaningful.

When to Start Your Checklist for Wedding Decor

Start thinking about decor as soon as you book a venue. That doesn’t mean you need to finalize every detail right away, but early planning gives you time to source custom items, arrange rentals, and coordinate with vendors. Here’s a simple timeline to follow.

12–18 months before: Choose your overall style and colors; reserve major rentals (tent, chairs, tables, marquee).
9–12 months before: Hire florist, lighting designer, and other key vendors; begin ordering custom printed items like napkins or signs.
6 months before: Finalize table layouts, ceremony setup, and any custom pieces; order favors and paper goods.
1–3 months before: Confirm delivery and setup times with vendors; gather rentals, props, and emergency supplies.
1 week before: Create a day-of timeline and decor map for vendors and helpers.

Set Your Style and Priorities

Begin your checklist by clarifying what matters most. Are you after a moody, candlelit vibe? A bright, playful garden party? Minimalist chic? Pick three priorities—look, budget, and guest experience—and let them guide decisions.

Mood board: Collect images, fabric swatches, and color chips. Keep it simple: 3 main colors, 2 accent colors.
Must-haves vs nice-to-haves: Decide what you’ll splurge on (florals, lighting) and where you can save (DIY signage, mix-and-match glassware).
Signature personal touches: Think about ways to weave your story in—pet portraits, hometown maps, or favorite cocktails.

If you want quick inspiration that’s proven crowd-pleasing, take a peek at our customer favorites for ideas you can adapt to your palette and theme.

Venue Walkthrough and Layout Plan

Visit the venue with a tape measure and camera. Your checklist should include a venue map, power locations, and a list of permanent fixtures that could help or hinder your vision.

Measure ceremony and reception spaces: altar, aisle width, dance floor dimensions.
Note power outlets and lighting control panels for DJs, string lights, and AV.
Photograph walls, windows, and any architectural features you want to highlight or hide.
Plan traffic flow: bar placement, photo-op areas, and restroom access.
Confirm venue’s rules for open flame, hanging decor, and cleanup times.

Make a simple layout with table numbers, where to cluster lounge seating, and where ceremony chairs will go. This becomes a living document you’ll share with your planner, venue coordinator, and vendors.

Tablescapes and Place Settings

Tables are where guests will linger, so your checklist should cover every element they’ll touch or notice.

Table sizes and counts: Round, rectangular, or long family-style. Confirm counts with your caterer.
Linens: Tablecloths, runners, napkins; note fabric, color, and hem style.
Centerpieces: Flower type, height, and centerpiece bases. Make sure sight lines are guest-friendly.
Place settings: Chargers, plates, flatware, glassware, and napkin placement.
Personalized touches: Escort cards, favor placement, or a small custom keepsake at each seat.

Custom cocktail napkins and personalized cups are small details that lift your tablescape from pretty to personalized. If you’re considering special printed napkins, our best-selling collections are a great place to start for ideas and designs—browse our best sellers to see what other couples love.

Ceremony Decor Essentials

Your ceremony is the emotional heart of the day. Focus on a clear checklist so the moment feels intentional and framed perfectly.

Altar focal point: Arch, florals, fabric, or a statement sign.
Aisle details: Petals, lanterns, runners, or small potted plants.
Seating extras: Blankets for outdoor chill, fans for summer, or aisle markers for accessibility.
Sound coverage: Microphones for vows, speaker placement for guests further back.
Programs and ceremony cards: Place on seats or hand out as guests arrive.

Think about what you want photographed. A simple sign with meaningful wording can be both functional and beautiful. If you’re thinking about a custom sign or bar board to match your ceremony tone, check designs in our customer favorites for examples that photograph well.

Lighting, Drapery, and Ambience

Lighting transforms a space. When you add this to your checklist for wedding decor, note both functional and mood lighting.

Ambient lighting: String lights, bistro bulbs, chandeliers.
Accent lighting: Uplights on walls, spotlights on the cake or head table.
Task lighting: Bar, buffet lines, and drink stations.
Drapery: Backdrops, ceiling drapes, and tent liners to soften a room.
Candles and flame rules: Real candles vs LED alternatives; confirm venue rules.

Pro tip: Draft a lighting map that layers your lighting choices. This helps the lighting technician hit the right cues during dinner and dancing. If you like the idea of warm, twinkly bulbs, you can find styling inspiration in our best sellers collection—use pieces as anchors for your overall aesthetic.

Signage, Paper Goods, and Small Details

Small details signal care. They’re also practical. Add these items to your checklist so nothing gets overlooked.

Welcome sign and directional signage to help guests find ceremony, cocktail hour, and restrooms.
Menu cards, table numbers, and place cards—decide on typography, color, and materials.
Bar menus and specialty drink labels—keep fonts readable from a short distance.
Guest book area signage and instructions for photo booths.
Emergency info sign: where to find first aid or the coat check.

Signage can be custom, rustic, modern, or playful. If you want a cohesive look, plan your paper goods and fabric items together. For quick ideas that mix custom illustration with clean design, see our best sellers.

Personalized Items and Keepsakes

Personalized decor makes your wedding unmistakably yours. Put these on your checklist early because custom pieces often take time to design and produce.

Custom napkins: Names, dates, monograms, or fun illustrations—like a portrait of your pup—make napkins a keepsake.
Custom cups and drinkware: Reusable or disposable cups with your logo or icon elevate the bar.
Illustrated signs: Maybe a map of meaningful spots, or a timeline of your relationship.
Favors: Personalized items like mini honey jars, candles, or printed mementos.
Photo props and favors: Party-friendly items that double as decor and take-homes.

Personalization doesn’t have to be expensive. Small, high-impact items—like custom cocktail napkins—create a sense of cohesion across your event. If you’re into pet-themed details, our illustrated dog napkins are a customer favorite and pair nicely with other personalized pieces; find fan favorites in our customer favorites collection to spark ideas.

Florals, Greenery, and Rentals

Your floral checklist should balance aesthetics with logistics. Think about maintenance, placement, and timing.

Flower list: Bridal bouquet, bridesmaid bouquets, boutonnieres, corsages, centerpieces, ceremony florals, and altar pieces.
Greenery: Garlands, runner greenery, and potted plants for long-term visuals.
Rental items: Vases, toss petals, arches, and specialty furniture.
Delivery schedule: Flowers typically arrive the morning of; set timing with your florist for setup windows.
Repurposing plan: Move ceremony florals to reception areas to maximize value.

Ask your florist how long blooms last in warm or cool weather, and add any protective steps to your checklist. For rentals, double-check pick-up windows and damage policies.

Setup, Delivery, and Vendor Coordination

This section of your checklist keeps the day efficient. Clear communication with vendors prevents missteps and late-night fixes.

Create a detailed decor floor plan showing table numbers, centerpiece placements, and placement of small decor items.
Schedule setup windows and confirm who is responsible for what: venue staff, florist, rental company, or your planner.
Prepare a handoff kit for vendors: tape, scissors, zip ties, batteries, super glue, and a timeline printout.
Assign a point person, like a wedding coordinator or trusted friend, who can make last-minute style decisions.
Confirm delivery addresses and contact numbers for the venue loading dock and event manager.

If you have custom or made-to-order pieces, message your vendor in advance to confirm proof approvals and delivery dates. If you want help with a custom order or have a unique idea, feel free to reach out to ask about timelines and personalization options.

Day-Of Checklist and Troubleshooting

Plan for hiccups so they don’t steal your joy. Build a compact day-of checklist to keep things moving smoothly.

Final walkthrough: Two hours before guests arrive, walk through the ceremony and reception spaces with your coordinator.
Proof-check: Ensure signage, menus, and napkins are placed correctly and spelled right.
Vendor check-in: Confirm arrival times, setup completion, and payment arrangements.
Emergency kit: Safety pins, stain remover, pain reliever, extra boutonniere pins, and a sewing kit.
Backup plan: Move to a rain plan or alternate layout if weather or unexpected obstacles occur.

Make sure the people setting up have a copy of the decor map and contact numbers. That one-page guide saves time and keeps your vision consistent, even under pressure.

Budgeting and Prioritizing Decor Costs

Use a simple spreadsheet to track costs and vendors. Your checklist should include budget lines for all decor categories so you can adjust priorities as needed.

Line items: florals, rentals, lighting, custom goods, signage, delivery/setup fees, and contingency.
Contingency fund: set aside 5–10 percent for unexpected costs.
DIY vs vendor-made: tally time and resources; sometimes paying for a vendor saves money in stress and materials.
Repurpose items: reuse ceremony florals at reception to maximize value.

Be realistic about time and skill when picking DIY projects. Small custom pieces ordered from a trusted shop often feel more refined and save you hours of prep time.

Packing and Transportation Checklist

How items leave your house and arrive at the venue matters. Add a transportation checklist so nothing gets lost or damaged.

Secure boxes labeled by room or table number.
Wrap fragile items carefully with bubble wrap and soft towels.
Keep small items like favor bags, napkin stacks, and table numbers in one closed bin for quick transport.
Assign who drives which boxes and note vehicle sizes for larger pieces.
Include a small toolkit for on-site fixes.

Bring backups of anything that will be handled a lot—extra napkins, spare signage, and a few duplicate place cards. Those extras are lifesavers for last-minute seat changes or spills.

Styling Tips That Make a Big Impact

Small changes make big statements. Add these styling tips to your checklist to maximize impact without breaking the bank.

Repeat elements: Echo a motif across different items—napkins, cups, and signage—for a cohesive look.
Vary heights: Mix tall and low centerpieces for visual interest and good conversation flow.
Texture matters: Combine linens, wood, metal, and glass for depth.
Photography-friendly zones: Create a focal area for photos with a custom backdrop or sign.
Scent control: Use subtle scent via florals or candles; avoid overpowering fragrances near food.

An easy way to tie everything together is a repeating illustration or motif. For instance, couples love using small illustrated icons across napkins, cups, and signs to create a unified, personal aesthetic—something we help with at Rubi and Lib. For curated ideas, browse our customer favorites.

Green and Smart Choices for Eco-Conscious Couples

If sustainability’s a priority, your checklist should highlight choices that reduce waste and extend value.

Choose reusable items where possible: glassware, cloth napkins, and keepsake favors.
Opt for locally grown flowers to reduce shipping emissions.
Use digital RSVPs and single-page printed programs.
Donate leftover florals or compost where available.
Pick biodegradable confetti, or use petals instead of plastic confetti.

Sustainable choices can also be stylish. Consider custom reusable cups or keepsake napkins guests will actually take home and use again. If you want to discuss eco-friendly custom options, you can reach out to us for suggestions on materials and finishes.

Checklist Printable: What to Pack the Week Of

Here’s a compact, printable checklist you can copy into your planner or phone for the final week:

Confirm delivery/pickup times for all rentals and florals.
Collect and label all custom decor items.
Print and pack signage, menus, and place cards.
Pack toolkit and emergency kit.
Confirm vendor contact list and final timeline.
Assign day-of setup team and share the decor map.
Double-check any permit or venue requirements for decor installation.

Keep a digital copy accessible to your planner or designated point person so they can reference it on the go.

Frequently Asked Questions

When should I order custom napkins or personalized items?

Order custom items at least 8–12 weeks before your wedding. Custom illustrations, like pet portraits or hand-lettered monograms, often require proofs and revisions, so allow extra time. If you’re on a tight timeline, ask the vendor about rush options early.

How do I make sure my decor looks cohesive across the venue?

Choose a limited color palette and one or two repeating motifs. Use the same fonts and illustration style on signage, menus, and favors. A shared mood board and a decor map help vendors stay aligned with your vision.

What decor should I splurge on vs DIY?

Splurge on items that impact guest experience and photography—lighting, florals, and quality linens. DIY smaller accents like escort cards or simple signage only if you enjoy the process and have enough time. If not, investing in a couple of custom pieces saves time and elevates the overall look.

Can I repurpose ceremony decor for reception spaces?

Yes. Arrange with your florist and venue ahead of time to move altar florals to the sweetheart table or cocktail hour. This maximizes floral value and reduces waste.

How do I coordinate decor setup with multiple vendors?

Create a detailed decor map and timeline. Share it with all vendors and hold a brief coordination call 1–2 weeks before the wedding. Assign one on-site lead who can make quick decisions to resolve unexpected issues.

What items should be in the day-of decor emergency kit?

Include tape, scissors, zip ties, safety pins, super glue, stain wipes, extra napkins, spare programs, batteries, and a small sewing kit. Add a printed decor map and vendor contact list for quick reference.

How can I personalize decor if I don’t have a large budget?

Focus on small, custom touches that repeat across the event—custom napkins, a stylish welcome sign, and a well-designed menu card can feel very luxe without costing as much as large floral installations.

Are custom cups and napkins worth it?

Yes, when chosen thoughtfully. They add personality, double as favors, and create visual cohesion—especially in cocktail areas and on tables. They’re a high-impact, low-effort way to make the event feel curated.

Conclusion

Decor planning doesn’t have to be overwhelming. A clear checklist for wedding decor helps you prioritize, communicate with vendors, and add personal touches that mean something. Start with your style priorities, map out the venue, and lock in custom pieces early. Small, repeated details—like a custom illustration on napkins or cups—pull everything together and make your celebration feel uniquely yours.

When you plan with intention and a checklist in hand, you’ll spend less time worrying and more time enjoying the moments that matter.

At Rubi and Lib

At Rubi and Lib, we specialize in helping you celebrate life's most memorable moments with personalized wedding and party decor designed to reflect your unique style. From custom cocktail napkins and frosted plastic cups to bar signs and party favors, our curated collections are created to elevate your celebration and leave a lasting impression on your guests.

Whether you're planning a wedding, bridal shower, bachelorette party, baby shower, or birthday bash, our products add a thoughtful, stylish touch that turns an ordinary gathering into an unforgettable event. Many of our designs feature custom illustrations—including pet portraits—so your decor feels as one-of-a-kind as your story.

As a women-owned small business, we're passionate about making the ordering process seamless and enjoyable. Every item is crafted with care and attention to detail, and most of our products are made in the USA. We believe celebrations should feel personal, joyful, and stress-free—that's why we're here to help you create meaningful moments, one custom detail at a time.

Explore our best sellers (https://rubiandlib.com/collections/best-sellers), discover customer favorites (https://rubiandlib.com/collections/customer-favorites), or reach out (https://rubiandlib.com/pages/contact-us) for something truly unique. At Rubi and Lib, your celebration is our inspiration.