The Ultimate Columbus, Ohio Wedding Planning Checklist
Planning a wedding or any special event can be both thrilling and overwhelming. To ensure your celebration is seamless and unforgettable, meticulous planning is key. This wedding planning checklist directly from event experts at The Fives in Columbus, Ohio will guide you through each stage of your timeline, making sure no detail is overlooked.
Walk down the aisle knowing you have your wedding planning bases covered. Photo by Olivia Doerfler Photography
Bookmark this page to refer to over the next few months – we want to make your wedding planning process as smooth as possible!
Photos by Aimee Thomas Photography.
Planning Timeline
Look forward to dancing the night away when you put your trust in The Fives. Photo by Kyle Long Photography.
12-18 Months Before – Budget Planning, Pick Your People, Venue Selection
9-12 Months Before – Hire Key Vendors, Wedding Attire, Wedding Invitations
6-9 Months Before - Plan Accommodations, Officiant and License, Décor and Theme:
3-6 Months Before: Menu Selection, Finalize Playlist with Music Vendor, Transportation
2 Months Before: Finalize Details, Hair and Makeup Trials, RSVPs
1 Month Before: Final Fittings, Finalize Seating, Emergency Kit
1 Week Before: Final Meetings, Packing, Rehearsal
On the Day - Relax and Enjoy!
12-18 Months Before
Budget Planning
Stop wedding stress in its tracks! Plan fun outings with your partner when it comes time to talk big-picture wedding visions. Photo by Coley & Co. Photography.
Once you’ve set goals for your big day, details become a piece of cake. Photo by Hailey Lauren Photography.
Before you put down deposits and commit to the wedding trends you see online, make a date night with your partner to identify the things that matter most to you as a couple for your wedding day. Do you want your guests to take away memories from your reception? Maybe renting a photo booth will be on your list. Do you want to have stunning visuals that transform your reception hall? Perhaps decor rentals will have an allotted section in your budget. Or maybe enjoying good food is more up your alley, and you want to prioritize nailing down a spectacular menu for you and your guests to enjoy after a long day of celebrating. At the end of the day, this is your celebration – you get to decide what's important!
Allocate funds for each aspect of your celebration.
Once you land on the elements of a wedding celebration that mean the most to you, you'll know where to invest. And trust us, having a budget in combination with knowing what you value will set the foundation for the most stress-free wedding day possible.
If you don't quite know what to expect when it comes to spending, this article shows how wedding costs are typically broken down. If you know from our first step that you value a delicious wedding cake over a luxury designer wedding dress, you’ll know where to re-allocate some funds.
Pick Your People
Before you begin figuring out who you want to witness your wedding day, decide on your event size based on your budget. When drafting an initial guest list, it’s helpful to start by taking note of the people you definitely want to be at your wedding. Once the guest list inevitably increases (and it will!) you’ll know where to make some cuts if necessary. If you want to have custom party favors and lavish floral arrangements at each table but your budget doesn’t account for having a 200-person reception with these elements, narrowing the guest list will be easier because of that initial list of core people you created.
Kristen and Nate knew what they were doing when they invited these friends and loved ones to celebrate their wedding with them. Photo by Kyle Long Photography.
Pro Tip: Considering seasonality is key if you’re trying to plan a budget-conscious wedding; many venues offer off-season pricing. Photo by Ohio Comfort Photography.
Set the Date
Consider important dates and seasons when deciding which season you’d like to plan your wedding. Is there a season of year that holds something special for you and your partner? Perhaps you had your first date in a fall foliage-adorned park, which might inspire booking your venue in October and decorating it in deep oranges and reds. Maybe a June wedding suits you better, because you went on your first vacation together in the summer and you want to model your signature cocktail after those beachside mojitos you shared.
In any case, our wedding venue has indoor and outdoor spaces to accommodate weddings at any time of year. No matter the weather in Columbus, at The Fives, couples can take full advantage of our glamorous event space year-round for weddings.
Advice from The Fives:
If you’re thinking of booking a venue for your wedding, consider peak wedding season times, which range from summer to early fall. According to a study by The Knot, 43% of couples had weddings between September and November, followed by 28% between June and August. If you get engaged around the winter holidays and want to be married in the fall, you might be looking at booking the following year if you don’t move fast.
Reach out to our Events Team to see if there are openings for peak wedding season at The Fives
Check availability with key guests.
Refer to that list of core people you just wrote. If their presence at your wedding is important to you, consider reaching out to a few of them to share some dates you’re thinking for the big day. Don’t stress about this too much – the most important people to you are likely to make it work no matter what!
Doing the sometimes difficult work of selecting the right people to surround you on your wedding day will pay off! With all your people by your side, you won’t be able to stop smiling (or dancing). Photos by Kyle Long Photography and Making the Moment Photography.
Venue Selection
With contemporary design touches and warm, neutral finishings, The Fives is a venue that suits any wedding theme and style. Photo by Aimee Thomas Photography.
Selecting a venue is arguably the most important decision for starting your wedding planning process. Venues have the potential to be the most important partners during your wedding planning journey, especially ones with an experienced team. At The Fives, we know which vendors will provide the best quality of service for you on your wedding day, to minimize last-minute panics and ensure a seamless celebration. We have our curated list of the best Columbus wedding vendors listed below!
Research and visit potential wedding venues.
Venues will be more than happy to take you on a tour of their space. This is a very important day you’re investing in, so don’t be afraid to ask your tour guide questions, especially ones about how involved the venue is on the day of your wedding. Even if you hire a planner, you’ll want someone who knows weddings and the venue to be onsite on the day of your wedding. Another good question to ask is if there are additional fees involved besides the booking fees and pricing minimums. At The Fives, our Event Manager is present day-of to coordinate vendor arrivals and solve any issues that may arise. We also offer all-inclusive pricing, so there are no surprises between signing your contract and your wedding day.
“Not every Event Manager is created equally! When touring a venue ask how involved they will be with not only the staff, but you as a couple and your guests. Are they just there to manage? Will they be your personal concierge? Their involvement will dictate how smoothly your wedding goes and how much you can depend on them if things get complicated.”
Confirm availability and book.
Once you’ve toured all your top wedding venues, you’ll have that feeling in your gut when “the one” is right (you’ll know!). If there’s an ideal date available, book it! This date will be your anchor for your vendor search and allows you to get a head start on the rest of your wedding planning.
9-12 Months Before
You’ll love working with our preferred vendors so much, you’ll want to get pictures with them, family-style. Photo by Red Gallery Photography.
Hire Key Vendors
When it comes to those who surround you on your wedding day, choosing the right vendors will matter just as much as choosing your bridesmaids and groomsmen! You want to be the best host in town on your wedding day, and the right vendors want that for you too.
The team behind The Fives has been catering and hosting events for over 25 years, and throughout this time we’ve built relationships with some of the best wedding vendors in Columbus, from photographers, to wedding cake artists, to event planners and decor - and we've compiled this list for you to get started!
Catering
Catering is one of the most overlooked parts of wedding planning. However, it’s one of the things you and your guests will remember and talk about the most. A seamless wedding comes down to how you're being cared for on a day that's full of schedules, photos, and visiting. Our exclusive catering partner, Together & Company, has helped us put together some different considerations for serving up the best plates on your best day:
Choosing a Seasonal Menu - Some caterers offer seasonal ingredients and flavors so your meal isn't run-of-the-mill. Chat with our catering team to hear more about our Winter, Spring, and Summer menus – they’ll help paint a picture of what your ideal cuisine could be as you gather inspiration!
Buffet vs. Sit Down - Having a plated meal offers a particular level of intimacy for your guests: they don't have to get up to get their food and can continue conversing throughout the whole meal. Then again, some of the best connections are made in the buffet line! Don't skip on considering a more casual catering style for everyone to enjoy, even at an upscale wedding venue such as The Fives.
Late Night Snack - Have you ever been to a wedding and started to get hungry later in the evening after all the tables have been cleared? A late night snack is a great way to take care of your guests and offers a unique opportunity to share your story with friends and family. Garlic knots, anyone?
Our exclusive caterer, Together & Company, does a flawless job making sure all dietary restrictions are accommodated and guests are fueled for festivities. Photos by Brookmade Photography, Ashley West Photography, and Angela Edgemon Photography.
Photographer
If you want your wedding to be documented in a way that feels authentic to you for years to come, selecting your photographer can be a big decision! From the exchange of vows to the first dance, these moments are irreplaceable, and a skilled photographer can ensure they are documented beautifully at your wedding venue of choice. Especially if you have your wedding ceremony on the Terrace at The Fives, you want to make sure you hire a professional who can capture that gorgeous Columbus skyline in the background on a sunny day without backlighting you taking your vows! As you can see below, there’s no shortage of gorgeous newlywed photos to be taken at The Fives, captured by a few of our preferred photographers:
Derk’s Works
Coley & Co
Storyteller Adams
Jessica Miller Photography
Ashley West
Nicole Leone Miller
Stephanie Barnes
Red Gallery Photo
Videography
Some couples opt for hiring a videographer as an additional way to commemorate their special day. If wedding photos are the highlights you can frame around your home and give to family and friends, videos of your wedding are the personal, rich stories behind them that you can play back over and over for years to come. If you’re not familiar with any videographers in your area, ask your venue if they have any preferred vendors. Pop open a bottle of wine or make some tea on a night in together to view portfolios and make a top three list.
Here’s a list of some of our top Columbus videographers who do a beautiful job capturing stunning ceremonies on our Terrace and glamorous receptions in our Social Hall:
Kodjo Arts
Emily Schutz
Ezra Kim
Work with a florist who can marry your vision with an artistic understanding of utilizing space. Florals by Andrew Thomas Design. Photo by Coley & Co.
Florist
Each couple has a unique vision for their wedding day, and the modern design elements at The Fives set the stage for a diverse array of floral arrangements, providing an opportunity to express personal style. A great florist will work closely with the couple to understand their taste, theme, and preferences, creating arrangements that reflect their personality and vision.
Furthermore, florists are knowledgeable about the availability of flowers throughout the year. They can guide you on selecting blooms that are in season, which not only ensures freshness but can also be more cost-effective.
Take a look at the incredible work of Columbus florists from previous weddings at The Fives:
Petals and Leaves
Madison House
Prema Designs
Andrew Thomas Design
Entertainment (DJ), Photobooth, Music
If your priority is to have a vibrant reception to celebrate post-ceremony, a preferred music and entertainment vendor will be key to nail down! If you have specific music tastes and want to have a wide range of genres at your wedding, hiring a professional DJ is your best route. If you’re looking for a unique and memorable experience, we suggest choosing a live band to perform. Perhaps you’d like some ceremony music to add to the atmosphere and emotional impact of your wedding.
Whichever form of entertainment you decide, DJs and musicians can book up fast, especially for busier seasons, so choosing your ideal form of entertainment for you and your guests well ahead of time will be important. Here are our favorite DJs and Musicians in Columbus who have kept guests dancing all night long at our wedding venue:
Get a DJ who can work the room. Trust us - it’s essential! Photo by Nicole Dixon Photography. DJ is Josh Staley Productions.
DJ’s:
Mark Dantzer
Josh Staley Productions
Buckeye Entertainment
Diamond Entertainment
An entertaining band is always a crowd-pleaser. Photo by Derk’s Works Photography. Band is Naked Karate Girls.
Bands:
Conspiracy
Blue Water Kings
LDNL
Mojoflo
Ceremony Music:
Fermata
Columbus String Quartet
Shaw Brothers/Andy Shaw Band
Wedding Attire
It’s time to say yes to your dress! Or tux! Or jumpsuit and cape! Whatever your vibe is – this is the time to get started. If you start this process 9-12 months ahead of your wedding, it gives plenty of time to make appointments, fittings, and alterations.
When shopping for wedding gowns specifically in Columbus, we recommend La Jeune Mariee, a Midwest bridal boutique destination with an incredible collection of designers to choose from and top-notch professional styling expertise. Many of our brides at The Fives have turned heads at their ceremony and reception with gowns from this Columbus boutique! As for grooms (or anyone looking for a suit to wear walking down the aisle), Pursuit is a local suit store we recommend that has modern taste and old-fashioned service welcoming to all, located in the Short North.
You really can’t go wrong with either of these incredible Columbus wedding attire businesses.
Opt for a suit that stands out - it’s your wedding day, so live it up! Photo by Katelyn Metzger Photography.
A dramatic silhouette makes for even more dramatic photos. Photo by Derk’s Works Photography.
Invitations
It’s the question everyone asks – when's the wedding? Trust us when we say it’s best to get these in the mail sooner rather than later! Whether you choose a custom card designer or select a template online, you’ll want to get invitations ordered and sent around this time. If you feel the need to send save-the-dates, this is also a good time to select designs and order so your guests can put your special day on their calendar! Tell them to RSVP 6 months before the event date, to allow time for any late responses before finalizing numbers with your vendors.
An invitation design is a great opportunity to tease your wedding theme to your guests. Photo by Derk’s Works Photography.
Invitations make for incredible wedding day memory vignettes like this one. Photo by Olivia Doerfler Photography.
6-9 Months Before
Plan Accommodations
Hosting out-of-town guests? Now is the time to arrange accommodations for them. Oftentimes your venues can help you compile a list of different options at varying price points and check for group discounts. Our team at The Fives knows the Columbus area well and can help couples compile a list of the best accommodations for their wedding guests, at varying price points. Here are a few of our suggestions for hotels to reserve in Columbus, all of which are great for photo opportunities for you and your bridal party:
Hilton Columbus Downtown
The Westin Columbus
Hotel LeVeque
Although we do have on-site suites that include beverage service for getting ready, some wedding parties opt to get ready at hotels nearby. Photography by Olivia Doerfler Photography, Feelstory Creative, and Red Gallery Photography.
Officiant and License
Select Your Officiant
Selecting an officiant who makes you feel relaxed and comfortable can do wonders for wedding nerves. Photo by Red Gallery Photography.
Whether it be a friend or a professional, you’ll want to select an officiant who can hold a space well and make you feel comfortable in front of your loved ones. If you’d rather hire someone to marry you, here are our top picks for wedding officiants in Columbus:
Run To An Elopement
United Marriage Services
Chase Waits Columbus Wedding Officiants
Lydia Strauss O’Kane
Ask our Events Team at The Fives to connect you with their contact information and you’ll be set to make it official in no time!
Blaire and Kory sign their ketubah, surrounded by family and friends in one of The Fives’s bridal suites. Photo by Red Gallery Photography.
Obtain marriage license
This is something people will sometimes wait to do last-minute, but when you obtain a marriage license well in advance you won't have to worry about last-minute hiccups or face the possibility of not having the necessary paperwork on the day of the wedding. Additionally, some jurisdictions require officiants to be registered or have special permissions to perform marriages. Checking these requirements in advance and obtaining the necessary permits ensures that your chosen officiant can legally marry you. So after you select your officiant, it’s about time to pursue that license!
Décor and Theme
At this point in the planning process you might already have an idea of the theme you’d like at your wedding based on the venue you’ve chosen. Whether you’re more inclined towards classic, modern, vintage, or bohemian styles, having a core theme connecting your decor contributes to the overall cohesion, aesthetics, and memorable experience of your wedding. Once you have a theme in mind, it makes it easier to add details and personal touches!
Here are different ways couples have played with decor to match the theme of their wedding at The Fives:
Whether your wedding theme is earthy, vibrant, or classic black and white, The Fives provides the perfect setting to make it shine. Photos by Kimberly Potterf Photography, Hailey Lauren Photography, and Ali Bonomo Photography.
Want to be inspired by more wedding galleries ?
Start gathering necessary items.
Refer back to your budget and see what will be outsourced and what you’d like to organize yourself. If you’d like to DIY elements for your wedding, we recommend sticking to 1-2 elements to do yourself, with a focus on adding personal touches (card box, memory tables with wedding photos of past generations; cake toppers, signature cocktail signs, and the like). Our Senior Event Designer has some advice as to why you should to choose your DIY elements carefully:
“Centerpieces and table top items are definitely the things to leave to the professionals. Many full-service florists provide candles and table numbers in addition to florals. Doing this yourself takes a lot of time, resources, and coordination for storing as you accumulate the items, pack and deliver to the venue, set up, and then bring home at the end of the night. It’s a lot to manage and time is valuable, especially the week and day of your wedding. Full-service vendors are always money well-spent.”
A guest book is a great element to design yourself. Make it a nostalgic activity before your wedding and fill it with your favorite photos! Photo by The Simmons Photography.
A great way to put a personal twist on your reception is to create names and signage for your signature cocktails. Our Beverage Concierge is the perfect person to talk to about creating a cocktail pair that gives a complimentary contrast! Photo by The Simmons Photography.
Opting for simple floral centerpieces are a great way to create a polished decor look while allowing room in your budget for other investments. Photo by The Simmons Photography.
3-6 Months Before
Menu Selection
Our exclusive caterer, Together & Company, offers seasonal and custom menus that honor cultural traditions and accommodate dietary preferences.
Most wedding caterers will require you to finalize your menu 3-6 months before your wedding day. While this is important to the caterer for their ordering and planning purposes, this is to your advantage as well, as it gives you time to get accurate quotes from the caterer and make informed decisions about the allocation of funds for food and beverage services.
Knowing the final catering menu allows you to consider the dietary needs and preferences of your guests. Whether it's vegetarian options, gluten-free choices, or specific cultural considerations, early menu planning ensures that accommodations are made for all attendees. Our in-house caterer, Together & Company, is involved throughout the process of planning your wedding, so choosing a delicious menu with the support of our Events and Culinary Teams is a breeze. You won’t even blink about it being on this checklist!
“The gorgeous venue, delicious food and impeccable service were all top notch and definitely deserving of 5/5. Thank you, Josh, Angela, and your team for making our daughter’s wedding everything we could have ever hoped for!”
Being specific about your music playlist with the band or DJ will lead to a great night for all parties involved! Photo by Red Gallery Photography.
Finalize Playlist with Music Vendor
This is also the time when you’ll want to solidify your playlist for a DJ or set list for a band. If you want guidance in this area, these vendors will know all the popular hits people enjoy at weddings and can guide you to decide based on your guest list and desired ambiance.
DJs and musicians are also pros at working the crowd - if you’re worried that your guests aren’t going to naturally run to the dance floor, trust that your DJ will know exactly how to order your music specifications and requests to keep the night flowing. Talking over tunes with your music vendor is a great opportunity to add more personalization to your celebration. For example, if you and your fiancé are OSU grads, you might ask your DJ to pop a “Hang On Sloopy” onto your playlist. Now that’s a way to get people on the dance floor!
Transportation
Lastly, arrange transportation for the bridal party, confirming logistics and timings of pickup and drop-off from your hotel accommodations. The Fives offers private suites with a hospitality concierge and beverage service for getting ready, so you can be dropped off by transportation and take your time enjoying yourself before your celebration.
If you plan on booking transportation, why not make it an experience to remember? Photo by Red Gallery Photography.
2 Months Before
Finalize Details
About 2 months before your wedding, you’ll want to confirm final details with all your vendors. The big overarching pieces to confirm are timelines and anything to do with headcount changes with your caterer, venue, and florist. It’s also the time to discuss specific shots or moments you want captured from your photographer, finalize personalized elements to your ceremony with your officiant, and provide your vendors with a list of emergency contacts or a designated point person in case of any issues on your wedding day.
Sound like a lot of moving parts? Our venue has a dedicated, experienced Event Designer for every couple who books with us. They coordinate vendors throughout the planning process and ensure every detail is in place for a smooth celebration. With The Fives’ help, rest assured knowing every detail will be in place, so you get to focus on having the time of your life on your wedding day.
Count on our Event Designer to make sure every detail is put in place for your wedding day. Photo by Red Gallery Photography.
Booking a hair and makeup trial will give you peace of mind and get you excited leading up to your wedding day. Photo by Jaclyn Willman Photography.
Hair and Makeup Trials
If you plan on having it done professionally, it’s time to schedule trials for hair and makeup! Work with your stylist to finalize your perfect look for your wedding. If you can’t decide before arriving, bring a photo of your wedding attire and your hair and makeup stylists will be happy to give advice for what style will best suit your overall aesthetic. And it doesn’t hurt to show a picture of your wedding venue and decor either! After all, you’ll be getting your photo taken all night long in that space.
RSVPs
At this point you should know who will be attending your big day! If you haven’t heard from someone you invited, let them know it’s their last chance to confirm attendance. Once you know your final guest count, you can provide it for your wedding venue and vendors and it’ll be one more detail off your plate!
1 Month Before
You're in the home stretch! If you follow this wedding planning checklist, here’s what you’ll have left to complete before your wedding day:
The Carbones held their wedding ceremony in our outdoor Amphitheater and didn’t look back! Photos by Brookmade Photography.
In just a few weeks, those chairs will be filled and you’ll be too busy celebrating to worry about if you made the right seating chart! Photo by Brookmade Photography.
Final Fittings
You’ve had your wedding attire for months now, and it’s time to make sure it fits properly for your wedding day! It’s a good idea to break in wedding shoes by wearing them around the house – you wouldnt want to experience your big day with any blisters!
Finalize Seating
Now that you know who is coming, create and finalize the headcount and seating chart to confirm with your wedding venue. If you’re having a hard time deciding who to sit together, ask a trusted friend to help you sort out any conflicts you might have. At the end of the day, your guests will be glad they get to celebrate you. Plus you already hired killer entertainment and there’s an open bar, so they’ll have a great time no matter who they sit with!
Emergency Kit
Start gathering items for a wedding-day emergency kit. Think of this as all the essentials you would need to bring with you on a day trip to somewhere special. Include essentials like a snack, pain reliever, tissues, stain remover, deodorant, lip balm, band-aids, and safety pins – even grooms will need this stuff! Don’t overthink this list; if you leave something out, chances are one of your trusted vendors or a member of your wedding party will have what you need. If you’re really looking for peace of mind, hand off your emergency kit to a trusted member of your wedding party on your big day. That way someone else other than you can be in charge of emergencies and you can spend your time enjoying yourself!
Booking your wedding ceremony and reception with The Fives means you get to stroll in to your wedding day without a care in the world. Photo by Ali Bonomo Photography.
1 Week Before
The final countdown begins!
Final Meetings
It’s time to confirm details with all your vendors if you haven’t done so already. Remind them of the designated point person in case of any issues arise. Go over timelines with key members, such as your wedding party and any family involved in your ceremony.
Packing
The week before is also a great time to pack for the wedding night and honeymoon if you have plans for one immediately after your wedding. Ensure all necessary documents are ready for your departure so you can really lean in to the festivities without a worry in the world!
Rehearsal
If you choose to have a ceremony, the week before your wedding you’ll want to have a rehearsal with the bridal party to prepare everyone. Make sure everyone knows their roles and responsibilities for the following day. Delegate any last-minute responsibilities to trusted individuals so you can fully enjoy your wedding day.
On the Day
Relax and Enjoy!
Congratulations! You’ve prepared well and if you’ve chosen to work with our Event Team, by this time you know you’re in good hands, even when emergencies arise. Remember to savor this special day with your friends and family and enjoy your celebration to the fullest!
Following this ultimate wedding planning checklist will help you navigate the intricate process leading to a flawless and memorable celebration. Whether it's the initial budgeting or the final moments on the big day, thorough preparation ensures a stress-free and joyous occasion for you and your guests.
Congratulations on your upcoming celebration!
Raise a glass to a wedding well-planned. You deserve it! Photo by Coley & Co. Photography.
You Don’t Have To Do It All
Planning a wedding is a huge undertaking, even when you have a step-by-step guide to help you stay timely and organized. If you find yourself thinking “I’ll have to quit my job if I’m going to have time for all of this!" – no worries. When you book with The Fives, you’ll be put in touch immediately with your own Event Designer who will eliminate the need to cross-reference any sort of checklist. You’ll also have access to our Events Team that has over 25 years of hospitality experience, making the lead up to your special day as smooth as the buttercream icing on your wedding cake.
So no, you don’t have to do it all - which also means you don’t have to quit your job.
Add us to your wedding venue list
Reach out today to meet our Events Team and get started on planning your Columbus wedding!
