The Ultimate Key West Wedding Checklist: From Start to Finish

Planning a wedding in Key West is a dream come true. With its stunning beaches, breathtaking sunsets, and relaxed island atmosphere, it provides the perfect setting for a romantic and unforgettable event. To ensure your wedding goes smoothly from start to finish, follow this ultimate checklist.

12+ Months Before: Laying the Foundation

Set Your Budget

Deciding on your overall budget is your initial step in the wedding planning checklist. Set aside money for the big-ticket items like venue, catering, photography, attire, and entertainment. Don’t forget travel and accommodation expenses, as Key West is a destination wedding location.

Choose a Wedding Date

Picking a date is important since it impacts availability and price. Take into consideration local events that could affect accommodation and venue prices. Moreover, check for the weather patterns to choose the best time of year for your celebration.

Book Your Venue

Whether you prefer a beach, resort, garden, or historic venue, it’s essential to book early since Key West is a popular destination. Always keep an outdoor wedding backup plan as the weather can quickly change.

Hire a Wedding Planner (Recommended)

A local wedding planner can assist with permits, vendor coordination, and logistics. They can also provide recommendations for exclusive venues and trusted vendors, making the planning process smoother.

Secure Key Vendors

Contract key vendors such as a photographer, videographer, caterer, florist, officiant, DJ/musician, hair and makeup professional, and transport services. Locking in vendors early ensures availability and better pricing.

Arrange Accommodations for Guests

Book a block of rental properties or hotel rooms to host your guests. Provide options across different price ranges and share travel recommendations to make their stay enjoyable.

9-12 Months Before: Diving into the Details

Send Save-the-Dates

Once your date and venue are secured, send out save-the-dates. This provides your guests with plenty of time to make travel and accommodation arrangements, particularly for a destination wedding.

Start Dress Shopping

Consider Key West’s tropical climate when selecting your wedding attire. Lightweight fabrics are ideal for outdoor ceremonies. Schedule fittings well in advance to ensure the perfect fit.

Plan Your Ceremony & Reception

Decide on ceremony details, including readings and vows. Outline your reception timeline, ensuring a smooth flow for dinner, speeches, and entertainment.

Apply for Permits (if needed)

Some locations, especially beaches, require special permits for weddings. Additionally, be aware of noise restrictions for outdoor music and entertainment.

6-9 Months Before: Finalizing Major Elements

Design & Order Invitations

Ensure invitations include RSVP details, travel information, and a link to your wedding website if applicable. A well-designed invitation sets the tone for your big day.

Plan Your Honeymoon

Book flights and accommodations early, especially if you’re traveling immediately after the wedding. Consider adding a special post-wedding activity like a sunset cruise.

Arrange Guest Transportation

Coordinate transportation for your guests, especially if your ceremony and reception locations are separate. Consider trolleys, shuttles, or car services.

Finalize Catering

Work with your caterer to select the menu, keeping dietary preferences in mind. Schedule a tasting session to finalize the meal and drink options.

Choose Décor & Flowers

Select flowers and décor elements that complement Key West’s natural beauty. Consider tropical flowers and lightweight decorations suitable for the weather.

3-6 Months Before: Bringing It All Together

Buy Wedding Rings

Choose wedding rings and have them inscribed if desired. Sizing and comfort are important, as they are to be worn every day.

Plan Pre-Wedding Events

Plan other celebrations such as a rehearsal dinner, welcome party, or farewell brunch. Book venues and confirm guest lists for them.

Obtain Your Marriage License

Apply for a Florida marriage license, which is valid for 60 days. Non-residents have no waiting period, while Florida residents must wait three days.

1-3 Months Before: The Final Countdown

Final Dress Fitting

Ensure all alterations are complete, and break in your wedding shoes for added comfort. Have your attire prepared and packed for travel.

Confirm Vendors

Reconfirm schedules and finalize payments with all vendors. Provide them with your wedding day timeline to ensure everything runs smoothly.

Create a Wedding Day Schedule

Outline key moments such as getting ready, the ceremony start time, and the reception itinerary. Share this schedule with your vendors and bridal party.

Pack for Key West

Prepare your wedding attire, accessories, and an emergency kit with essentials. Also, pack necessary travel documents and personal items for a stress-free trip.

1 Week Before: Final Preparations

Reconfirm Travel & Accommodations

Double-check all guest reservations and travel plans for yourself and your guests. Give any final details to make sure that everyone arrives on time.

Rehearsal & Rehearsal Dinner

Conduct a final walk-through of the ceremony with your wedding party. Enjoy a relaxed dinner with family and close friends to celebrate before the big day.

Wedding Day: Enjoy Every Moment!

Get Ready & Stay Relaxed

Enjoy a stress-free morning with your bridal party. Eat a light breakfast, drink plenty of water, and take a moment to absorb the thrill of the day. Take in the stunning Key West views as you exchange vows and celebrate your love in paradise.

Celebrate & Dance the Night Away

Enjoy the enchanting moments with loved ones, dance under the stars, and build memories that will last an eternity. With this Key West wedding checklist, you can have a smooth and unforgettable experience. From initial planning to the last dance, this wedding checklist has everything in order so that you can enjoy celebrating your love in a tropical paradise.