Wedding Day Checklist: 10 Critical Steps to Avoid Wedding Day Disasters
Get Ready for Your Worry Free Waterfront Wedding Day with this Wedding Day Checklist
The calm coastal air, the sunlight glinting off the water, and the sound of laughter booming over the historic Pensacola Wharf Waterfront Venue are all parts of your wedding day that you will always remember. At Palafox Wharf Waterfront Wedding Venue, the beautiful marina vistas and lush green grass that surround you all day long make for a naturally romantic setting that can’t be beat.
But even in this beautiful place, the enchantment works best when it is laid out well. That’s why you need a wedding day checklist. It’s your trusted friend who will help you have a perfect and stress-free day.
This 10-step wedding day checklist will help you plan your wedding, from the last few days before the ceremony to the happy “I do” and beyond. It doesn’t matter if you want a modest wedding in Pensacola or a big celebration at a top waterfront wedding venue. Let’s get started and make your day at Palafox Wharf a dream come true.
Do you want a beautiful, stress-free, and joyful wedding by the water? You might find what you’re looking for at Palafox Wharf Waterfront. This location is located on South Palafox Street in the center of Pensacola’s downtown (in the heart and you won’t need to take an Uber to get to your after party). Palafox Wharf Waterfront was built in 1890, and many of the architectural details have been preserved such as the heart pine wood flooring, the huge skylights, exposed brick, and wood details. Visitors adore the breathtaking views and marina backdrop of the waterfront and the ease of access being walkable to hotels and local downtown churches, eateries, ferries, and historical sites.
Step 1: Confirm and Make Sure Your Wedding Day Checklist Schedule is Set
A thorough timeline is your plan for staying calm and going with the flow. Timing is crucial at Palafox Wharf as it is at any Venue, as the sun sets over the marina and the historic waterfront is always busy. Timing is everything.
What to include:
- Start with when hair and makeup begin — early morning for relaxed prep.
- Add extra time between getting ready, traveling to the venue, and taking photos.
- Make sure to plan the start and end times of the ceremony so that you may get golden hour images on the dock.
- Plan cocktail hour on the deck by the water, where the soothing light makes every smile shine.
- Include reception events: dinner, toasts (no more than 5 minutes each), first dance, cake cutting.
- Finally, give your visitors some time to wind down so they may go securely or walk downtown for nightlife.
✅ Timeline Wedding Day Checklist
- ☐ Hair & makeup appointments confirmed
- ☐ Buffer times added (30 minutes is best)
- ☐ Confirm ceremony start & end times are set
- ☐ The timetable for the photographer & videographer is set
- ☐ Cocktail hour on waterfront deck is set
- ☐ Reception events timeline approved
- ☐ Transportation, if any, & guest arrival included
Tip: Give your planner and vendors this timeline ahead of time so they can all work together smoothly.
Step 2: Check on Your Vendor Team
The vendors you hire are the ones who will make your ideas come to life. Palafox Wharf has a list of reliable Pensacola wedding vendors who know this historic waterfront inside and out, so every detail will be perfect.
Key vendors to check:
- Photographer & videographer who are great at taking photos and videos of waterfronts and historic sites.
- Florist who can use flowers and plants from the area and the coast.
- Caterer who knows Palafox Wharf’s kitchen and outdoor areas well.
- DJ or band that knows how to balance the sound inside with the second outside.
- Wedding coordinator or wedding planner that knows Palafox Wharf like the back of their hand.
✅ Wedding Day Checklist for Confirming Vendors
- ☐ Contracts signed & all payments made
- ☐ Arrival & setup times verified
- ☐ Special requests made
- ☐ Vendor contacts shared with the planner and couple to include cell phone numbers that can be used on Wedding day
- ☐ Backup vendor contact info gathered
Tip: Any DJ that has not been to Palafox Wharf Waterfront as a vendor, is to arrange an appointment to go over logistics, parking, and such. Ask vendors to make an appointment to visit Palafox Wharf ahead of time to get to know the area, especially for capturing those famous waterfront moments.
Step 3: Get Liability and Cancellation Insurance along with Insurance for Your Rings and Jewelry
Your wedding rings are more than just jewelry — they are symbols of your love story that shine in the waves of Pensacola as a reminder of your commitment.
Your wedding rings are more than just jewelry — they are symbols of your love story that shine in the waves of Pensacola as a reminder of your commitment.
✅ Jewelry Insurance Wedding Day Checklist
- ☐ Appraisal updated for current worth
- ☐ Insurance policy acquired or added
- ☐ Coverage details examined (loss, theft, damage)
- ☐ Jewelry carefully kept safely before wedding day
- ☐ Wedding bands & heirlooms included in policy
Tip: Jewelers Mutual is a great insurance company that covers you all around the world without any evaluations.
Step 4: Get Your Emergency Kit Ready for Your Wedding Day
You can relax and have fun if you are ready. If you are going to a waterfront place like Palafox Wharf Waterfront, make sure to pack some additional things like sunscreen and bug spray in your emergency kit.
Things You Need to Have Are:
- Safety pins & sewing kit
- Wipes that get rid of stains
- Pain medicine and Band-aids
- Breath mints and snacks
- Things you need to touch up your Makeup
- Extra pantyhose or socks
- Sunscreen and bug spray (very important by the water)
- Phone charger and portable battery
- Hand sanitizer and tissues
- Copies of vows and marriage license
✅ Wedding Day Checklist for Emergency Kit
- ☐ Emergency kit prepared and specific person assigned to it
- ☐ All members of the wedding party have been told where to go
- ☐ Included are backup shoes and accessories
Tip: Keep the kit hidden but easy to get to so you can make quick changes while taking pictures on the dock or lawn.
Step 5: Plan How Guests Will Arrive (Needed Transportation?) and Guest Arrival Plans
Because Palafox Wharf is in the heart of downtown Pensacola, many guests will be able to walk there from surrounding accommodations. Still, having precise preparations for getting everyone there makes sure that everyone gets there without any problems.
Think About:
- Signs and parking availability
- Shuttle buses from hotels
- Routes that are easy for older or disabled guests to use
- Invitations or the wedding website should include clear directions on how to get there.
✅ Transportation Wedding Day Checklist
- ☐ Finalize parking and shuttle information with the venue
- ☐ Coordinate guest arrival times
- ☐ Plan for signs or greeters to help guests find their way
- ☐ Drivers were given an emergency contact number.
Tip: If some of your guests have trouble getting about, make sure to have someone available at the site to help them.
Step 6: Make Sure All the Details of the Ceremony Are in Order
Your ceremony at Palafox Wharf is where passion and timeless style come together, with the marina’s beautiful sparkling backdrop.
What to check:
- Ceremony setup & seating arrangement on the green lawn
- Décor details like floral arches, aisle runners, and lighting
- Music cues for processional, recessional, and special moments
- Unity ceremony elements (candles, sand, handfasting)
- Officiant arrival & rehearsal timing
✅ Ceremony Wedding Day Checklist
- ☐ Setting up the ceremony and seats on the green grass
- ☐ Details on the decorations, such as floral arches, and lighting
- ☐ Music for the processional, recessional, and other special times and sound system and music tested
- ☐ Candlelight (battery operated best since there may be breezes), sand, and handfasting are all parts of a unity ceremony
- ☐ Ushers assigned and briefed
- ☐ Arrival time for the officiant and rehearsal time
Tip: Use the golden hour light on the Palafox Wharf dock to take ceremony images that will last a lifetime.
Step 7: Plan the Flow of Cocktail Hour Wedding Day Checklist
The waterfront deck at Palafox Wharf is a great place for cocktail hour. Guests may enjoy the marina views and the soft sea air.
Here are Some Tips for flow:
- Set up the bar and serve hors d’oeuvres
- Set up tables and chairs for a lounge area
- Make music playlists that go well with the outside setting
- Set aside places for guests to take pictures and sign the guestbook
- Think about when the sunset will be for beautiful pictures.
✅ Cocktail Hour Wedding Day Checklist
- ☐ Confirm Food & beverage timing
- ☐ Confirm Seating & standing areas arranged
- ☐ Music & sound check
- ☐ Guestbook or activities set up
- ☐ Photographer told of must-capture moments
Tip: To make the waterfront feel even more like home, serve unique cocktails that are inspired by seaside flavors.
Step 8: Get the Reception Setup Just Right Wedding Day Checklist
The welcome at Palafox Wharf has a mix of old-world beauty and modern luxury, from the dining – dance hall to the open-air deck.
Important things to think about:
- Table arrangements that make guests say, “Wow, how original!”
- Dance Floor
- Lighting to draw attention to building details and flower centerpieces
- Where to put the cake display for great shots
- Speeches and toasts planned so that they go smoothly
- Vendor setup times worked out with the staff at the venue
Reception Wedding Day Checklist
- ☐ Seating chart finished and printed
- ☐ Table decorations and place cards delivered
- ☐ Confirmed the layout for the cake and dessert table
- ☐ DJ/band soundcheck done
- ☐ Timeline for speeches and dancing sent out
Tip: Use lighting over the lawn if you have the games package. Sandy has the perfect vendor to do this lighting.
Step 9: Get Ready for the Weather (Have a Plan B Ready) Wedding Day Checklist
Florida’s coastal weather can be unpredictable, so it’s important to have a backup plan in case of rain or heat.
Plan for:
- Everything inside in case of rain
- Fans and/or umbrellas to keep cool in the summer. Paper parasols are a great asset!
- A quick method for letting guests know about changes
✅ Wedding Day Checklist for Getting Ready for Bad Weather
- ☐ Indoor space
- ☐ Fans, heaters, or other weather gear set up
- ☐ Communication plan for guests ready
- ☐ Emergency kit has weather essentials
Tip: Palafox Wharf’s historic building make for a stunning rain-ready option without losing charm.
Step 10: Pick a Point Person (or Better Yet, Hire a Coordinator)
You can enjoy every moment without concern if someone else is in charge of the broader picture. You, the Bride should be making memories, not working and being the planner on wedding day.
Benefits of Assigning a Point Person:
- Managing vendors and timelines
- Guest needs
- Solving problems that come up out of the blue
- Putting things together and taking them apart
- Taking care of the emergency kit for the wedding day
✅ Wedding Day Checklist for Coordinator
- ☐ Hire a point person or coordinator
- ☐ Share contact information with all suppliers
- ☐ Distributed a timeline for the day
- ☐ Collected emergency contact numbers
Tip: Palafox Wharf has experienced in-house organizers who know all the little details about the venue. This is your hidden weapon for a smooth, nicely flowing day.
A List of Things to Do After the Wedding
The memories do not end when the music does.
Things to do to Wrap-up for Wedding Day Checklist
- Send thank-you notes to guests and vendors.
- Write glowing reviews of your vendors on Google and social media
- If there was a hitch with a vendor, communicate with the vendor. Do not air vendor problems in public. Be respectful and courteous.
- Take care of your wedding dress and bouquet.
- Go through the images with your photographer and construct albums.
- Return whatever you borrowed and pay any last bills.
- Plan your honeymoon to keep the fun continuing.
✅ After the Wedding, You Should Do This Wedding Day Checklist
- ☐ Send thank-you notes
- ☐ Write glowing reviews of your vendors on Google
- ☐ If you had a problem with a vendor, do not air it in public. Be a gentle person and communicate directly with the vendor. There could have been a reason in the background that you were not aware of on Wedding Day.
- ☐ Set up preservation services
- ☐ Chosen picture proofs
- ☐ Scheduled rental returns
- ☐ Made plans for your honeymoon
Tip: Make a digital wedding album with images of the stunning views from your venue to share with friends and family around the world.
Why Choose Palafox Wharf to get Married?
The Palafox Wharf Waterfront Wedding Venue has a classic look and great views. It has a lot to offer, such as a decent inside area, a wide deck by the water, and a beautiful lawn with a view of the marina and upscale homes.
Palafox Wharf Waterfront Wedding Venue combines timeless charm and from the lush green lawn overlooking the marina to the elegant indoor spaces and spacious waterfront deck, it offers:
- There are fantastic places to capture shots at every turn.
- Great flow that can host up to 175 people.
- Experts in-house planning and wedding management (coordination) as an add-on feature
- This place is a property in a great part of downtown Pensacola, near hotels and activities to do at night.
- Find out why this is the finest place for a beautiful, romantic wedding.
Find out more about why Palafox Wharf Waterfront is the best wedding venue for a flawless, romantic celebration.
Learn more about Why Palafox Wharf is the Best Wedding Venue.
A List of Things to Do on Your Wedding Day to Help You Relax and Enjoy Your Ultimate Wedding Day Checklist for a Stress-Free Day
The best way to turn a busy wedding day into a joyful and fun party with lots of memories is to make a list of things to accomplish. These 10 steps will make sure that every area of your wedding shines, no matter which of the unique wedding venues near me you choose.
We hope this information helps you stay ready for your waterfront wedding as you enjoy the romance.
Are you ready to plan the best wedding ever at the Palafox Wharf Waterfront Wedding Venue? Call us right away to set up a visit and start planning the best party ever!
Contact Us:
📞 850-748-5102
📧 sandypalafoxwharf@gmail.com
🌐 Palafox Wharf Waterfront Wedding Venue
📸 Follow us on Instagram: @PalafoxWharf
We, we need your help to support and recognize wedding venues that are owned by locals! Thank you for taking a look at Wedding Day Checklist. Do you want to have a big impact? We, we need your help to support and recognize wedding venues that are owned by locals!
🌟 Do you want to have a big impact? You can do something as basic as leave them a good review on Google, follow them on social media, or tell your friends and family about them. We appreciate your help and want to thank all of the wonderful wedding venue owners across the country who work so hard to make people’s dream weddings come true.You can do something as basic as leave them a good review on Google, follow them on social media, or tell your friends and family about them.
We appreciate your help and want to thank you for reading Wedding Day Checklist and want to thank all of the wonderful wedding venue owners across the country who work so hard to make people’s dream weddings come true.
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