How to Plan a Wedding: A Comprehensive Timeline and Checklist
Recently engaged? Wondering how far in advance you should book your vendors? Here’s a timeline and checklist to help you prioritise accordingly, ensuring nothing is missed along the way. This timeline starts 12-18 months before the wedding, but it can be adjusted based on the time you have until the big day.
Glasshouse Morningside in Auckland, New Zealand
12-18 Months Before the Wedding: Start with the Big Picture
Set Your Wedding Date and Budget:
Decide on your wedding date (or date range). If getting married in a church or by your pastor, you might want to consult with them and check their availability.
Set your budget and key priorities to help guide vendor decisions.
Book Your Wedding Planner (Optional):
If you’re hiring a wedding planner, secure them early to help with vendor recommendations and planning.
Choose and Book Your Venue:
Venue availability often dictates your wedding date, so prioritise this. Many popular venues book out 12-18 months in advance.
Create a Guest List:
Start drafting your guest list to have an idea of the size of your wedding.
Te Piringa Gardens in Auckland
10-12 Months Before: Key Vendors
Book Your Photographer and Videographer:
Photographers and videographers are often booked early, especially for prime wedding seasons. Prioritise securing these vendors to ensure your date is available. Click here to check if my availability aligns with your date!
Book Your Caterer:
If your venue doesn’t include catering, it’s important to book your caterer. Make sure to arrange a tasting and discuss menu options.
Hire Your Entertainment:
Whether you’re hiring a DJ, live band, or acoustic musicians, book your entertainment early to ensure they are available. Have you ever considered live illustrations? Check out my friend Esther! Her illustrations double as thoughtful wedding favours!
Book Your Celebrant/Officiant:
If you’re not getting married in a church or religious institution, book a celebrant/officiant early to lock in your ceremony lead.
Consider Hiring a Florist:
Start researching florists and book them if you want specific styles or complex floral arrangements.
Research Your Wedding Dress and Attire:
Start browsing for your wedding dress and book appointments at bridal shops. Dresses can take several months to be made and altered. You could also look at hiring your gown.
Book Accommodation for Out-of-Town Guests:
If your wedding has a lot of guests from out of town, block off rooms at nearby hotels.
Fresh tasters at a Deer Valley elopement
8-10 Months Before: Further Planning
Book Your Wedding Dress:
Purchase your wedding dress and schedule fittings. You could also look into hiring.
Book Hair and Makeup Artists:
Hair and makeup professionals are often in high demand, especially during peak seasons, so book them well in advance.
Order Bridesmaid Dresses and Groom’s Attire:
If your bridal party and groom need custom attire, order them to allow time for fittings and adjustments.
Secure Transportation:
Arrange transportation for you and your guests, especially if your ceremony and reception are at different locations.
Choose Your Wedding Cake Baker:
Book a baker and schedule a tasting to choose your cake design and flavors.
Wedding cake by Pasteleria
6-8 Months Before: Details and Personalization
Book Florist and Finalise Floral Designs:
If you haven’t done so yet, book your florist and finalise your flower choices for the ceremony, reception, and bouquets.
Finalise Invitations and Stationery:
Choose your invitation designs and send them to print. You’ll want to send your invites about 4-6 months out. Or save the trees and send out e-invites via sites like Paperless Post.
Want to add some extra flair? Rosabel from Rosemay Studio not only creates amazing wedding stationary with her calligraphy, but can also do engravings on perfume bottles for a personalised keepsake from your wedding day!
Hire Additional Vendors (if necessary):
Lighting/Decor: If you need extra lighting or decor rentals, book these now.
Rental Items: Book any additional rentals such as tables, chairs, linens, and draping if your venue does not provide them.
Content Creation: Hire a content creator to capture raw footage on their iPhone. They will usually include one edited reel and deliver within 24 hours! (Or at least that’s what I offer in my add-ons!)You can read more about Content Creation on this blog post by Auckland Weddings.
Book Your Honeymoon:
Confirm your honeymoon destination and make any necessary travel bookings, especially if you’re traveling internationally.
Blushing bride at The McCallum Residence, florals by
4-6 Months Before: Invitations and Final Bookings
Send Out Invitations:
Send wedding invitations to your guests, including an RSVP date that gives you enough time to finalise numbers.
Book Your Cake (if not done earlier):
If you haven’t already, finalise your wedding cake with the baker and confirm delivery arrangements.
Order Wedding Rings:
Purchase wedding rings and schedule any engravings or adjustments.
Final Fittings for Wedding Dress and Attire:
Schedule your final wedding dress fitting and ensure bridesmaids and groomsmen have their attire ready.
Plan Your Ceremony:
Work with your celebrant/officiant to plan the details of the ceremony, including vows, readings, and any special rituals.
2-4 Months Before: Final Details
Confirm Details with Vendors:
Contact all of your booked vendors to confirm timelines and services. Ensure they have any final details they need to do their best work on the day.
Order Wedding Favors:
If you’re giving out favors, place the order now to ensure they arrive in time for the wedding.
Create a Wedding Day Timeline:
Work with your planner (or create one yourself) to establish a detailed timeline for the day, including key moments like speeches, the first dance, and the cake cutting. Communicate with your photographer - they might have some helpful tips too!
Arrange Seating Plan:
Once your RSVPs are in, create a seating chart and assign tables for the reception.
1-2 Months Before: Final Preparations
Get Your Marriage License:
Apply for your marriage license through your local registry office.
Confirm Headcount with Caterer:
Provide your caterer with the final headcount for meals and dietary restrictions.
Reconfirm Vendor Arrangements:
Double-check that all vendors (photographer, videographer, florist, caterer, etc.) have the correct timelines and arrangements for the day.
Prepare Payment for Vendors:
Make any final payments or deposits for your vendors.
Finalise Wedding Dress Fittings:
Do a final dress fitting to ensure everything fits perfectly and pick up your gown.
Schedule a Hair and Makeup Trial:
Have a trial run with your hair and makeup artist to finalise your wedding day look.
2-3 Weeks Before: Countdown
Create Your Final RSVP List:
Finalise your guest count and provide it to your caterer, florist, and venue.
Write Your Vows:
If you’re writing your own vows, have them prepared by now so you can rehearse.
Confirm Honeymoon Arrangements:
Double-check all your travel plans, including flights, accommodation, and any excursions.
1 Week Before: The Final Details
Have a Rehearsal:
Schedule a wedding rehearsal with your wedding party, officiant, and close family. This is also a good time to go over any final details with your planner or coordinator.
Pack for the Wedding Day:
Prepare an emergency kit (extra shoes, first-aid items, makeup, etc.) and pack everything you’ll need for the day. Don’t forget you marriage licence (to be signed at the ceremony!)
Relax and Enjoy:
Take some time to rest, pamper yourself, and spend time with loved ones before the big day.
This timeline provides a structured way to prioritise your vendors and ensure all the essential details are covered in the lead-up to your wedding day. Adjust based on your timeline and personal needs!
Wondering about my availability to photograph your wedding? Get in touch!
