Your Ultimate Wedding Planning Timeline and Checklist

Congratulations on your engagement! Now begins the exciting journey towards your dream wedding. But where do you start? Worry not, as our ultimate wedding planning timeline and checklist is here to guide you every step of the way. From securing your dream venue to sending the invitations, we’ve broken down everything you need to manage, month by month, ensuring your big day unfolds just as you’ve imagined — seamlessly and stress-free!

12+ Months

Set The Budget
Start your wedding planning adventure by setting a budget — it’s like the GPS for your celebration! Larger items like venue, florist, & photographer are easy to remember but don’t forget the small stuff like your stationary, favours, hair & makeup, gifts, hotels, shuttles, & rehearsal dinner, etc. Some couples talk to their parents and grandparents at this stage, but we know that’s not an option for everyone. Find out what resources you have and prioritize what matters most to you as a couple.

Decide on Wedding Planner Vs. Coordinator
Consider your needs, timeline, and how hands-on you want to be – whether you go with a planner or coordinator, having one of these pros onboard is the secret sauce to a seamless and unforgettable celebration!

You know yourself best. If you could use support from start to finish and you have enough budget, a wedding planner might be a good fit for you. If you are comfortable doing more of the legwork planning for your event like ordering stationary, working with your florist, choosing vendors etc. wedding coordination should do the trick!

Make a Guest List
When making a guest list, it is normal to have an “A” list and a “B” list to help you work within your budget. Your “A” list usually includes people like parents, close family, wedding party, close friends, and plus ones/partners. Your “B” list may include guests who are more optional to invite or who you think may not make it due to distance or scheduling conflicts. It’s best not to mention they are on the “B” list! Next comes cutting, negotiating, and cutting some more until you reach a final number.

Keep in mind, that if family members are contributing financially to the wedding, they may expect more say in the guest list. You just need an idea of guest count for when you start touring venues, but keep in mind that generally, the larger your guest count (for example over 150 guests), the fewer venues you’ll have to choose from.

Book a Venue
Booking a venue is the one of the most important pieces of your wedding puzzle! Once you find your venue you’ll know your wedding date, atmosphere, location, and minimum/maximum capacity. You’ll also know what vendors you need to source yourself versus what services will be taken care of by your venue. This stage has a huge impact on your photos and your guests’ experience so take your time and make sure it’s a perfect fit!

For most venues, you’ll need to fill in a contact form to receive pricing information and book a tour. Bring any special plus ones on your tour (parents, best friends etc!) if you’ll need their opinion before taking the plunge!

Venues can book up quickly so it’s never too early to start reaching out. Some people do it before they’re engaged, and that’s fine!

Book a Caterer
Choosing a caterer is the next step to defining your wedding day vibes. Some caterers are more casual, while others will be very formal. Often more gourmet catering will come at a higher cost, but not always. Consider if you’d like to do a plated dinner or a buffet. Plated meals come with some extra logistics for you to organize, and buffets have some benefits like guests being able to get second helpings (depending on your caterer) so think about what is most important to you and find out what your caterer recommends.

Ask your caterer when to expect your tasting and remember to find out the deadline for submitting your final guest count.

11 Months

Secure High Priority Vendor Team
Once you have a venue and date, you can start building a dream vendor team. Some vendors like photographers, videographers, and hair & makeup may have limited availability and book up quickly. Most will accept bookings over a year in advance so it’s never too early to reach out and get them booked!

Choose Wedding Party
These are the friends and family members who will stand by your side, adding laughter, support, and an extra dose of joy to your special day. Start by considering those who have played a significant role in your lives and relationships (and don’t forget, some of them will probably be making a speech!).

Wedding Style & Colour Palette
Begin by envisioning the vibe — whether it’s rustic chic, classic elegance, or boho vibes. Once you’ve found your style, pick a color palette that resonates with your vision, reflecting your personality and the atmosphere you want to create. It’s time to do some research on Google and Pinterest!

Shop for Wedding Dress(es)
We recommend starting as soon as possible if you are shopping for a wedding dress(es)! If you are ordering a new wedding dress, it can take time for it to be delivered, and you’ll also need time for fittings and alterations to ensure it’s the perfect fit. Explore different styles, and be open to being surprised by what you feel best in. Sometimes it’s not the dress you have saved on Pinterest!

Think about your venue and season as well. If you’re getting married outside in the fall, you may be able to go with a heavier fabric or add a cute faux fur shawl. For a summer wedding, something lighter or more flowy may be more comfortable. Think about what will make you feel most confident and allow you to enjoy your day the most.

10 Months

Look at Booking Hotel Blocks
Start by checking out hotels near your venue, considering different price points to accommodate various budgets. Check with the hotels to see the timeline they recommend for booking a block of rooms, and if they have a room limit. For larger parties, you may need to use several hotels since many hotels have a cap on blocking rooms. You’ll want to share the hotel information with guests through your invitations and/or wedding website.

Take Engagement Photos
Some photographers will include engagement photos in their wedding package, while others will charge an additional fee to add this service (typically somewhere between $150-$450).

If you are nervous about taking pictures, an engagement shoot can be a great way to get some practice before the wedding day, and for you and the photographer to get used to working together. Try to relax, have fun, and let your photographer guide you through the experience.

Book Transportation
Booking a shuttle service for your guests can help ensure that everyone has a safe ride to the hotel at the end of the night. It can also be a fun start to an after-party if guests are traveling together to a hotel/cottage/Airbnb etc. Prices for shuttle services vary depending on the location of your venue and hotels, how many guests you need to transport, and whether you have 1 shuttle doing loops or 2 shuttles transporting guests simultaneously. The shuttle company should be able to recommend shuttle times based on your hotel and venue locations, your ceremony time, and your end-of-night time. For remote locations, ensure your shuttle company is familiar with your venue.

9 Months

Order Rentals
Some venues will need extensive rentals and decorations to be added to the space, while others will provide most of the required items. Check with your venue and caterer to ensure you have tables, chairs, linens, and place settings. If you are expected to order rentals yourself, check with your venue or caterer to ensure you order the required items, coordinate delivery and pick-up times, and know who is responsible for setting up and tearing down any rented items.

Launch Wedding Registry and Website
Choose a user-friendly platform to create a registry that reflects your needs and aspirations. Share your love story, event details, and important updates on a personalized wedding website. It’s the digital hub where guests can find all the info they need to know for your celebration.

Joy — https://withjoy.com/
The Knot — https://www.theknot.com/gs/wedding-websites
Zola — https://www.zola.com/

Finalize Your Vendor Team
This is a good time to make sure you’ve got all your bases covered! Have you hired an officiant, florist, makeup artists, hair team, baker, videographer, etc? Do you want to add any special vendors like a ceremony musician, photo booth, gelato cart, champagne wall, etc? Now is the time!

8 Months

Send Your “Save the Dates”
Craft a design that reflects your style and sets the tone for the celebration. Include essential details like your name, the wedding date, location, and maybe a cute photo of you love birds! If you have a wedding website, you can share that too, and you can also let people know when to expect a formal invitation. Save The Dates can be sent in paper form, virtually (like an e-card), or creative magnet to go on the fridge. You do you! On that note, if you want to skip this step, you can! Save The Dates are generally considered optional.

7 Months

Groom(s) and Wedding Party Attire
Choose suits or tuxedos that align with your wedding’s theme and setting. Consider the season, color palette, and the overall aesthetic. For a cohesive look, coordinate accessories like ties, pocket squares, or boutonnieres. Opt for attire that not only looks sharp but also ensures the comfort of the wedding party. Schedule fittings in advance, and don’t forget about shoes – they should be stylish yet comfortable for a day filled with celebrations.

Wedding Rings
The exchanging of rings is a traditional part of many wedding ceremonies. Wedding bands can be purchased by the same jeweler that created the engagement ring, or any jeweler you want! Some people choose a wedding band that fits together with their engagement ring, but it’s totally up to you!

6 Months

Book Honeymoon
Begin by envisioning your dream destination – whether it’s a tropical paradise, a cultural escape, or a quiet cottage. Plan ahead to secure the best deals and availability and decide whether you will go right after the wedding, or at another time that works better for your schedules.

Plan Rehearsal Dinner
Rehearsal dinners often include anyone who is participating in your wedding rehearsal (parents, wedding party, siblings etc). Some venues may offer rehearsal dinners on location, but going to a local restaurant or hosting a BBQ at home are great alternatives if not!
If booking a local restaurant, you may be able to wait until 2 months before the wedding to book your table but if it’s a small or very popular spot, earlier can be better.

Select & Order Invitations
Choose a design that captures the essence of your wedding theme and personality. Consider the color palette and style that resonate with your vision. Double-check the details to ensure accuracy, including the date, venue, and RSVP information.
Before printing, it’s a good idea to confirm your ceremony time and venue address with your coordinator or venue.

5 Months

Book a Tasting with Caterer
Most caterers will include a tasking or mini-wedding meal in their wedding catering packages. They often schedule tasting/smapling between 3 and 6 + months before the wedding. Your caterer will guide you on what will be included in your tasting, how many portions you will receive, and whether you will eat on location or pick your meal up to go. Different caterers will organize it in different ways but you can be sure it will involve tasty food! If you haven’t heard from your caterer, don’t be shy! Reach out and see if everything is on schedule or ask when you can expect to hear from them about setting up your tasting/mini-wedding meal sampling.

4 Months

Wedding Favours
Wedding favours can be a sweet surprise for your guests, especially when they are personalized or connected to you. DIY favours are some of the most popular with guests (think homemade candles, jam, maple syrup!) or a small treat can get the job done. That said, not everyone gives favours anymore, so think about whether it is important to you and feel free to skip it if it’s not a priority or not in the budget.

Schedule a Meeting with Your Officiant
This can be a good time to connect with your officiant if you haven’t yet. Dscuss the tone you want for your ceremony and tell them any rituals, readings or traditions you want to incorporate. It’s a chance to ensure that your ceremony reflects your unique relationship. Take this opportunity to ask any questions, discuss logistics, and build a rapport with the person who will play a significant role in officiating the start of your happily ever after.

Most officiants will attend your rehearsal for an additional fee. Having the whole team together for rehearsal day can ease everyone’s nerves and make things much smoother on the big day. Check with your venue about your rehearsal day & time, and communicate this information to your officiant.

Book Hair and Makeup Trial
Some brides choose to do a trial session with their chosen hairstylist and makeup artist. Generally, there is a fee for this service, but it can make you more comfortable and confident on the wedding day if you know that your beauty team understands what you want.

3 Months

Choose Songs for Your Wedding
Music is an important part of every wedding day. Special songs will be played at key moments throughout the day, and the music genres and song choices will impact the atmosphere and mood of each part of the schedule. It can be meaningful to select tunes that hold sentimental value to you as a couple, as well as songs that make you happy, bring back memories, or that you just think are beautiful!

Create a “Short List” for Your Photographer
Begin with essential shots, like getting-ready moments, ceremony highlights, and family portraits. Add personal touches, such as details of your attire, candid moments with loved ones, and any specific locations you want captured. Don’t forget to include must-have group shots and shots that reflect your unique personalities as a couple. This list acts as a roadmap, ensuring your photographer captures the most significant moments for you, making your wedding album a treasure trove of memories.

Start Purchasing Gifts for the Parents and Wedding Party
Many couples choose to give gifts to close family and wedding party members on the rehearsal or wedding day, as a token of appreciation for their time and support in the months leading up to the wedding. Consider personalized gifts that reflect their personalities or capture shared memories such as custom photo frames, engraved jewelry, personalized accessories or keepsakes that commemorate your special day. Start shopping early to allow for customization and thoughtful touches. Etsy can be a great starting place for ideas!

Send Your Invitations
The general rule of thumb is to send your invitations out 8-12 weeks before your event. Sending them earlier rather than later can give you buffer time in case of mail delays, and allow you to to invite guests from your B list if some A-listers decline.

2 Months

Share Your Guest Count with Your Coordinator and Caterer
Update your coordinator as RSVPs come in to ensure they have an accurate headcount. This information helps in finalizing your floor plan, catering details, and final payments to your venue and/or caterer.

Start Buying Bar Items
As you start purchasing, keep in mind your guest count and any signature drinks you want to feature. Consider your drink preferences and the overall vibe you want for your bar. It’s ok to keep it simple if that’s your style and if you want to limit prep work before your wedding! Signature drinks can be fun, and creative names can be cute (like naming a drink after your dog). ​​Don’t forget about non-alcoholic options for all your guests.

Have Your First Wedding Dress Fitting
Your first wedding dress fitting often happens a couple of months after ordering your dress. Most people do another fitting about 6 weeks before the big day. Your seamstress can guide you on their process and the usual timing for fittings. This is the time to make adjustments and customizations so that your dress reflects your style and makes you feel confident & beautiful. Don’t forget to bring your shoes and accessories (jewelry, veil, etc) to your fittings if you have them.

Finalize Plans with Your Florist
Confirm final details with your florist, including number of bouquets and corsages, your final floor plan, arbour measurements if needed, and any florals or greenery required for any other spaces around your venue (entrance area, wine barrels, dessert table, etc). You’ll also want to confirm delivery and set-up times and connect your florist with your coordinator.

Apply for a Marriage License
Check your local requirements, gather necessary documentation, and schedule a visit to the city hall, township office or courthouse. This crucial step ensures that your marriage is legally recognized. Remember to apply within the designated timeframe before your wedding day, allowing for any processing delays. If you are previously divorced, there might be additional steps. If so, make sure to start this process as soon as possible!

Bridal Shower/Bachelorette/Bachelor Party
Coordinate with your bridal party to ensure the events align with your preferences and style. Whether it’s a sophisticated brunch, a lively bachelorette bash, or an adventurous bachelor party, tailor the plans to reflect your personality. Consider the guest list, activities, and any special touches to make these occasions uniquely yours.

Order Stationery
Whether it’s invitations, place cards, or thank-you notes, choose a design that complements your overall theme. Consider colors, fonts, and textures that resonate with the aesthetic you envision. Double-check the details for accuracy and clarity. Ordering stationery ahead of time allows for customization and ensures everything is ready to convey the unique charm of your celebration.

1 Month

Finalize Guest Count
Work closely with your coordinator to confirm the number of attendees, ensuring accurate seating arrangements, catering quantities, and overall logistics. Communicate any last-minute changes and double-check RSVPs to ensure your final guest list is comprehensive.

Final Meeting with Your Wedding Planner/Coordinator
Review the timeline, logistics, and any outstanding details to ensure a seamless event. Discuss contingency plans and address any last-minute concerns. This meeting is the culmination of collaborative planning, turning your vision into a well-executed reality. With everything in place, you can walk into your wedding day with confidence, knowing that your dedicated planner or coordinator has everything under control.

Follow Up with the Vendor Team
Reach out to each vendor, confirming details, timelines, and any last-minute adjustments. And don’t forget to pay them in full! Make sure you connect the vendors with your wedding planner/coordinator. Discuss the logistics of their arrivals, setups, and specific responsibilities on the wedding day. This last check-in ensures that everyone is on the same page, working in harmony to bring your vision to life.

2 Weeks

Finalize Your Seating Chart
Collaborate with your coordinator to ensure that guests are seated comfortably and strategically. Consider relationships, preferences, and any potential dynamics. Double-check the placement of tables, making sure everyone has a clear view and can enjoy the celebration to the fullest. Lastly, double, triple check their names!

1 Week

Finish Purchasing All Bar Items
Ensure that all of your beer, wine, spirits, liqueurs, juice, pop, tonic water, club soda, lemons, limes. Basically, anything (besides ice) that is required for your special day!

Start Packing Items for Your Wedding
Begin with essentials, including your wedding attire, accessories, and any sentimental items. Don’t forget the necessary documents, rings, wedding vows and any personal touches you want to include. Start packing your overnight bags if you are sleeping over at a hotel. Coordinate with your wedding party to ensure everyone is organized. Starting this process early allows for a stress-free and smooth transition into the celebratory atmosphere of your wedding day.

Final Dress Fittings
Take this opportunity to ensure the perfect fit, making any last-minute adjustments for comfort and style. Bring along your chosen accessories, allowing you to see the complete ensemble. Communicate openly with the seamstress about any details or alterations you desire.

On Rehearsal Day/the Night Before

Check Your Must-Bring Items

Bring Additional Decor to the Venue
Transport carefully chosen decor items that enhance your theme and vision. Consider flowers, candles, signage, or any personalized touches that will transform the space. Coordinate with your venue team for a seamless setup, ensuring every detail is in its designated place.

Rehearse Your Ceremony
Gather with your officiant, wedding party, and anyone involved in the ceremony to walk through the details. Practice the processional, recessional, and any rituals or readings. Use this time to ensure everyone is comfortable with their roles, and that the timing and flow align with your vision. And make sure you practice your post-ceremony pose for the pictures! With a well-rehearsed ceremony, you set the stage for a heartfelt and smoothly executed exchange of vows.

On the Wedding Day

Trust Your Vendor Team, Relax and Enjoy Your Day
As your wedding day approaches, it’s time to trust the carefully assembled team of vendors you’ve chosen. Let go of any lingering details and trust that they will execute your vision flawlessly. Take a moment to relax and savour the excitement of the day. This is your time to revel in the love, joy, and celebration surrounding you. Your vendor team is there to ensure everything runs smoothly, allowing you to fully enjoy every magical moment of your wedding day. Take a deep breath, trust in the professionals you’ve hired, and immerse yourself in the joy of your once-in-a-lifetime celebration!

Photography Credit
Born To Be Photography
Rachel Callan Photography