Planning a wedding is one of the most exciting—and sometimes overwhelming—journeys you’ll ever embark on. With so many moving parts, it’s easy to feel lost in a sea of checklists, deadlines, and decisions. That’s why, in this episode, seasoned wedding photographers Candace and Brandie break down the entire process into a detailed, month-by-month timeline, sharing insider tips and actionable advice to help you stay organized, confident, and ready for your big day.
Whether you’re newly engaged or deep into planning, this comprehensive guide will walk you through every critical step, from booking your dream venue to nailing down the final details. Let’s dive in!
12–18 Months Before the Wedding: Laying the Foundation
1. Secure Your Venue and Set Your Date
Why it matters:
Your venue is the cornerstone of your wedding. Its availability often determines your wedding date, and popular venues can book up more than a year in advance.
Action Steps:
Research venues that fit your vision, guest count, and budget.
Schedule tours and ask about available dates, included amenities, and restrictions.
Once you’ve found “the one,” sign the contract and pay the deposit to lock in your date.
Pro Tip:
Plan out at least a rough guest list or count. The first question your venue will ask is, “what’s your guest count?”
2. Set Your Budget
Why it matters:
A clear budget guides every decision and helps prevent overspending.
Action Steps:
Discuss finances with your partner and any contributing family members.
Allocate funds to major categories: venue, catering, photography, attire, décor, etc.
Build in a buffer for unexpected expenses. Researching these costs will be key, as most couples experience sticker shock when planning their wedding.
3. Book Key Vendors
Why it matters:
Top vendors—like photographers, videographers, and caterers—often book only one event per day and fill up quickly, especially on weekends in the spring and fall.
Action Steps:
Research and meet with photographers, videographers, and caterers.
Read reviews, view portfolios, and ask about packages.
Book your favorites as soon as possible.
4. Consider a Wedding Planner or Coordinator
Why it matters:
A planner can save you time, stress, and even money by managing logistics and vendor relationships.
Action Steps:
Interview planners to find one who matches your style and needs.
If a full-service planner isn’t in your budget, consider a day-of coordinator.
5. Draft Your Guest List and Choose Your Wedding Party
Why it matters:
Your guest count affects your venue, budget, and overall planning. They also need to know asap so they don’t plan other things like vacations.
Action Steps:
Create a preliminary guest list with your partner and families.
Decide on your wedding party and ask them early so they can reserve the date.
9–12 Months Before: Building the Dream
1. Shop for Your Wedding Dress
Why it matters:
Wedding dresses often require months for ordering and alterations.
Action Steps:
Start trying on dresses to discover what styles you love.
Don’t rush—enjoy the process and explore different options.
Order your dress at least 9 months out to allow time for fittings.
Expert Insight:
Even if you plan to change your body shape before the wedding, order early and schedule final fittings closer to the date.
2. Book Your DJ/Band, Officiant, and Rentals
Why it matters:
Entertainment and ceremony leaders are essential, and rental companies can book up during peak seasons.
Action Steps:
Interview DJs or bands and officiants to find the right fit.
Reserve rentals (tables, chairs, décor) if your venue doesn’t provide them.
Consider renting florals as a cost-effective, eco-friendly option.
3. Order Your Wedding Cake
Why it matters:
Bakeries often limit the number of weddings they take per weekend.
Action Steps:
Schedule tastings and discuss design ideas.
Place your order and confirm delivery details.
4. Send Save-the-Dates and Schedule Engagement Photos
Why it matters:
Early notice is crucial for out-of-town guests and destination weddings.
Action Steps:
Schedule your engagement shoot (often included in photography packages).
Use these photos for your save-the-date cards and send them out.
6–9 Months Before: Details and Logistics
1. Book Your Honeymoon
Why it matters:
Early booking secures better rates and availability.
Action Steps:
Research destinations and check passport/visa requirements.
Book flights, accommodations, and excursions.
2. Order Attire for the Wedding Party
Why it matters:
Bridesmaids’ dresses and groomsmen’s suits often require fittings and alterations.
Action Steps:
Choose styles and colors for your party.
Schedule fittings and place orders.
3. Book Hair and Makeup Artists
Why it matters:
Top artists book up quickly, especially during wedding season.
Action Steps:
Schedule trials to test different looks.
Book your preferred artist and confirm the wedding day schedule.
4. Reserve Hotel Blocks and Transportation
Why it matters:
Securing room blocks ensures your guests have convenient, affordable lodging.
Action Steps:
Contact local hotels to reserve blocks of rooms.
Arrange transportation for guests, especially if alcohol will be served.
Texas-Specific Tip:
If serving alcohol, check if your venue requires security or police officers.
5. Set Up Your Wedding Registry
Why it matters:
Guests will want to shop early, especially for showers and engagement parties.
Action Steps:
Register at multiple stores (online and brick-and-mortar) for a variety of price points.
Include experiences or cash funds if desired.
4–6 Months Before: Bringing It All Together
1. Order Invitations and Stationery
Why it matters:
Custom stationery takes time to design, print, and assemble.
Action Steps:
Work with a stationery designer or use online services.
Order invitations, menus, programs, and table numbers for a cohesive look.
2. Book Rehearsal Dinner Venue and Menu Tasting
Why it matters:
The rehearsal dinner is a key event for your closest friends and family.
Action Steps:
Reserve your dinner venue and finalize the guest list and menu options if applicable.
3. Purchase Wedding Rings
Why it matters:
Rings may need resizing or engraving.
Action Steps:
Shop together and order rings with enough time for adjustments.
4. Start Planning Your Wedding Day Timeline
Why it matters:
A clear timeline keeps everyone on track and reduces stress.
Action Steps:
Decide on key moments: first look, ceremony start, dances, etc.
Share the draft timeline with your planner, photographer, and key vendors.
2–4 Months Before: Finalizing the Details
1. Final Dress and Suit Fittings
Why it matters:
Ensures everyone looks and feels their best.
Action Steps:
Schedule final fittings for the wedding party.
Make any last-minute alterations. An additional dress fitting 1 month out is best, also.
2. Book Specialty Entertainment
Why it matters:
Unique touches like photo booths or live painters require advance booking.
Action Steps:
Research and reserve specialty vendors.
Confirm logistics and setup needs.
3. Create Your Wedding Playlist and Finalize Schedule
Why it matters:
Music sets the tone for your celebration.
Action Steps:
Work with your DJ/band to create must-play and do-not-play lists.
Finalize your day-of schedule and share with all vendors.
4. Mail Invitations and Track RSVPs
Why it matters:
Gives guests time to respond and you time to finalize your headcount.
Action Steps:
Mail invitations 2–3 months before the wedding.
Set an RSVP deadline at least one month out.
5. Schedule a Trial with Your Hair and Makeup Artist(s)
Why it matters:
Ensures you know exactly what to expect on wedding day.
Action Steps:
Gather any inspiration pictures for your HMU artist so they know what you’re going for.
1–2 Months Before: The Home Stretch
1. Apply for Your Marriage License
Why it matters:
Each state has different requirements and waiting periods.
Action Steps:
Research your state’s process and timeline.
Gather necessary documents and apply on time.
2. Plan Bachelor/Bachelorette Parties
Why it matters:
A chance to celebrate with your closest friends.
Action Steps:
Delegate planning to your wedding party or trusted friends.
Set dates and communicate plans.
3. Finalize Seating Chart and Confirm Vendors
Why it matters:
A clear seating chart and confirmed vendors prevent last-minute chaos.
Action Steps:
Use your final guest list to create a detailed seating chart.
Confirm all details with vendors, especially those booked early.
4. Final Dress and Suit Fittings
Why it matters:
Ensures a perfect fit on the big day.
Action Steps:
Attend your final fitting and pick up your attire.
Break in your wedding shoes to avoid blisters.
5. Prepare Accessories and Details
Why it matters:
Photographers love capturing these special touches that help tell the story of the day.
Action Steps:
Choose jewelry, perfume, and other accessories.
Pack everything together in a designated bag or box.
1–2 Weeks Before: The Final Countdown
1. Complete Hair and Makeup Trials if Needed
Why it matters:
If your first trial didn’t go so well, take this time to do a second trial
2. Write Your Vows
Why it matters:
Personalized vows read to each other in private or in front of everyone goes a long way in making your day feel unique to you, and can help to center and ground you, reminding you of the reason you went through all this stress in the first place!
Action Steps:
Hand-write vows in a special book. These can be incorporated into your wedding detail flat lay or wedding keepsake box.
3. Confirm Transportation for Guests if Applicable
Why it matters:
Just in case!
4. Give Your Timeline Out
Why it matters:
Everyone who is involved in the day in any way needs to know where to be and at what time. This will help your day run more smoothly.
Action Steps:
Make sure to include everyone that will be in family formals and give them at least a copy of the family formal list so they know which photos they are in and at what times they need to be where.
5. Pack Emergency Kit
Why it matters:
You never know what could happen! Of course you want to be prepared.
Action Steps:
Bobby pins, power banks, sewing kits, and Tide pens are just a few of the things you should think about packing. Wedding day emergency kit lists are easily found online.
6. Pack Your Attire
Why it matters:
Having everything in one spot will reduce day-of stress. One less thing to worry about.
Action Steps:
Put everything in one spot such as the bottom of your dress or tux bag or inside your shoe box. Go the extra mile and make a list of what should be in the bag and keep it in there as a fail-safe you can reference.
Finally, the day before:
Make sure you have your rings, vows, marriage license, and any checklists you made to help you remember all the things. Don’t forget to turn that marriage license in after the wedding!!
Here’s a downloadable PDF of this list:
