Wedding Planning Checklist

Planning a wedding can be one of the most exciting yet stressful experiences in a couple’s journey. Within the excitement of selecting venues, outfits, and catering, the myriad of details can quickly become overwhelming. At Virginia Park Lodge, we give our advice to our almost newlyweds that to make your lives easier, stay on track and ensure nothing gets forgotten, begin and maintain a wedding checklist. 

A wedding planning checklist serves as a roadmap, guiding you through each step of the planning process. It breaks down the monumental task of organising a wedding into manageable, bite sized tasks, ensuring nothing is overlooked. By outlining what needs to be done and when a checklist helps prioritise time and resources effectively.

12-18 Months Before the Wedding:

The initial stages of wedding planning are crucial for setting a solid foundation for the rest of your preparations. During the 12-18 months leading up to your wedding, focus on these essential tasks to ensure a smooth and organised process to follow. 

Set Your Budget

One of the first steps in wedding planning is determining your overall budget. This involves having an honest conversation with your partner and any contributing family members about how much you can afford to spend. Once you have a total figure, allocate funds to different categories such as the venue, catering, attire, decorations, and entertainment. A well defined budget will help you make informed decisions and avoid overspending as you progress through the planning stages.

Create a Guest List

Next, draft a preliminary guest list. This will give you an estimate of the size of your wedding, which is essential for choosing a suitable venue and catering options. Consider the maximum number of guests you can accommodate within your budget and be prepared to make adjustments as needed. A clear understanding of your guest count will also help you in other aspects of planning, such as invitations and seating arrangements.

Choose a Date

Selecting a wedding date is a significant decision that will influence many other aspects of your wedding. When choosing a date, consider the season, holidays, and the availability of key guests. Some couples prefer a specific season for its weather, while others might avoid holidays to ensure higher guest attendance. Additionally, check the availability of important family members and friends to ensure your loved ones can join in your celebration.

Hire a Wedding Planner

If you feel that managing all the details might be overwhelming, consider hiring a professional wedding planner. A wedding planner can provide valuable expertise, vendor recommendations, and help keep you on track with your timeline and budget. Their experience can save you time and stress, allowing you to focus more on enjoying the journey to your big day.

Book the Venue

One of the most critical steps in the early stages of wedding planning is booking your ceremony and reception venues. Start by researching venues that align with your vision and budget. Once you have a shortlist, schedule visits to these locations to see them in person. Popular venues can book up quickly, especially during peak wedding seasons, so it's essential to secure your preferred venue as early as possible. The venue you choose will set the tone for your wedding and impact many other decisions, such as decor and catering.

By addressing these key tasks 12-18 months before your wedding, you'll establish a strong foundation for your planning process. Staying organised and proactive during this period will help ensure that your wedding day is everything you've dreamed of.

9-12 Months Before the Wedding:

As you move closer to your wedding date, the excitement builds and the finer details start coming together. The 9-12 month period before your wedding is crucial for securing essential vendors, involving your loved ones, and making significant choices that will shape your special day.

Select Vendors

This is the time to start booking key vendors who will bring your wedding vision to life. Begin with caterers, photographers, videographers, and musicians or DJs. Research potential vendors, read reviews, and schedule consultations to find the perfect fit for your style and budget. Securing these vendors early ensures you get your top choices and allows them ample time to prepare for your event.

Choose Your Wedding Party

Selecting your wedding party is a special milestone in your planning journey. Ask friends and family to stand by your side as bridesmaids, groomsmen, or other roles that are important to you. Consider their availability, commitment, and how they can contribute to making your day memorable. Once chosen, keep them informed about key dates, responsibilities, and any financial commitments they might need to make.

Start Dress Shopping

Begin shopping for your wedding dress about 9-12 months before the wedding. This timeline allows you to explore different styles, make a decision, and schedule necessary fittings without feeling rushed. Remember to consider accessories, shoes, and undergarments during this process. If you’re planning on a custom or heavily altered dress, starting early is 

especially important to ensure you have ample time for multiple fittings.

Send Save the Dates

With your guest list finalised, it's time to send out save the date cards. These notifications allow your guests to mark their calendars and make travel arrangements if necessary. Aim to send them out about 9-12 months in advance, especially for destination weddings or during peak travel seasons. Save the dates set the tone for your wedding and build excitement among your guests.

Register for Gifts

Creating your wedding registry is both fun and practical. Think about items you’ll need for your new life together, including home essentials, experiences, and even contributions to a honeymoon fund. Choose a variety of items at different price points to accommodate all your guests. Registering early gives your guests plenty of time to choose gifts and helps you avoid last-minute additions.

6-9 Months Before the Wedding:

As the wedding day draws closer, the focus shifts to refining the details that will make your day unique and memorable. The 6-9 month period is an ideal time to finalise important plans and ensure everything is in place for a seamless celebration.

Plan the Ceremony

Begin working with your officiant to plan the ceremony details. Discuss the structure of the ceremony, any readings or traditions you want to include, and personal vows. This is also the time to consider any special rituals or symbolic acts you want to incorporate. Ensuring that your ceremony reflects your relationship and values will make it a deeply meaningful experience for you and your guests.

Book Transportation

Arrange transportation for the wedding day to ensure smooth logistics. This includes booking vehicles for the bridal party, groomsmen, and any guests who may need special arrangements. Consider the style and size of the vehicles, as well as the distance and timing of travel between venues. Having a reliable transportation plan in place will help keep everything on schedule and reduce stress on the big day.

Hire a Florist

Choose a florist and start discussing your floral arrangements. Share your vision, colour scheme, and any specific flowers you want to include. Your florist can help you design bouquets, boutonnieres, center pieces, and other decorations that complement your wedding theme. Be sure to discuss delivery and setup logistics to ensure everything is perfect on the day of the wedding.

Order Invitations

Selecting and ordering your wedding invitations is an exciting step in the planning process. Choose a design that reflects your wedding style and includes all necessary information for your guests. Order enough invitations to cover your guest list, plus extras for mistakes and keepsakes. Plan to send out the invitations about 6-8 weeks before the wedding, with RSVPs requested a few weeks before the event to finalise numbers for catering and seating arrangements.

Plan the Honeymoon

Start planning and booking your honeymoon to ensure you have a wonderful trip to look forward to after the wedding. Consider destinations, travel arrangements, accommodations, and activities that you both will enjoy. Booking early can help you secure better deals and availability. Don’t forget to check passport validity, visas, and any necessary vaccinations if travelling abroad.

3-6 Months Before the Wedding:

As the wedding day approaches, the focus shifts to finalizing arrangements and confirming details. The 3-6 month period before your wedding is crucial for ensuring that everything is in place for a seamless and memorable celebration.

Finalise Guest List

Confirm and finalize your guest list during this time. Ensure that you have received responses from all invitees and make any necessary adjustments. This finalized list will help with seating arrangements, catering numbers, and planning other guest-related logistics. Communicate any last-minute changes to your vendors and planners to keep everyone on the same page.

Send Invitations

Mail out your wedding invitations approximately 6-8 weeks before the wedding. Include all the essential details such as date, time, venue, dress code, and RSVP instructions. Providing an RSVP deadline a few weeks before the wedding will give you ample time to finalize numbers and make any necessary adjustments. Sending invitations early ensures that your guests have plenty of time to make travel arrangements and accommodations if needed.

Purchase Wedding Bands

Begin shopping for and purchasing your wedding bands. Take the time to explore different styles and find rings that complement your engagement ring and personal tastes. Consider factors such as metal type, design, and engraving options. Once chosen, ensure that any necessary resizing or customizations are completed well in advance of the wedding day.

Schedule Hair and Makeup

Book hair and makeup artists for the wedding day to ensure you and your bridal party look your best. Schedule trial sessions to discuss and test different styles, ensuring you are happy with the final look. Confirm the timeline for the wedding day with your artists to ensure there is ample time for everyone to get ready without feeling rushed. We have a fantastic selection of local artists on hand, so do let us know if you need any recommendations!

Plan Reception Details

Finalise all the details for your reception, including the menu, seating arrangements, and décor. Work with your caterer to confirm the menu and any dietary requirements for your guests. Create a seating chart that promotes a comfortable and enjoyable atmosphere for everyone. Coordinate with your florist and decorator to ensure the reception venue reflects your vision, from table settings to lighting and floral arrangements.

1-3 Months Before the Wedding:

As the wedding day approaches, the excitement and anticipation build. The 1-3 month period before your wedding is critical for making final preparations and ensuring that everything is in place for a flawless celebration.

Final Fittings

Schedule and attend final fittings for your wedding dress and bridesmaids' dresses. This is the time to ensure that everything fits perfectly and that any last-minute alterations are completed. Make sure to bring all accessories, including shoes and jewellery, to the fittings to see the full ensemble. Encourage your bridesmaids to do the same to ensure a cohesive look.

Confirm Details with Vendors

Reach out to all your vendors to confirm the final details and timelines. Ensure that everyone is aware of the schedule for the day and any special instructions. This includes confirming delivery times, setup requirements, and contact information for the day-of coordination. Clear communication with your vendors helps avoid any misunderstandings and ensures a smooth execution of your plans.

Create a ‘Day Of’ Timeline

Develop a detailed timeline for the wedding day. Include all major events, such as the ceremony, reception, speeches, and dances, as well as smaller details like hair and makeup appointments and transportation schedules. Share this timeline with your wedding party, vendors, and anyone else involved in the day's logistics. A well organised timeline helps 

keep everything on track and reduce stress.

Write Vows

Take the time to write your wedding vows. Reflect on your relationship and the promises you want to make to each other. Personal vows add a heartfelt and unique touch to your ceremony, making it even more special. Practice reading them aloud to ensure you are comfortable and confident on the big day.

Apply for a Marriage License

Apply for and obtain your marriage license. Check the requirements and processing times for your location, as they can vary. Make sure you have all necessary documents, such as identification and proof of residency, and schedule any required appointments. Keep the license in a safe place and bring it to the wedding for signing by your officiant and witnesses. In Ireland, this needs to be done three months prior to your big day.

1-4 Weeks Before the Wedding:

With the big day just around the corner, the last few weeks before your wedding are all about tying up loose ends and ensuring everything is ready for a smooth and joyful celebration. Here are the key tasks to focus on during this time.

Final Payments

Ensure that all final payments to vendors are made. Review contracts and invoices to confirm that you are aware of any remaining balances. Making these payments ahead of time helps avoid any last minute financial stress and allows you to enjoy your day without worrying about outstanding bills.

Confirm Guest RSVPs

Follow up on any outstanding RSVPs to finalise your guest list. Contact any guests who have not responded to ensure you have an accurate headcount for catering and seating arrangements. This will help you make any necessary adjustments and communicate the final numbers to your vendors.

Delegate Tasks

Assign wedding day tasks to trusted friends or family members. This can include responsibilities like managing the guest book, overseeing the gift table, coordinating with vendors, and handling any last-minute issues that arise. Delegating tasks ensures that you can focus on enjoying your day while knowing that everything is being taken care of by reliable people.

Prepare an Emergency Kit

Assemble an emergency kit with essentials for the wedding day. Include items like safety pins, sewing kit, stain remover, pain relievers, plasters, mints, tissues, and any personal items you might need. Having an emergency kit on hand can help you quickly address any unexpected issues and keep the day running smoothly.