What to book and when
So, you're engaged! 🥳 First of all, huge congrats! Now, if you're anything like me, your brain is probably whirling with a million things to do and book. Here's a handy guide on what to book and when, so you can plan your dream day without the stress.
But first…. A few tips.
Focus on one thing at a time: Don’t try to tackle everything all at once. Focus on booking one vendor or ticking off one major task at a time. Once you have that sorted, give yourself a break, and then move onto the next.
Set priorities: Decide what's most important to you and your partner – whether it's the venue, the dress, or the photographer – and prioritise those bookings.
Keep busy wedding months in mind: Certain months are popular for weddings (March and November being the most popular), so keep this in mind when setting your timeline and booking vendors. Popular dates may get booked up faster, so plan accordingly.
First things first: the guest list
Before you start booking anything, you need to figure out how many people you're inviting. Your guest list will heavily influence your venue choice, so grab a pen and start jotting down names. Decide on an approximate number of guests you want to invite, including a few extras for last-minute additions.
1. Venue: where the magic happens
Let's start with the big one. Your venue is the backbone of your wedding day. It's where all the magic happens, so securing this first is a no-brainer. Popular venues can book out years in advance, so as soon as you have a date (or even a rough idea), get that venue sorted. Once you've got your location locked in, everything else can start to fall into place. Finding the perfect venue can take a little while, so give yourself about 3 months for this task. Schedule venue visits once a week to explore different options and see what fits your vision best. Save yourself time by doing as much as you can over email before visiting venues in person. Ask for brochures, pricing, available dates, and photos. This way, you can eliminate venues that don’t suit your needs without leaving your couch.
If you’re sending save the dates, once you've locked in your venue and date, this is when you will want to send those. Aim for about 12 months in advance for a local wedding or 12-18 months in advance for a destination wedding.
2. Photographer/videographer: capturing the magic
Your wedding photos and videos are the keepsakes that will last a lifetime, so you'll want to choose someone who gets your vibe. Good photographers and videographers are snapped up quickly (pun intended 😏).
3. Celebrant/officiant: making it official
The person who marries you is pretty important, wouldn't you say? So booking them around the same time as your photographer is a good idea. They can also help guide you on legal requirements and ceremony structure, making sure your "I do's" go off without a hitch. Georgia of Married by Georgia says couples are usually pretty safe to book her in about 12 months out, but 18 months is best.
4. Caterer: feeding the friends and fam
If your venue doesn't provide catering, your next move should be finding someone to feed your guests. Delicious food is a must, and great caterers are in high demand. Plus, tastings are a fun way to take a break from the more stressful parts of planning!
5. Florist: blooms to make you swoon
Flowers set the scene and add to the overall vibe of your day. Whether you're dreaming of lush, romantic arrangements or something minimalist and chic. If flowers are a top priority for you, don't hesitate to get this sorted early on.
6. Entertainment: setting the mood
Whether you’re thinking live band, DJ, or maybe even both, good entertainment is key to a fun reception. If you have a specific band or artist in mind, earlier is better. Music sets the tone for the whole event, so make sure it’s something you and your guests will love. Kieran from The Knots Wedding Band says that if it’s in the popular months (October, November & March), then 18 months is ideal, but other less busy periods 6-12 months usually works.
7. Dress/suit: the cute fit
Your wedding attire is a big deal, and finding "the one" can take time. Make it a fun outing – think bubbly, brunch, and trying on all the fabulous outfits. This is another one that will require many in-person visits, so spread your appointments out over a few months. My biggest tip: Make sure you take photos of your outfits to look back on. Seeing how you look in photos can make all the difference to a decision.
8. Stationery: the first impression
Of course, I couldn't forget this! 😉 Your wedding stationery is the first glimpse your guests will get of your wedding style. Start planning your invitations around 6-8 months out, and aim to send them out 4-6 months before the wedding. If bespoke design is important to you or if you have a destination or out of town wedding, add an extra 3-6 months).
9. Hair and makeup: glam squad assemble
Your glam team will make sure you feel fabulous on your big day. Book your hair and makeup artists next. A trial run is a must to ensure you’re happy with the look, so factor this into your timeline too.
10. On the day stationery: Adding the final touches
When you are 3 months out from your day, get back in touch with your stationery designer to chat about on-the-day stationery items like welcome sign, seating chart, bar signage, menus, place cards. You can also take a look at my day stationery guide here for a list of all the options available.
Additional vendors: the final touches
Ok phew! We’re getting there. Now that all the “big” things are sorted you can start to think about everything else that brings your day together.
Transportation (for you, your partner and your guests if needed)
Wedding cake (don’t forget the cake knife)
Décor (candles, linen, lighting)
Wedding bands
Pet or child sitting
Confetti or sparklers
Accommodation (night before, night of)
Food for the morning of
Photobooth or guestbooks
Additional wedding attire like shoes, jewellery, ties
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And any other special touches you want to add
So there you have it. Planning a wedding is a big deal, but it should also be fun! Take it step by step, enjoy the process, and don't be afraid to ask for help. Happy planning, and here's to a fabulous wedding day! 🥂