Wedding planning checklist – comprehensive and practical

Wedding planning – when and where to start

Planning a wedding is an exciting journey, but with so many suppliers to consider, it’s hard to know where to start…and the pressure of forgetting something important is very real.

This wedding planning checklist is designed to give you an overview of the main suppliers couples use when planning their wedding – with a few extra ‘outside of the box’ suppliers thrown in for equal measure – offering a helpful guide to bring your own unique and personal day to life.

 

Wedding planning timelines that lead to disappointment

The internet is full of wedding planning timelines, but so many are quite unrealistic in terms of being likely to secure your favourite suppliers if they happen to be highly sought after.

I have designed this wedding planning checklist to ensure you won’t be left disappointed.

 

Important reminder

Remember, you won’t need every item in this list, so simply cross out what doesn’t align with your plans.  Take it one step at a time, and enjoy the process.

 

Wedding insurance

And lastly, before we get started, let’s talk about one essential step – wedding insurance! I know this may not be the first thing you want to consider, but it’s truly worthwhile. While cancellations are rare, unforeseen issues can happen – from businesses going bust to unexpected illness. With reliable wedding insurance, you’ll have peace of mind knowing you’re protected, whatever comes your way.

And with that bit out of the way, let’s move on to the fun stuff!

 

What suppliers should I book first?

After securing your venue, the first three suppliers to book should, ideally, be your photographer, videographer and florist.

Once those are sorted, you should always consider what’s most important to you as a couple.

The below checklist is in no particular order other than the initial 4 main suppliers I have just spoken about, so please order it to fit your priorities, but do remember that suppliers who need to attend in person – whether to deliver a product or service – tend to book up the quickest, as logistics, travel, and time constraints limit how many weddings they can manage on a given day.

 

The suppliers

Here’s a deeper look at each supplier and why securing them in a timely manner helps keep your planning process flowing smoothly.

Wedding venue

This is the first major booking, as your venue influences every other decision. The style, layout, and location help set the tone for the theme, décor, photography, and attire.  Once your venue is secured, you can make choices that work harmoniously with the space and its ambiance.

Wedding photographer and videographer

Essential for capturing your memories, photographers and videographers are often booked up to 2 years in advance.

Look for someone whose portfolio complements your style and personality, and who may even know your venue for the best results.

Wedding florist

Flowers add life, colour, and ambiance. If you’re looking for detailed installations, seasonal blooms, or florists specialising in a particular style, book early. Choose someone whose portfolio resonates with your vision.

 

The remaining suppliers, that you choose to use, can be booked in any order, depending on your priorities as a couple.

Caterer

Great food leaves a lasting impression.  If your venue doesn’t provide catering, find a caterer who fits your budget and preferences.  Arrange a tasting to ensure the food enhances your day.

Wedding cake designer

Your cake is a visual centrepiece and a delicious treat for your guests.  Book early, as cake designers have limited slots and can work with you on truly personal and bespoke designs that reflect your personality and style.  Again ensure you research to find the designer that can align your cake with the overall aesthetics of your day.

Wedding stylist

A stylist helps pull together colour palettes, textures, and décor, ensuring a cohesive look that captures your vision.  A stylist can also oversee the finer design details, from linens to lighting, making the day unforgettable.

Furniture hire company

From elegant seating and tables to drapes and backdrops, furniture hire companies can help create a seamless setting.  This is ideal if your venue is a blank canvas or if you want specific items to fit your theme.

Wedding attire

From the bridal gown to the groom’s suit and wedding party outfits, allow time for fittings and alterations.  Coordinating with your theme early ensures everything aligns with your colours and style – and don’t forget your wedding shoes!

Content creator

A content creator can help document your day for social media, capturing real-time moments and behind-the-scenes details to share with your guests and the wider world.

Celebrant

A celebrant is crucial if you’re having a personalised ceremony.  Whether you’re planning a non-religious ceremony, a celebrant will help craft a unique, heartfelt service that reflects your personalities and journey as a couple.  Booking early ensures you get someone whose style and approach match your ceremony dreams.

Hair and makeup artists

The best artists book quickly, especially during peak seasons.  Booking trials will help you find a look that complements your style and suits the lighting and photography of the day.

Wedding rings

Your wedding rings are one of the most meaningful elements of the day and a symbol of your commitment.  They’ll be worn every day, so take time to find rings that resonate with both of you and allow time for them to be made.

Live music options

Music brings energy and atmosphere to your wedding.  You might choose to have a singer, DJ, or band (or all three!)
Ensure your reception reflects your music tastes and gets guests dancing.

Wedding stationery

Your wedding stationery is the first glimpse your guests will have of your wedding style, setting the tone from the moment they receive your ‘save the date’ or invitation.

Background music for reception

Consider light musical entertainment, such as a saxophonist, Harpist, pianist, or acoustic guitarist, to set the tone during cocktails or dinner.

Wedding live artist

Capture the magic of your day with a live wedding artist who creates custom artwork as the event unfolds. This piece becomes a keepsake, preserving a beautiful moment forever.

Magician

Looking for something different? A magician entertains and engages guests, particularly during the cocktail hour, providing unforgettable entertainment.

Photobooth

Photobooths bring out guests’ playful sides and offer a memorable takeaway for both you and your guests.  Many come with props and themed backdrops for custom photos that reflect your style.

Wedding childcare

If inviting families, wedding childcare allows parents to relax while children enjoy safe, supervised activities, making the day enjoyable for everyone.

Cocktail provider

A cocktail provider can create bespoke drinks tailored to your theme. This fun addition to your reception is sure to impress guests and keep the festivities flowing.

Umbrella hire

For outdoor weddings, consider umbrella hire to keep guests dry if the forecast calls for rain. It’s a stylish touch that’s also practical for any weather.

 

Closing words of wisdom

Remember that wedding planning is about creating a day that’s special for you.  Don’t feel pressured to include everything and everyone.

Invite who you truly want, and plan the day with the things you both love.

Some things, like the weather, are out of your control, so have backup plans, where possible, but try not to stress over it.

Most importantly, focus on what the day is about – marrying your best friend and starting your journey together.  This day is about the love you share, not material details.

Enjoy the process, and best of luck with your wedding planning!

 

Need some unique cake inspiration?  Whether you’re envisioning couture, minimalist, or floral designs, I have plenty of ideas to inspire you.

 

Cover image:  Galloway Photography