The Ultimate Wedding Planning Checklist: Where to Start

Planning a wedding can feel overwhelming, but starting with the right steps can make all the difference. The key to a smooth and stress-free planning process is knowing what to book first, when to start, and how to stay organized. Whether you're envisioning a sun-soaked summer wedding or a cozy winter celebration, this guide will help you kick off your wedding planning journey with confidence.

---

Step 1: Pick a Date

First things first—you said yes! Now what? Naturally, you'll want to share the exciting news with family and friends, but once the celebrations settle, it’s time to think about when you want to tie the knot.

Choosing your wedding date is one of the most important early decisions because it impacts venue availability, vendor bookings, and even your overall wedding vibe. To narrow it down, consider these key factors:

1. Season & Weather

• Do you have a preferred season? Are you dreaming of a cozy fall wedding with warm tones, a spring garden party full of blooms, a summer outdoor celebration, or a magical winter wonderland?

• Keep in mind the typical weather in your location. For example, summer weddings can be beautiful but may also come with heat or the risk of wildfires in some areas, while winter weddings might be impacted by snow or travel delays.

  
  

2. Sentimental Dates & Meaningful Moments

• Is there a specific date that holds sentimental value? Maybe the anniversary of your first date, the day you got engaged, or a family member’s wedding anniversary you’d like to honor.

• If you’re considering a holiday weekend, think about the pros and cons. While it might give guests extra travel time, it could also mean higher travel and lodging costs.

  
  

3. Venue & Vendor Availability

• Some venues book up quickly—especially popular ones—so having a few date options in mind will make your search easier.

• If you have a dream photographer, florist, or planner, it’s worth checking their availability early in the process before finalizing your date.

  
  

4. Budget Considerations

• Peak wedding season (usually late spring through early fall) often comes with higher costs. If you’re open to a weekday or off-season wedding, you might find better pricing and availability.

  
  

5. Guest Considerations

• If certain guests are must-haves (like close family or your wedding party), check their availability before locking in a date, especially if they need to travel.

• Consider local events that could impact hotel availability and travel costs, such as major sporting events, festivals, or graduations.

  
  

Once you’ve narrowed down a few date options, you’ll have a much clearer idea of what venues and vendors are available. From there, everything else—your theme, attire, and overall wedding experience—will start falling into place!

Pro Tip: Create a designated wedding email address (perhaps incorporating your new last name) to keep all vendor communications in one place. This will prevent important messages from getting lost in your personal inbox.

Step 2: Choose a Venue

Now that you have a few potential wedding dates in mind, it’s time to find the perfect venue! Your venue choice will set the tone for your entire wedding and impact many other decisions, from décor to catering and even the flow of your big day.

Here are some key factors to consider when selecting your venue:

1. Guest Count & Space

• How many people are you inviting? Larger guest lists require bigger venues, while smaller, intimate weddings offer more flexibility with unique or unconventional spaces.

• Keep in mind that venues have capacity limits, so your final guest list may need adjusting based on your chosen location.

  
  

2. Venue vs. Date: What’s More Important?

• If you have your heart set on a specific venue, you might need to be flexible with your date to secure it.

• If your wedding date is non-negotiable (maybe it’s an anniversary or a lucky number), you’ll need to find a venue that’s available on that day.

  
  

3. Availability & Booking Timeline

• Popular venues—especially those with peak-season dates—can book up a year or more in advance. If you’re planning a wedding on a shorter timeline, consider looking at weekday or off-season options.

• If your dream venue is unavailable, ask about their waitlist or alternative spaces on the same property.

  
  

4. Aesthetic & Atmosphere

• Your venue will largely dictate the style and mood of your wedding. Do you envision a rustic barn setting, an elegant ballroom, a lakefront ceremony, or a scenic outdoor backdrop?

• Consider how much additional décor will be needed to bring your vision to life. A naturally beautiful venue might require less decoration, saving you time and money.

  
  

5. Logistics & Restrictions

• Weather Backup Plan: If you’re planning an outdoor wedding, does the venue provide an indoor alternative in case of bad weather?

• Catering Policies: Some venues require you to use in-house catering, while others allow outside vendors. Be sure to check food and drink policies before booking.

• Vendor Restrictions: Does the venue have a preferred vendor list, or are you free to bring in your own photographer, florist, and planner?

• Décor Limitations: Some venues have restrictions on open flames, hanging installations, or even the type of florals allowed. Make sure to ask about any policies that could impact your wedding design.

• Alcohol & Noise Rules: If you’re planning to party late into the night, check the venue’s noise ordinance and alcohol service rules. Some locations have strict cut-off times for music and bar service.

  
  

6. Accessibility & Accommodations

• Is the venue easy to get to for your guests? If many are traveling, consider nearby hotel options or venues with on-site lodging.

• If you have elderly guests or anyone with mobility concerns, ensure the venue is accessible and has appropriate seating and restroom options.

Step 3: Set Your Budget

Creating a wedding budget can feel overwhelming, especially if you’ve never planned an event of this scale before. However, setting a clear budget early on will help guide your decisions, prevent overspending, and ensure you allocate funds to what matters most to you.

1. Determine Your Total Budget

• Start by deciding how much you (and any family members contributing) are comfortable spending.

• Be realistic about what you can afford, and avoid taking on unnecessary debt.

  
  

2. Prioritize Your Spending

Not all wedding expenses are equal, so think about what is most important to you as a couple. Consider these questions:

• Do you want a top-tier photographer to capture your day?

• Is a live band or DJ a must-have for your reception?

• Would you rather splurge on a dream venue or keep it simple to free up funds for other areas? Once you’ve set your priorities, allocate a larger portion of your budget to those key elements while finding ways to save on things that aren’t as important to you.

3. Understand Vendor Costs

• Some vendors—like your venue, catering, and photographer—will likely take up a large portion of your budget.

• Venue and catering typically account for 40-50% of your total budget, so securing these first will help you see what’s left for other expenses.

• Keep in mind that vendor prices can vary based on location, experience, and package offerings.

4. Don’t Forget Hidden Costs

Many couples underestimate the hidden costs that can add up quickly. Be sure to budget for:

• Taxes & Service Fees: Some venues and caterers charge service fees that aren’t included in the initial price.

• Tips & Gratuities: Many vendors rely on gratuities, including DJs, bartenders, and beauty professionals.

• Dress Alterations & Accessories: Your wedding attire may require tailoring, and you’ll also need shoes, jewelry, and undergarments.

• Marriage License & Officiant Fees: Every state has different costs for obtaining a marriage license. (In Montana the current cost is $53)

• Postage for Invitations: Mailing invites, especially those with RSVP cards, can be pricier than expected.

• Last-Minute Expenses: Whether it’s extra décor, unexpected guest count increases, or emergency fixes, having a small cushion in your budget is always a good idea.

5. Ways to Save Without Sacrificing Quality

• Opt for Off-Peak Dates: Getting married in the off-season or on a weekday can significantly reduce venue and vendor costs.

• DIY Smartly: While DIY can save money, be realistic about what you have time and skills for. Focus on things like signage, favors, or centerpieces rather than high-stress elements like photography or catering.

• Limit Guest Count: Fewer guests mean lower catering, venue, and rental costs.

• Find Multi-Purpose Vendors: Some venues offer packages that include catering, rentals, and coordination, which can be more budget-friendly than booking everything separately.

• Rent Instead of Buy: From décor to attire, renting can be a cost-effective alternative to purchasing.

Step 4: Book High-Demand Vendors Early

With your date, venue, and budget in place, it’s time to secure the vendors who will bring your wedding to life. Many top-tier wedding professionals book out a year or more in advance, especially during peak wedding season. To avoid missing out on your dream team, prioritize booking these vendors as early as possible.

1. Wedding Planner (If Hiring One)

• Some planners prefer to be booked before choosing a venue so they can assist in venue selection.

• Others step in after you have your date and venue set to help with logistics, design, and vendor coordination.

• If you’re hiring a full-service planner, they should be one of your first bookings.

2. Photographer & Videographer

• If capturing your wedding day is a priority, secure your photographer and videographer at least a year in advance—or sooner for in-demand professionals.

• Many photographers only take a limited number of weddings per year, so booking early ensures you get someone whose style matches your vision.

3. DJ or Band

• Many DJs and bands only handle one wedding per day, so their availability is limited.

• If live music is a priority, book your band early to secure your preferred style and sound.

• Make sure they fit your venue—some locations have sound restrictions or space limitations for bands.

4. Hair & Makeup Artists

• Popular hair and makeup artists book up quickly, especially if they work on multiple weddings per weekend.

• If you have a specific glam team in mind, book them early to ensure they’re available on your date.

5. Caterer

• Some venues require you to use their in-house catering, while others allow outside caterers. Be sure to check policies before booking.

• If your caterer prepares food off-site, confirm they can accommodate your venue’s setup.

• Tastings and menu planning often happen later, but securing your caterer early ensures availability.

---

Wedding planning is a journey, but by taking it one step at a time and booking key elements in the right order, you’ll set yourself up for success. Start with your date, venue, and budget, then secure your most important vendors early to ensure availability. With a solid plan in place, you can focus on the fun parts—choosing your dress, designing invitations, and dreaming about your big day!