Wedding Planning Timeline & Checklist
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As a Colorado Wedding Photographer, I have spoken to many couples in the midst of wedding planning, both with and without a planner involved. I have met many excellent local wedding vendors and learned a few things along the way.
There are different schools of thought on how far ahead is best to start planning your wedding. I’ve gone for a 14-month timeline here but feel free to stretch it out longer if you prefer. I have seen clients start planning 2 years in advance. I would not recommend starting to plan within 12 months unless you are committing a lot of your spare time or unless you are having a small wedding.
If you go hard and get the first 6 months of tasks done within 2-3 months, you’ll give yourself time to focus on all the little details stress-free.
14 Months Out
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The vibe of your wedding needs to be a mutual decision between you and your partner. Ask yourselves what is important and why? What do you value? What do you imagine your wedding looking like?
These decisions can start to influence the look of the venues you tour and the style of clothing you shop for.
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Before you can start, it is important to figure out who is paying for what, what is your wedding’s bottom line, and what are your biggest priorities.
Doing a bit of market research comes in handy here as most people won’t know what things are supposed to cost. Furthermore, even if you have a friend or sibling who recently got married, there may be a big difference between what things cost a few years ago and what they currently cost.
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Many couples will forego a wedding planner or coordinator to save some money. However, I have seen over and over again that couples with a planner or day-of coordinator relax and enjoy their day more. As a result, the photos are better too.
Stressed couples mean fewer candid moments of joy and distracted or shortened portrait sessions. A groom on the phone to a transportation company is not a groom who is able to dedicate time and attention to couples portraits. Delegate those tasks to planners/coordinators.
Here are a few of my favorite planners I have worked with:
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When deciding on your guest list, it’s important to also consider the overall budget. Bigger guest lists mean a bigger catering budget and some venues may be too big or too small for the number of invitees.
You probably won’t have the final guest list right away so don’t fret too much if you end up trimming or adding to the list a bit later.
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Choosing the venue is a big and important decision that you need to make early in the process. The location affects almost every aspect of the wedding and it often takes up a large chunk of the budget. That’s why it is important to tour several venues and select what works best for your guest count, style, and budget.
See my wedding venue guides below:
12-10 Months Out
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Maybe I’m biased but picking the right photographer is one of the most important decisions for your wedding.
Only a few things remain after your wedding day. One of those things is the photos so choose your photographer carefully.
Your photographer may have a signature look to their photos so it’s important to assess if you are ok with that look forever. Back in the 80’s that soft focus and white vignette around images was the on-trend style.
I personally focus on candid moments, light, creative portraits, and let the colors and style of the wedding remain true to life for most of the day.
Get in touch of you’d like to learn more about my services
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You are probably throwing the biggest party of your life. You’ll need a great caterer to feed everybody well. The venue may have an in-house caterer, but there are also many wonderful 3rd party caterers that specialize in catering weddings and events. I have a small list of some of my favorite Colorado Wedding Caterers.
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A big factor in the vibe of your reception and dancefloor is the Band or DJ you choose. I have seen a huge spectrum of DJs and their personal styles but as someone who is also a lover of vinyl records, I have an eye for a DJ who really knows what they are doing. Below are my recommendations.
10 Months Out
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Avoid rush fees and “say yes to the dress” with plenty of time to spare. Do it even earlier if you want to take more time to shop around.
Here is a little list of Wedding Dress Stores in Colorado.
Denver/Boulder Area - Dani West Bridal
Colorado Springs - Impressed by the Dress
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This is a great opportunity to get to know your photographer a bit better and to get used to how it feels being in front of the camera. Don’t worry if you feel awkward or nervous, most couples say the same thing and your photographer will know how to make you look amazing!
Try thinking outside of the box for your engagement photos. Parks and landscapes are the traditional spots but maybe you have a favorite bookstore or brewery that you could start your session at. The best locations for photos are often the most quirky or personal to you.
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If you are going for custom invitation designs, this is a good time to get started. Otherwise, you can wait until about 6 months out.
My favorite custom invitation designer is Paper and Dust.
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Booking a hotel block and securing a discounted rate is a thoughtful gesture for your guests. Having everyone in the same hotel is a great way to have everybody in a central in the days before and after your wedding. It also makes arranging transportation much easier.
9 Months
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Get the word out and let everyone know when and where your wedding will be. The list of people who get a save-the-date must also get a wedding invitation.
8 Months
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You should both take some time to build a wedding registry. You can ask for the classic home goods but if you already have most of what you need at home you can get a little creative and ask for experiences, or products related to your favorite hobbies (I added power tools).
There are often some traditional influences involved with registries but I would advise against adding things to the list just for the sake of padding out the list. It’s wasteful and guests are smart enough to go down the wine and spirits route if they need to.
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After doing your initial research, bring some dress options to the wedding party. Ask their opinions since they will have to wear them after all. Keep accessories in mind too.
I love the trend of selecting the color palette and letting the crew decide on the style that suits them. I also love the trend of mismatched dresses.
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Floral arrangements can elevate the look and feel of a wedding so picking the right florist for you is as important as any of the other vendors.
Search Instagram, ask some friends, and ask your planner or photographer for recommendations.
I can tell you right now a couple of my favorite florists are:
7 Months Out
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Booking a large diner at your favorite restaurant or even a more casual backyard celebration can be amazing.
While the restaurant route may seem more expensive at first. It is by far the easiest way to do it.
A DIY event will always carry more stress than you expect so make sure you have the right (or enough) people around if that’s the route you are going. That being said if you have the backyard space it can be an amazing way for guests to meet and get to know each other without the structure of a booked venue.
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Having live 3-piece band, a harpist, or a violinist for your ceremony and/or cocktail hour is a wonderful way to elevate and add a touch of class to your wedding celebration.
When choosing the actual music you can go for a classical vibe or if you are a Bridgerton fan, ask your musician if they can play modern songs in that classical style.
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Wedding rentals play a bigger role in the style of a wedding than many people realize. They are the bones of the wedding so dont skimp on the upgraded chairs and cute lounge setups if your budget will allow for it.
If you booked a stunning venue that has an ugly paneled drop ceiling that you see in offices, consider adding draping. It will make a world of difference in your wedding photos! Trust me!
A great place to look is Colorado Party Rentals
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There are many professional wedding officiants who will make a beautiful ceremony for you. It’s harder than it looks! You can also go down the route of having a friend or relative do it for you. The great thing about Colorado is you can self-certify your wedding certificate or even have your pet’s paw print as a witness.
6 Months Out
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If there is any travel between wedding day locations, transportation for your guests is a must. They’ve come this far to attend so the least you can do is provide transport so they can have a few drinks and let loose on the dancefloor.
You may also want to book yourselves a limo or classic car to get you to and from the wedding ceremony. It’s great for photos too!
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Tux or suit? Think about the groom(s) attire based on the formality of your wedding. The beauty of a suit is it can look amazing at even the most casual of weddings just by changing the material, the cut, and adding choice accessories (Pocket square, cufflinks, watch, tie bar, socks).
There are many places to find inspiration online but even the most reputable sources have blogged looks that are just not going to age well. Good suiting is all about subtle changes, if you start untucking, leaving out the jacket, or wearing shorts you run the risk of regretting it unless you are extremely good at men’s fashion.
Get a well-fitted suit that is constructed with materials that match your style and climate and you’ll always be looking dapper when you show your photos to your grandchildren.
Tailoring is always better than renting if your budget allows for it.
5 Months Out
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Every wedding guest hopes for a great dessert but you shouldn’t stress about pleasing every one of your guests, especially for the cake. Couples will often have a smaller cake and a dessert buffet for more options.
Easily one of my favorite dessert vendors is Alyce in Flourland!
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Pick your rings and get them sized now!
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If your whole crew is renting a suit/tux, now is the time to get fittings done. There are several places to rent suits but in recent years I have noticed a lot of sizing and accessory mistakes from Men’s Wearhouse locations in Colorado.
This is completely anecdotal but based on what I’ve seen I would lean towards The Black Tux or Suit Shop
4 Months Out
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Order enough invitations to account for some mistakes, make sure they will arrive in time, set up a spreadsheet or other system to record RSVP replies as well as confirm all addresses and spelling.
As I mentioned for the save the dates Paper and Dust are a great custom choice.
For more standardized invites Minted are a great option.
3 Months Out
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Favors and gift bags are not a requirement but if you are going to do them now is a good time to start working on them.
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Photobooths have become a wedding reception staple. Although it is a photo service it is closer to wedding reception entertainment so you are more likely to find DJs that provide photo booths than photographers.
That being said there are many stand-alone photobooth companies.
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If you plan to write your own vows, now is a great time to start thining about what you want to say and how you want them to sound. There are many vow writing style guides out there if you need a little help.
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DIY aspects of your wedding day can take some time so if you haven’t already been working on them, its time to get started. If you are doing a lot of DIY, it may be best to start even earlier.
2 Months Out
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If you haven’t already done the paperwork to be legally married, it’s time to arrange your marriage license.
In Colorado, both parties must go to their local Clerk’s Office and fill out some paperwork to obtain a marriage license. Check what you need to bring before you go.
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A nice thoughtful gift for your wedding party is a great way to say thank you for being there. The more functional and personalized the better!
1 Months Out
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Nobody wants to be in that awkward position of having a vendor chase you down for the final payment. Keep track of payments that are coming up and set reminders if you have to.
The good news is that many vendors today will have a client management system that accepts online payments. You may be able to schedule an autopay and if not there will likely be an automatic reminder email sent when the payment is due.
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The seating chart is one of the more challenging tasks to plan for. There is a balancing act of traditions, family expectations, relationships, and egos that can endlessly plague a seating chart.
The good news is, there are some online tools that make things a bit easier… or you can go down the old-school route of drawing it out and moving little name tags around.
Here are a few of the online tools available.
Wedding Planning Assistant - Helps you fully visualize the space
Zola - Simple but effective and lives within their suite of wedding planning tools.
Style Me Pretty - It’s a simple but effective spreadsheet
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Place cards are the more formal way of directing guests to their seats, escort cards are a little less formal. Either way, make them look nice and in keeping with the style of your wedding. I’ve mentioned this before but Paper and Dust would be my go-to for this.
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Your feet will thank you. Wear them in, dance in your living room, walk around the block. Whatever you need to do.
1 Week Out
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There’s always a few RSVP stragglers. Round them up and deliver the final guest count to your venue and caterer.
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Practice them out loud!
1 Day Before
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Nobody wants to feel sluggish and bloated on their wedding day. A good balanced & healthy meal will help you feel good the next day.
And if you do nothing else… HYDRATE!
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Pack a clutch or a small bag with any personal items you’ll need.
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If you have any decor items, changes of clothes, emergency kits etc. put them in the car (unless you’re staying at the venue) so you don’t have to think about it in the morning.
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Pack all your accessories in a box. Partly because you’ll know exactly where they all are and party because your photographer will thank you when you hand them a box of little details to photograph during prep time.
Brides can include all of the rings, earrings, necklace, bracelet, handkerchief, blank invites and anything else you might have.
Grooms can include, nice socks, ties, watch, cufflinks, tie bar etc.
It’s not required but details can be elevated with additional items that match the colors of the wedding but aren’t necessarily part of the wedding. For example, I was once handed an old vintage brass tin with a dark green cloth, a doily cloth and a little horseshoe stamp. It made a simple set of details look amazing!
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You’ll be able to enjoy your wedding day more if you are well-rested. I recognize it may not always be easy to go to bed early the night before your wedding. But it’s worth prioritizing.
