How to Plan a Wedding: Complete Timeline, Budget, and Checklist

Direct answer: Plan a wedding by starting 12–18 months before your date, set a firm budget, book your venue and key vendors 9–12 months out, and follow a month-by-month checklist to avoid last-minute stress. Here's what you need to know:

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Quick Answer

Short version: choose a date, set a budget, secure a venue, hire caterer and photographer, build a guest list, and finalize details in the last 3 months. The key factors include: time, budget, guest count, and vendor availability.

Wedding Planning Timeline (When)

Who should start when: couples or primary planners should begin 12–18 months before the wedding. If your wedding is smaller than 75 guests, a 6–9 month plan is workable.

1. 12–18 months out: pick date, book venue, book planner (if using), set budget, reserve key vendors.

2. 9–12 months out: hire caterer, photographer, florist, entertainment; send save-the-dates.

3. 6 months out: confirm attire, order cake, finalize guest list, book hair/makeup.

4. 3 months out: send invitations, finalize seating plan, confirm rentals and transportation.

5. 1 month out: obtain marriage license, confirm vendor timelines, create day-of schedule.

6. Week of: final vendor confirmations, pack emergency kit, rehearsal and rehearsal dinner.

Budget and Costs (How Much)

Set a realistic budget first. Typical U.S. wedding costs vary by region, but here are actionable ranges and allocation percentages:

• Average total budget: $10,000–$50,000+. Smaller micro-weddings can be $2,500–$8,000.

• Budget allocation (common rule): Venue & rentals 40%, Catering 25%, Photography 10%, Attire 5–8%, Flowers 5–8%, Entertainment 5–7%, Misc (favors, officiant, permits) remaining.

• Deposit expectations: venues often require 20–50% to hold date; vendors typically 25–50% deposit.

Actionable tip: build a spreadsheet with line items and track payments and deadlines. Revisit and adjust percentages based on priorities.

Choosing a Venue (Where & What)

Where to look: city halls, hotels, barns, vineyards, parks, and private estates. The right venue sets the tone and dictates many vendor needs.

Things to confirm with each venue before booking:

• Available dates and exclusivity

• Capacity limits and layout options

• Included items (tables, chairs, linens, lighting)

• Noise restrictions and curfew

• Vendor restrictions or preferred vendor lists

• Cancellation and weather policies

Price ranges: small venues $1,500–$5,000; mid-range $5,000–$15,000; high-end $15,000+. Outdoor park permits can be $100–$1,000 depending on city.

Vendors and Contracts (Who & How)

Book key vendors early. Who to hire first: venue, photographer, caterer, and officiant. Then add florist, entertainment, and rentals.

Contract checklist:

• Clear scope of services and deliverables

• Payment schedule, deposits, and refund policy

• Overtime rates and cancellation policy

• Liability insurance and permits (if required)

• Contact details and backup plans

Actionable advice: require invoices and signed contracts. Keep receipts and attach vendor contacts to a shared document for your wedding party.

Guest List, Invitations & Seating (Who & When)

Guest count drives cost. Start with separate lists: must-invite, would-like-to-invite, and plus-ones. Cut by category until you hit capacity.

Invitation timeline:

• Save-the-dates: 6–9 months before (8–12 months if destination).

• Invitations: 6–8 weeks before the wedding (RSVP deadline 3–4 weeks before).

Seating: create a preliminary seating chart 2–3 weeks before, finalize 1 week before. Use table cards and a printable guest list for check-in.

Attire & Styling (What & When)

Dress and suit shopping timeline: order gowns 6–9 months before with 2–3 fittings; suits typically 1–3 months prior. Allow at least 8–12 weeks for alterations.

Budget ranges:

• Wedding dress: $500–$5,000+ (sample sales and online options reduce cost).

• Groom suit: $150–$1,000+

• Bridal party attire: $75–$300 per person.

Day-of Logistics & Timeline (How to Run the Day)

Create a minute-by-minute schedule for the wedding day and share with vendors and the wedding party 2 weeks before. Example timeline for a 5 PM ceremony:

1. 8:00 AM – Hair and makeup start

2. 11:00 AM – Photographer arrives for getting-ready shots

3. 1:00 PM – Lunch for wedding party

4. 3:00 PM – Couple first look (optional)

5. 4:00 PM – Guests begin arriving

6. 5:00 PM – Ceremony

7. 5:30–6:30 PM – Cocktail hour

8. 6:30 PM – Reception and dinner

9. 8:00 PM – Toasts and first dances

10. 10:00 PM – Last call / send-off

Delegate: assign a point person for vendors, another for guest questions, and someone to manage payments/tips at the end.

Final Preparations — Capturing These Moments

As you finalize timelines, confirm vendor arrival times, create a photo shot list, and brief the wedding party on where to be and when. Capturing these moments matters: create a list of must-have photos, key speeches, and ceremony highlights so nothing is missed.

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If you're planning a wedding in Arizona and want those moments preserved expertly, Heartcraft offers full-service solutions: professional audio capture for clear vows and speeches, drone cinematography for dramatic aerial views, and color grading tailored to Arizona light and landscapes. Service area: Phoenix, Scottsdale, Sedona, Tucson, and throughout Arizona.

Benefits of choosing Heartcraft: consistent audio fidelity, cinematic aerial shots for desert and canyon venues, and color grading that enhances golden-hour hues while preserving true skin tones. Contact Heartcraft for a consultation to discuss timeline alignment, package options, and availability.

Call to action: Reach out to Heartcraft today to schedule a consultation and ensure your day — from first look to final send-off — is captured with technical excellence and creative vision.