Your Ultimate Wedding Planning Checklist: Everything You Need to Do to Plan Your Wedding

1. Set a Budget

Budgeting is the first and most critical step in wedding planning. It will guide every decision you make going forward, from choosing your venue to selecting your vendors.

• Break down your budget into categories: venue, catering, attire, photography, entertainment, etc.
• Always leave some room for unexpected expenses (many couples recommend allocating 5-10% of your budget for surprise costs).
• Don’t be afraid to prioritise: If photography is more important than flowers, allocate more money there.

3. Choose Your Wedding Date

The date sets everything in motion and impacts your venue availability, guest attendance, and even vendor pricing.

• Be flexible! If you can, pick a few potential dates and then see what’s available with your venue and vendors.
• Consider the season. Summer weddings are popular, but spring and autumn weddings can be just as beautiful and may offer more affordable venue options.
• Keep holidays and major events in mind—these can affect availability and costs.

5. Book Your Venue

Your venue will determine the location, style, and capacity of your wedding, so it’s a top priority.

• Visit multiple venues and compare their offerings (some venues, like The Gamekeeper's Inn, offer in-house catering and decor that can save you time and money).
• Ask what’s included—tables, chairs, linens, lighting, and more—so you know exactly what you’re paying for.
• If you're working with a wedding planner, they can often recommend venues that fit your style and budget.

Looking for a country wedding venue in the Yorkshire Dales?

7. Get Wedding Insurance

While optional, wedding insurance is highly recommended, especially for larger weddings.

• Wedding isnurance can conver unexpected costs like vendor cancellations, venue issues or weather problems affecting your plans.
• Some venues will require that you get wedding insurance; be sure to check for this in your terms & conditions.
• Compare prices across a range of insurance companies, and look for policies that cover venue cancellations, suppliers not showing up, or damages, particularly if your venue is outdoors.

1. Choose Your Wedding Party

Your bridal party will support you through the planning process, so choose people you trust and cherish.

• Don’t feel pressured to include someone just because you were in their wedding. Choose people who are genuinely supportive of you and your partner.
• Keep numbers manageable, especially if you're on a tight budget—larger bridal parties can increase costs for attire, gifts, and transportation.

3. Book Key Vendors (Photographer, Caterer, Entertainment)

These are some of the most essential elements of your wedding day, and good vendors get booked quickly.

• Look for vendors who fit your style and personality. For instance, if you want candid, natural photos, find a photographer who specialises in that.
• Ask for references and read reviews before making any commitments.
• Meet with your vendors, in person or virtually, to ensure you're a good match.

5. Look At Accommodation and Travel Logistics For Your Guests

This will give you ample time to book hotel rooms, arrange transportation if needed, and provide guests with the information they need to plan their attendance.

• Once your venue and wedding date are confirmed, reach out to hotels near the venue and ask about blocking rooms for your guests. If your venue has its own accommodation, they will arrange this with you. Many hotels offer discounted rates for wedding parties especially if you book in advance.
• Consider if your guests will be travelling from other cities, regions or countries. Look at the nearest airports, train stations and other transport options.
• If your ceremony and reception are at different venues, or if the venue is remote, think about whether you'll need to arrange transportation (e.g. shuttles or buses) for your guests.

1. Decide on a Wedding Theme or Style

Your theme and style will inform your choices for décor, invitations, attire and more.

• Popular themes include rustic, vintage, bohemian, modern and classic. Choose a theme that reflects your personality as a couple.
• Use Pinterest and Instagram for inspiration, but be sure to tailor ideas to fit your budget and venue.
• Colour schemes should complement your venue and the season. For example, soft pastels work well in spring, while deep jewel tones are perfect for autumn.

3. Order Your Wedding Cake

Wedding cakes take time to design and perfect, especially if you want something custom.

• Schedule cake tastings and don’t be afraid to get creative with flavours.
• Consider alternative options like cupcakes, doughnut walls or a dessert bar if you want to break tradition or save money.
• Double-check if your venue has any restrictions on outside cakes or desserts.

5. Confirm Your Accommodation and Travel

This will ensure that your guests have enough time to book, and avoid any last-minute stress.

• Check in with hotels to finalise room blocks and ensure you've secured enough rooms for out-of-town guests.
• Finalise any transportation arrangements.
  
• Share the details about hotels, trvel options and special rates in your Save-the-Dates or on your wedding website. This allows guests to start making their travel plans.

1. Plan Your Ceremony

The ceremony is the heart of your wedding day, and it should reflect you and your partner.

• Meet with your officiant to discuss the flow of the ceremony and any traditions or customs you want to include.
• If writing your own vows, start working on them now. Don’t leave them until the last minute!
• Choose music for your ceremony, including processional, recessional and any special songs for key moments.

3. Choose Wedding Rings

These are the rings you’ll wear for the rest of your lives, so take your time selecting them.

• Start shopping early so you have time for resizing if needed.
• Decide whether you want your rings to match or reflect your individual tastes.
• Consider engraving your rings with something meaningful, like your wedding date or a special quote.

1. Send Out Invitations

Invitations set the tone for your wedding and provide essential details for your guests.

• Include all necessary information such as the date, time, venue address, dress code and RSVP instructions.
• Set an RSVP deadline of 3-4 weeks before the wedding date to ensure enough time to finalise catering and seating arrangements.
• If you're using a wedding website, include the URL on the invitations for additional information like accommodation suggestions, transportation options and your gift registry.

3. Finalise Your Ceremony and Reception Details

You’ll need to finalise the flow of your ceremony and reception to ensure everything runs smoothly on the big day.

• Work with your officiant to finalise the ceremony structure, including any special readings or music you want to include.
• Create a detailed reception timeline with your wedding planner or venue coordinator, outlining when the meal will be served, when speeches will take place and when the first dance will happen.
• If you’re planning a special exit (like a sparkler send-off), make sure to confirm it with your photographer and venue.

5. Start Writing Your Vows

Personal vows are a special way to express your love and commitment to each other.

• Start early! Writing meaningful vows can take time, so give yourself at least a couple of months.
• Reflect on your relationship—what brought you together, your favourite memories, and what excites you about your future together.
• Practice reading your vows aloud to ensure they feel natural and not too long.

1. Confirm with Vendors

Confirming all your vendors ensures there won’t be any last-minute surprises.

• Reach out to your vendors (photographer, florist, caterer, DJ, etc.) to confirm all details, including arrival times and any specific requests.
• Provide your vendors with a timeline for the day so they know when to arrive and set up.
• Don’t hesitate to ask for advice—your vendors have likely worked at many weddings and can offer helpful tips to make your day run smoothly.

3. Have Your Final Dress Fitting

Your final dress fitting ensures that your dress fits perfectly and is ready for the big day.

• Bring your shoes, accessories and undergarments to the fitting to see how everything works together.
• Practice walking and moving in your dress to ensure you're comfortable on the day.
• Pick up your dress and store it in a safe, dry place until the wedding.

1. Pick Up Your Wedding Attire

Make sure your attire is ready and fits perfectly for your walk down the aisle.

• Pick up your wedding dress, groom’s suit, and any bridal party outfits.
• Double-check that all accessories (shoes, veils, cufflinks, etc.) are packed and ready to go.
• Store everything in a safe place to avoid any last-minute mishaps.

3. Rehearse with Your Wedding Party

A rehearsal helps everyone understand their roles and ensures the ceremony runs smoothly.

• Organise a wedding rehearsal a day or two before the big day with your wedding party and officiant.
• Practice walking down the aisle, positioning during the ceremony, and any special rituals you’ve planned.
• Follow up the rehearsal with a fun dinner for your bridal party and close family—this is a great opportunity to relax and celebrate before the big day.

1. Assign Someone to Handle the Details

You want to be able to relax and enjoy your day without worrying about logistics.

• Assign a trusted friend, family member or coordinator to handle any last-minute details or issues that arise.
• They can take care of vendor payments, oversee the timeline, and make sure everything runs smoothly, so you don’t have to stress.

3. Have Fun!

This is your day—celebrate, dance, and enjoy the memories you’re making with your loved ones.

• Don’t stress over minor details—by now, everything is in place, and it’s time to relax and have fun!
• Focus on the love and joy surrounding you, and enjoy every second of the day you’ve worked so hard to plan.

1. Say Your Thank-Yous

Your guests, vendors and anyone who helped make your wedding special deserve to be thanked.

• Send Thank-You Cards: Write personalised thank-you cards for your guests, especially those who gave you gifts or traveled long distances to attend. Aim to send these no later than within 2 to 3 months of the wedding.
• Thank Vendors: Don’t forget to thank your vendors as well. If you were happy with their service, consider leaving a positive review online or recommending them to future brides and grooms.

3. Return Rentals and Handle Any Vendor Follow-Up

You don’t want to incur late fees or lose security deposits.

• If you rented items like suits, dresses, décor or furniture, make sure everything is returned on time. Assign this task to a trusted friend or family member if you’re leaving for your honeymoon.
• Double-check that all vendor payments are complete. Some vendors may require a final payment after services are rendered.

5. Change Your Name (If Applicable)

If you or your spouse plan to change your surname after the wedding, there are several official documents that will need updating.

• You’ll need to update your name on your passport, driving license, bank accounts, credit cards, health insurance and utility bills. To change your name legally in the UK, you’ll need to provide your marriage certificate to these organisations.
• Don’t forget to inform your employer, HM Revenue & Customs, and any relevant pension or financial services.

7. Review Your Finances as a Married Couple

Marriage can affect your finances, taxes and legal rights, so it’s important to review your financial situation together.

• If you plan to merge finances, now’s a good time to set up joint bank accounts or update any shared assets.
• Ensure that your wills, life insurance policies and other beneficiary designations are updated to reflect your new status as a married couple.
• Look into potential tax benefits for married couples, such as the UK’s Marriage Allowance, which allows you to transfer a portion of your personal allowance to your spouse.