You’ve just gotten engaged and decided to continue your journey together as a married couple? A wonderful step, but that brings up the big question: How to plan a wedding. What do we need to decide first and what do we even want? How much in advance do we need to book the venue and other service providers?
Since weddings are and should be very individual in scope and implementation, a general statement on this is rather difficult. Nevertheless, there is a rough framework that has proven itself in our experience in the past. It is clear that you can organize a wedding in two months. But if you don’t want to make any compromises and want to enjoy a relaxed preparation time, it is advisable to start planning about one to one and a half years before the wedding
Certainly, the thoughts of planning such an important day sometimes also trigger feelings of being overwhelmed. Especially since this planning is usually done only once in a lifetime and you have very little experience with wedding planning. To give you a small overview of the most important points, here is a list of topics and decisions that need to be made during the planning:
16-12 months before the wedding:
Wedding planner
If you would like to organize your wedding with the help of a wedding planner or if you would like to be advised during the planning, involve the planner right from the beginning. Especially during the concept development, the venue search and the budgeting, the most important cornerstones for the later planning can already be set.
Drafting the guest list
Who do you want to have with you on your big day? Create a first draft of your guest list together, so that you know approximately how many guests you want to expect. This will have an impact on the search for venues.
Rough concept
What do you want your wedding to look like? What kind of wedding ceremony do you want? Where should the wedding take place geographically? What is out of the question for you? Which guests will be present at which part of the program? And what budget would you like to set for the wedding? Take a look at your big day.
Date selection
The more fix you are on a date, the more flexible you have to be in the choice of venues. Therefore, if possible, try to set a few desired dates for you and thus simplify the search for the right venue.
Location
Where do you want to hold the banquet? What should the venue look like? What kind of wedding ceremony do you want and do you need an additional venue or can everything take place at one venue? The selection of the venues should be tackled very early in the planning process, as this point sets the parameters for the planning.
Budgeting
In order not to lose sight of your priorities, it is very important that you define your maximum budget at the beginning of your wedding planning. Do not sign any contract especially with a venue before you have done a proper budgeting, because this can have a massive impact on the further planning and eventually bring disappointment.
Wedding Design
Have you already thought about your wedding design? Which colors do you prefer? What kind of flowers do you like? Are you more romantic, simple or extravagant? The style of the wedding is defined quite at the beginning, so that already the first communication with the guests – for example with the “Save-the-Date” – comes along in your style.
Save the Date
So that your loved ones can be present on your big day, it is advisable to send out a “Save the Date” to your guests in good time, so that they can reserve the date in their agenda. More information than date and location is not needed at this stage.
12-6 months before the wedding:
The first steps for the planning are done, the rough concept is ready. Now it is time for the detailed planning of the wedding day. The following topics are on the agenda:
Rough sequence of events
With the rough concept you have already made your first thoughts about the schedule of your wedding day. Now it’s time to go more into detail, so that the service providers can be requested accordingly and offers can be made.
Wedding ceremony
The wedding ceremony is usually a central element of the wedding. For this reason, it is very important that you quickly decide on a ceremony holder and that initial discussions can be held.
Photographer/Videographer
In order to capture your big day in pictures, you will need a photographer or, if desired, a videographer. This topic is also addressed early on, since this service provider is also one of the largest costs of the wedding and should therefore be chosen carefully.
Catering
Now you need to decide what kind of cuisine it should be at your wedding and what catering you prefer, if the wedding venue does not already provide a vendor or acts as a restaurant itself.
Live Music
What musical entertainment is desired at your wedding? When will live music be played and is there the use of a DJ planned? Do you have a special song that should accompany you and be played? You also need to think about the topic of live music and/or DJ in time, because here the choice and tastes are very different.
Wedding Dress/Suit
In order to feel like bride and groom, the clothing is an important point for many. It is advisable to start looking for dresses/suits early, as there are often delivery times of around six months for women’s clothing.
Rings
If you wish to have wedding rings together and they are custom-made, an order must be placed early here as well.
Decoration/Flowers
First thoughts regarding the realization of the decoration and flowers makes sense about 6 months before the wedding. Reserve the appropriate professionals here and think about what other decorative extras your wedding should have. Any missing furniture or infrastructure should also be reserved at this time.
6-3 months before the wedding:
Invitation/Website
If you have already sent a save-the-date, it is enough to send the detailed invitations with the exact times and all the details around 4-6 months before the wedding.
Styling
So that you don’t have to worry about hair and makeup on the big day and can shine the whole day, we recommend the engagement of a make-up artist. Of course, a trial styling is also part of it about 3 months before the wedding.
Wedding cake
For some, the wedding cake is an important highlight of the wedding. It is therefore also worthwhile to ask cake designers early and to enjoy a tasting.
Children’s entertainment
How many children will be present at your wedding? In order for the children and the adults to enjoy your wedding to the fullest, it is advisable to also think about childcare or the entertainment program.
Wedding dance
Not long now and your first dance as “husband and wife” is coming up. The bridal couples often study their own individual dance or get professional help and attend a dance class.
Overnight stay
Depending on where your wedding will take place and from where the guests will arrive, they will need overnight accommodations on site. Make a provisional reservation for the expected number of rooms early enough.
Transportation
Do you need transportation for your guests or for yourself to and from the location or from one location to the other? Find the right transportation for you and the guests.
3-1 months before the wedding:
Civil Ceremony
In order to have all the legal requirements at the registry office and to be able to get married, you have to go through the marriage preparation procedure.
Gifts for guests
Would you like to give the guests something to take home or leave a small gift at the hotel? Start thinking about a suitable offer and start shopping for the guest gifts.
Rehearsal dinner
Now you will have a rehearsal dinner with your culinary partner, so that you can finally decide on your wedding menu.
Wedding Day Timeline
To ensure that everything goes according to plan and all details are discussed in advance, a detailed wedding day timeline should be prepared. This will give all involved guests and service providers a complete overview of the planning and time management. A professional Wedding Planner will be happy to provide you with a comprehensive script and clarify any unanswered questions.
Less than 1 month before the wedding:
Not long now and your big day is coming. Now there are still some things that are important for a smooth process.
Last open questions
Contact all service providers again and clarify the last open questions. If you have a wedding planner at your side, he will gladly take over the briefing of all partners. At this point, the detailed final discussion with the wedding planner takes place.
Seating Arrangement
The definite number of guests is clear. Now you can decide on a seating plan for the banquet as well as for the wedding ceremony. Printed materials such as seating plans, menu cards and name tags are now sent to print.
Wedding day:
Now nothing stands in the way of the big day – let yourselves celebrate, enjoy it and make the day unforgettable for you.
If you would like us to assist you with your planning, please contact us for a free initial consultation.
