Will My Wedding Happen?

Planning a wedding can be a stressful and time-consuming process. Creating a detailed wedding day timeline is vital to ensuring the day runs smoothly and that you make the most of your time celebrating with family and friends.

There are several key considerations to make when planning your wedding day timeline, including the number of guests, the order of events, and the time required for each activity. It is also important to consider any unique logistics, such as travel time between locations, the need for a receiving line, and any cultural or religious traditions that may impact the timing of events.

Starting your preparations early in the day is recommended, particularly if you plan to take photos before the ceremony. It is also a good idea to add some buffer time to your timeline to account for unexpected delays or last-minute changes.

Distributing your wedding day timeline to key vendors and members of the wedding party in advance will help ensure everyone knows where they need to be and when, making for a seamless and enjoyable celebration for all.

Wedding timeline: how to plan the day

12+ Months Before

• Insure your engagement ring.
• Discuss and decide on a budget.
• Hire a wedding planner, if desired.
• Decide on the formality and overall theme.
• Choose and book your venue.
• Buy wedding insurance.
• Choose a colour palette and start thinking about the overall design.
• Book vendors that get booked up quickly, including your photographer, band, DJ and videographer.
• Start shopping for your wedding dress.
• Book hotel room blocks for guests.
• Create your wedding website.
• Take engagement photos.
• Start looking at invitations.

11 Months Before

• Finalise your guest list.
• Register your intention to marry.
• Buy wedding insurance.
• Book your wedding photographer and videographer.
• Book a DJ or wedding band.
• Book caterers and bar staff.

10 Months Before

• Start shopping for wedding day attire.
• Book hotel room blocks and transportation.

9 Months Before

• Choose your save-the-dates and wedding invitations.
• Plan your entertainment.
• Begin booking rentals.
• Have an engagement photo session.

8 Months Before

• Make your registry and wedding website.
• Send out your save-the-dates.
• Secure insurance policies.
• Start thinking about your honeymoon.

7 Months Before

• Shop for wedding party attire.
• Finalise all vendor hires.
• Secure the rehearsal dinner location.

6 Months Before

• Attend premarital counselling.
• Shop for wedding bands.
• Renew your passports, if necessary.
• Secure your hair and makeup team.
• Finalise your invitation suite.

5 Months Before

• Order formal invitations.
• Finalise your menu.
• Buy additional pre-wedding outfits.
• Finalise honeymoon plans.
• Book a ceremony officiant.
• Begin wedding beauty upkeep.

4 Months Before

• Send out wedding shower invites.
• Create a music wishlist.
• Plan personalised details.
• Finalise your ceremony program.

3 Months Before

• Attend your wedding shower.
• Purchase thank-you gifts for family and friends.
• Schedule your hair and makeup trial.
• Send formal wedding invitations.

2 Months Before

• Enjoy your bachelor or bachelorette party.
• Start writing your vows.
• Plan your favours and welcome bags.

1 Month Before

• Apply for a marriage license.
• Make final wedding attire alterations.
• Confirm wedding party attire is ready to go.
• Make your seating chart.
• Give your venue the final headcount.
• Check in with your venue or coordinator.
• Attend your first outfit fitting.
• Buy your wedding party gifts.
• Speak with your photographer.
• Write your vows.

1 Week Before

• Have your final fitting.
• Break in your wedding shoes.
• Have final beauty and grooming appointments.
• Do your last-minute tasks, such as buying perfume or cologne.
• Pack a wedding day emergency kit.
• Collect your wedding dress/suit.
• Brief your wedding party on their roles for the day.

The Wedding Day

• Give out your wedding party gifts.
• Meet the registrar.
• Do a first look shoot.
• Gather your thoughts after the ceremony.
• Have your couple and group pictures.

Wedding invitations: when to send them out

Wedding planning can be a stressful process, but sending out your invitations at the right time will ensure your guests can make the necessary arrangements and reflect your consideration and etiquette.

Save the Dates

Save the dates are preliminary notifications sent out to your guests to inform them about your wedding plans and ensure they reserve your wedding day on their calendars. They are usually sent out six to eight months before the wedding. However, for destination weddings, it is courteous to give your guests more time to make travel arrangements, so aim for nine to twelve months in advance.

Wedding Invitations

Wedding invitations are the official request for guests to attend your wedding and provide essential details such as the date, time, venue, and sometimes suggested attire. They are typically sent out six to eight weeks before the wedding. However, for destination weddings or weddings during busy holiday seasons, it is recommended to mail the invitations ten to twelve weeks in advance.

When to Send Out Invitations

The proper wedding invitation timeline is sending out your invitations six to eight weeks before the wedding. This gives your guests plenty of time to clear their schedules and request any time off work or make travel arrangements. It also means you can get a final headcount, invite guests on your B list if needed, and complete your seating charts before the week of the wedding.

If you are sending out invitations without save-the-dates, the timeline changes slightly. For couples with a standard engagement length, send invitations around six months in advance. For couples with a shorter engagement, aim for two to three months before the wedding.

For out-of-town guests, it is customary to send out invitations around eight weeks before the wedding. If you have guests from outside the US, it is ideal to send invitations nine to ten weeks in advance to account for extended shipping times.

Recap

In summary, send save-the-dates six to eight months before the wedding (nine to twelve months for a destination wedding), and send wedding invitations six to eight weeks before (ten to twelve weeks for a destination or holiday season wedding).

Wedding costs: how much venues charge

Wedding costs can vary depending on location, size, amenities, and the time of year. Spending somewhere in the $10,000 to $15,000 range seems to be most common, with some couples spending between $5,000 and $25,000. The average cost of a wedding venue in 2023 was $12,800 out of a total spend of $35,000, with couples allocating nearly 40% of their budget to the venue. This cost typically includes a general location fee, food, drinks, tables, chairs, and linens.

There are a few factors that can influence the cost of a wedding venue. Firstly, the type of venue can make a difference, with banquet halls, country clubs, and hotels being popular choices but also tending to be more expensive. Historic homes, buildings, farms, and other unique venues like public gardens or breweries can offer a wider range of prices. The level of inclusivity of the venue also matters; some venues provide all-inclusive packages with catering, bar service, rentals, and other services included, while others only provide the space and require the couple to bring in additional services.

The time of year and day of the week can also impact the cost, with off-peak seasons and weekdays typically offering lower rates. The number of guests will also affect the overall cost, as catering and rental fees may be charged on a per-guest basis. It's important to consider additional fees such as insurance, setup time, and service charges, which can add up quickly.

When planning a wedding, it's crucial to have a clear budget and be mindful of potential hidden costs. Comparing different venues and their packages can help couples find the best option that fits their vision and financial constraints.

Wedding photos: when to take them

Wedding photos are an essential part of the big day, capturing memories that will be cherished for years to come. Here are some tips and suggestions on when to take those all-important shots:

Before the Ceremony

Taking photos before the ceremony can be a great option, especially if you want to capture the excitement and emotions of the bridal party as they get ready. This is also a good time to take photos of the couple together, as it allows for more time and a relaxed atmosphere without a crowd of guests waiting for their turn. It is recommended to have at least 60 minutes between the end of the ceremony and the start of the reception for photos if you choose to do them after the ceremony.

During the Ceremony

The ceremony itself provides numerous photo opportunities, from the walk down the aisle to the exchange of rings and the first kiss as a married couple. These are often considered the most important moments to capture, as they are filled with emotion and significance.

After the Ceremony

After the ceremony, the couple can sneak away with the photographer to capture some intimate portraits. This is also a good time to take photos with the wedding party and family members. If there is a large group, it is recommended to focus on the VIPs and work backward, ensuring that the most important people are included.

Throughout the Reception

The reception offers a range of photo opportunities, from the first dance to the cake-cutting and general dancing. It is important to capture the overall reception design, including any unique details or installations. The couple can also take this time to pose for photos with children in the wedding party and capture any religious or cultural traditions being followed.

The "First Look" Session

An alternative option is the "First Look" session, where the groom waits with his back turned until the bride gets close, allowing for a true first look at his bride. This session is usually just for the couple, providing an intimate moment before the ceremony and resulting in some of the most cherished photos.

Timing Considerations

It is essential to consider the timing of the photos to ensure a smooth flow to the day. Taking photos before the ceremony can reduce stress and allow more time with guests during the reception. However, some couples prefer to stick to tradition and not see each other until the bride walks down the aisle. In this case, photos can be taken after the ceremony, but it requires careful planning to ensure guests are not kept waiting too long for the reception to start.

Additional Tips

• Ask a friend to help organise family members for photos to ensure a smooth and timely process.
• Discuss must-have photo moments with your photographer in advance, including any specific people or details you want to be captured.
• Consider the lighting and sunset time when planning outdoor photos.
• Extend the cocktail hour if you want more time for photos after the ceremony, giving you time to join your guests for part of the celebration.

Wedding food: when to serve dinner

Wedding food is a key part of the planning process and can make or break the big day. The food you choose to serve can showcase your personality as a couple and create a unique and memorable experience for your guests.

Timing for Dinner

The timing of your wedding dinner will depend on the type of food service and the number of guests. For example, it takes about 20 minutes for 100 guests to get through a buffet, while plated courses are usually spaced about 45 minutes apart. If you're having a buffet, it's a good idea to have a few access points to prevent overcrowding and long queues.

Types of Dinner Service

Plated Dinner

A plated dinner is the most traditional and popular option, where guests are served a formal dinner while seated at their assigned tables. This style usually consists of two courses (an appetizer and an entrée) and dessert. It sets a formal tone and gives you more control over the look and feel of the meal. However, it can be challenging to accommodate guests with dietary restrictions, and staffing fees tend to be higher.

Family-Style Dinner

A family-style dinner is a more casual alternative, where guests pass around large platters and bowls of food at their tables. This style offers a variety of choices and helps accommodate picky eaters or those with food allergies. It builds a sense of community and is an efficient way to serve the meal, but it can be more expensive due to the volume of food and rental costs.

Buffet-Style Dinner

A buffet-style dinner features long tables with a wide variety of food options, giving guests the most variety. It can be visually appealing and photogenic, but it takes time for all guests to go through the buffet line, and not everyone will eat at the same time. Similar to family-style dinners, buffets are typically more expensive due to the variety of menu items and rental costs.

Cocktail-Style Dinner

A cocktail-style reception offers a range of small bites and can be a cost-effective option, especially for large guest lists. It allows for more movement and interaction between guests but may not be suitable for older guests as it involves a lot of standing.

Choosing a Caterer

When choosing a caterer, consider the type of food you want to serve and any limitations your venue may have. Some venues use in-house catering, charge fees for external vendors, or have preferred vendor lists. Communicate your budget, food needs, and any dietary restrictions to your caterer, and don't be afraid to blend in your favourite dishes with their expertise to create a unique menu.

Example Dinner Timings

4 PM Start Time

• 10:00 AM: Hair and makeup/getting ready
• 12:00 PM-2:00 PM: Vendor arrival and setup
• 2:00 PM: Wedding party and family photos
• 3:30 PM: Doors open/pre-ceremony music starts
• 4:00 PM: Invite time
• 4:15 PM: Ceremony starts
• 4:35 PM: Ceremony ends
• 4:40 PM: Cocktail hour starts
• 5:45 PM: Move guests into dinner
• 6:00 PM: Buffet opens/dinner served
• 6:20 PM: All guests have food
• 6:30 PM: Toasts
• 7:30 PM: First dance
• 7:35 PM: General dancing music starts
• 8:00 PM: Second set of pre-sunset portraits
• 8:26 PM: Sunset
• 8:30 PM: Dessert
• 9:45 PM: Last call
• 9:55 PM: Music off
• 10:00 PM: Guests depart
• 11:00 PM: Breakdown complete/staff departs

Morning Wedding Timeline

• 7:00 AM: Hair and makeup/getting ready
• 8:30 AM: Vendor arrival/setup starts
• 9:00 AM: First look and couple's portraits
• 9:30 AM: Family pictures
• 9:30 AM: Doors open/pre-ceremony music starts
• 10:00 AM: Invite time
• 10:15 AM: Ceremony starts
• 10:45 AM: Ceremony concludes
• 10:45 AM: Cocktail "hour" starts/additional family photos
• 11:30 AM: Brunch starts
• 12:15 PM: Toasts
• 1:00 PM: First dance
• 1:30 PM: Cake cutting/dessert
• 2:45 PM: Couple departs
• 3:00 PM: Guests depart
• 3:00 PM: Breakdown commences
• 4:00 PM: All vendors out

Early Afternoon Wedding Timeline

• 9:00 AM: Hair and makeup/getting ready
• 9:30 AM: Vendor arrival/setup starts
• 10:30 AM: Getting ready photos
• 11:00 AM: First look and couple's portraits
• 11:45 AM: Family pictures
• 12:30 PM: Doors open/pre-ceremony music starts
• 1:00 PM: Invite time
• 1:15 PM: Ceremony starts
• 1:35 PM: Ceremony concludes
• 1:40 PM: Cocktail "hour" starts/additional family photos
• 2:30 PM: Lunch starts
• 3:00 PM: Toasts
• 3:30 PM: First dance
• 5:00 PM: Cake cutting/dessert
• 6:15 PM: Couple departs
• 6:30 PM: Guests depart
• 6:30 PM: Breakdown commences
• 7:30 PM: All vendors out

Frequently asked questions