Wedding planning checklist and timeline: 12 months to the day
Twelve months is a comfortable runway for most weddings: book the venue and the big suppliers first, then work down to the details. This checklist runs from 12 months out to the week after the wedding. Squeeze or stretch it to fit your date, and note that popular venues and photographers can book up well beyond a year.
Key takeaways
- Budget, guest count and a date range come first; everything else depends on them.
- Venue, photographer and caterer are usually the first bookings to lock in.
- Check current marriage requirements and booking lead times with Home Affairs or your marriage officer.
- Send save-the-dates early for guests who need to travel.
- Hand tasks to your wedding party early, and keep receipts for every payment.
12 to 10 months to go
- Agree the total budget and who is contributing (see the budget guide).
- Choose a date range and a rough guest count.
- Visit and shortlist venues. Ask for written quotes and the dates they have free.
- Book the venue, then your marriage officer or celebrant. Check current requirements and lead times with Home Affairs or your officer.
- If you want an antenuptial contract, speak to an attorney well ahead, as it has to be arranged before you marry.
9 to 7 months
- Ask photographers, caterers and music acts for quotes, and compare them side by side.
- Book the main suppliers and pay their deposits. Keep the signed quotes and proof of payment.
- Choose your wedding party and tell them early what you would like them to help with.
- Start looking at attire and book fittings.
- Think about the honeymoon and check that passports are valid long enough for where you are going; many countries have minimum validity rules, so check the destination’s requirements.
6 to 4 months
- Send save-the-dates, particularly to guests who must book flights or accommodation.
- Reserve accommodation for out-of-town guests and for yourselves.
- Choose flowers, decor, cake and stationery.
- Plan your photo plan: the formal shot list with your photographer, and how guests will share their own photos (see collecting guest photos with a QR code).
- Book the honeymoon flights and accommodation.
3 to 2 months
- Send invitations and start tracking RSVPs.
- Hold the menu tasting and finalise the music list and do-not-play list.
- Plan the order of the day and share it with your wedding party.
- Confirm what Home Affairs or your marriage officer needs from you and when; check current requirements.
- Hand out tasks: who collects the cake, who looks after the gifts table, who chases RSVPs (see delegating wedding tasks).
1 month to go
- Chase outstanding RSVPs and collect dietary needs.
- Give the venue and caterer your final guest count.
- Do final fittings.
- Confirm arrival times and contact numbers with every supplier.
- Start the seating plan and pay outstanding balances, keeping every receipt.
The last week
- Walk through the venue with your coordinator or helpers.
- Print the seating plan, signs, the order of the day and the QR table cards.
- Prepare tips and any final payments in labelled envelopes.
- Pack for the honeymoon and collect your travel documents.
- Check the weather and the power and water arrangements with the venue.
On the day
- Eat breakfast and drink water; assign a helper to carry your phone and essentials.
- Ask your MC to remind guests to upload their photos.
- Hand final payments and tips to a trusted person to distribute.
- Let your helpers handle their tasks and enjoy it.
After the wedding
- Download all guest photos and keep two copies.
- Send thank-you messages while the memories are fresh.
- If you are changing your name, check the current process with Home Affairs.
- Pay any remaining balances and file your receipts.
If you would rather keep this timeline as live tasks with due dates and reminders, the Wedding Planner (R199 once, our product) does that.
Frequently asked questions
How far ahead should I start planning a wedding?
Twelve months is a comfortable runway for most weddings, and popular venues and photographers can book up earlier. Shorter timelines are possible if you are flexible on date and suppliers.
What should I book first?
Usually the venue, then your marriage officer or celebrant, photographer and caterer, because their availability sets your date.
What do I need from Home Affairs?
Requirements and lead times change and depend on who marries you, so check current requirements with Home Affairs or your marriage officer. Do not rely on a general guide for this.
When should I send save-the-dates and invitations?
Send save-the-dates about six months out, earlier for guests who must travel, and invitations roughly two to three months before the wedding.
When do I need a final guest count?
Your venue and caterer will give a deadline, often around a month before. Ask when you book and put it in the calendar.
Can I turn this checklist into tasks with reminders?
Yes. You can copy it into any to-do app. The Valere Wedding Planner has tasks with due dates, a calendar and optional email reminders.