· By Michael Torres

Wedding Planning Timeline Guide

One-Minute Summary

A wedding planning timeline keeps you on track from engagement to the big day. This guide breaks it down month by month: 12 months out (budget, venue, date), 9 months (photographer, caterer, florist), 6 months (invitations, HMUA, favors), 3 months (seating chart, head count, marriage license), 1 month (final payments, tips, rehearsal), and day-of (schedule, vendor confirmations, execution). You'll learn the order that matters—venue and date first, invitations 8 weeks before—and what can flex. Links to our Wedding Timeline and Wedding Checklist printables. Practical for U.S. couples planning a typical 12-month engagement.

Why a wedding timeline matters

Hundreds of tasks, dozens of vendors, months of lead time. Without a timeline, you’ll forget critical steps—like ordering invitations in time for an 8-week mailing, or booking the photographer before they’re fully booked. A timeline creates order: do this now, that later. It reduces stress and prevents last-minute scrambles. Use our Wedding Checklist and Wedding Timeline printables to track. This guide explains the logic.

12 months out: foundation

Budget: Set your total. Allocate by category. Use the Wedding Budget printable. Everything else depends on this number.

Guest list: Draft. Aim for a target number (e.g., 120). Refine over time. The list drives venue size and catering cost.

Venue and date: Research, tour, book. This is the blocking item. No venue = no date = no other vendors. Popular venues book 12–18 months ahead for peak dates. Lock it in.

Save-the-dates (optional): If you have a date and venue, some couples send save-the-dates now. Especially for destination weddings or holidays. Not required; invitations come later.

9 months out: key vendors

Photographer: Book early. Good photographers have 20–30 weddings per year. Portfolios, contract, deposit. Lock it in.

Caterer: If the venue doesn’t provide catering, book now. Tasting, menu, per-person estimate. Deposit.

Florist: Research, get quotes. Book by month 9 or 8. Mood boards, colors, bouquet and centerpiece ideas.

Videographer (if desired): Same timing as photographer. Often same company or coordinated.

DJ or band: Research, listen, book. Music sets the reception tone.

6 months out: invitations and details

Invitations: Order now. Design, proof, and printing take 3–4 weeks. You’ll mail at 8 weeks before the wedding—so order early. Include RSVP deadline (typically 4 weeks before), reply card or link, and details (venue, time, dress code).

HMUA (hair and makeup): Book trials. Schedule for wedding day. Deposit.

Attire: Dress shopping, suit fitting. Alterations take 6–8 weeks—schedule accordingly. Order early if custom or from a designer.

Favors, signage, decor: Plan. Order or DIY. Timeline varies by item. Give yourself buffer.

Wedding party gifts: Start thinking. Order by 2–3 months out so you have time to personalize.

3 months out: finalizing

Seating chart: RSVPs should be in or nearly in. Create the chart. Use our Seating Chart printable. Assign tables. Add table numbers to guest list.

Final head count: Send to caterer. Confirm meal breakdown (chicken, fish, vegetarian). Update venue if needed.

Marriage license: Check your state’s requirements. Waiting period, expiration. Apply 2–4 weeks before. Don’t wait until the last week.

Rehearsal: Schedule. Confirm with venue and officiant. Who’s invited (wedding party, parents). Dinner after? Book it.

Timeline: Draft the day-of schedule. Ceremony time, photos, cocktail hour, reception. Share with vendors. Refine with coordinator if you have one.

1 month out: last big items

Final payments: Venue, caterer, photographer—confirm amounts and due dates. Pay on time.

Tips: Prepare envelopes. Catering staff, coordinator, delivery drivers. Assign someone to distribute day-of.

Vendor confirmations: Email or call each vendor. Confirm date, time, location. Share timeline. Confirm setup/breakdown.

Marriage license: Pick up if you applied earlier. Keep it safe. Give to officiant before ceremony.

Rehearsal dinner: Finalize. Send details to wedding party and family.

Day-of tasks: Assign. Who has the rings? Who signs the license? Who gives the speech? Who handles tips? Write it down. Give copies to key people.

1–2 weeks out: final details

Seating chart and escort cards: Final. Late RSVPs? Add them. Update coordinator and venue.

Timeline: Final version. Share with photographer, coordinator, DJ, venue. Print copies for wedding party.

Emergency kit: Band-aids, safety pins, aspirin, tissues, stain remover, etc. Assign to someone.

Confirm with all vendors: Date, time, location. Timeline. Contact numbers. No assumptions.

Day-of: execute

Morning: HMUA, photos (getting ready). Relax. Delegate.

Ceremony: On time. Officiant has license. Rings. Vows. Sign. Photographer captures it.

Photos: Family formals, portraits. Coordinator keeps things moving.

Reception: Timeline runs. Dinner, speeches, first dance, cake. DJ or band follows the plan. Coordinator troubleshoots.

End of night: Tips distributed. Personal items collected. Vendor breakdown. You leave with your partner. Done.

Dependencies to remember

  • Venue and date → everything else. Book first.
  • Invitations mailed 8 weeks before → order 6 months out (design + print = 3–4 weeks).
  • RSVP deadline → set 3–4 weeks before. Caterer needs head count 1–2 weeks before. Buffer between.
  • Alterations → 6–8 weeks. Schedule dress/suit fitting by 4 months.
  • Marriage license → state-specific. Apply 2–4 weeks before. Check expiration.
  • Final payments → due dates vary. Track. Don’t miss.

Compressed timeline (6 months)

If you have 6–9 months: double up. Months 6–5: venue, date, photographer, caterer, florist. Months 4–3: invitations, HMUA, attire, favors. Months 2–1: seating, head count, license, timeline. Week-of: confirm, pack, breathe. Use our 6-Month Wedding Checklist variant. Prioritize. Cut what you can. Essentials first.

Wedding Timeline — Day-of schedule. Ceremony, photos, reception. Share with vendors.

Wedding Checklist — Full task list. 12-month or 6-month structure. Check off as you go.

Wedding Planning for Beginners — Where to start. Budget, venue, order of operations.

For more: Wedding Budget Mistakes.

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Frequently Asked Questions

When should I send wedding invitations?

Mail invitations 8 weeks before the wedding. Order them 2–3 months before that—design, proof, and printing take 3–4 weeks. So order at 6 months out, mail at 8 weeks. Save-the-dates go out 6–8 months before (earlier for destination weddings).

When does the caterer need the final head count?

Most caterers need it 1–2 weeks before the wedding. Set your RSVP deadline 3–4 weeks before so you have time to chase stragglers, confirm meals, and send the final number. Build buffer between RSVP deadline and caterer deadline.

What order should I book vendors?

Venue and date first. Then photographer and caterer (often 9–12 months ahead). Then florist, DJ/band, HMUA. Invitations, favors, and smaller details can wait until 6 months. Venue drives everything—some have in-house catering, and all vendors need the date.

What if I have less than 12 months to plan?

Use a compressed timeline. Months 6–5: venue, date, photographer, caterer (double up). Months 4–3: invitations, florist, attire. Months 2–1: seating, head count, final details. Our 6-Month Wedding Checklist variant has this structure. Prioritize: venue, catering, photography first. Cut or simplify the rest.

When should I do the marriage license?

Requirements vary by state. Most have a waiting period (1–7 days) and an expiration (30–90 days). Apply 2–4 weeks before the wedding. Check your county clerk's website for exact rules. Don't wait until the last week—offsets, holidays, and busy times can delay.