You’re engaged. Now what? Let’s get down to the details of planning your dream wedding in the Hudson Valley. As seasoned photographers based in Beacon, we know how much goes into creating a stress-free, joyful celebration. From marriage licenses to save the dates, this Hudson Valley wedding planning checklist will walk you through every step so you can focus on what matters most: enjoying your engagement.

We’ve Been There Too

We’re a married couple who has not only photographed hundreds of weddings but also planned our own. We know how exciting, emotional, and sometimes overwhelming it can feel. Planning your wedding should be a celebration, not a source of stress. That’s exactly why we’ve created this guide to help you organize, prioritize, and enjoy the process.

Whether you’re planning a grand celebration in Cold Spring or an intimate gathering at The Roundhouse in Beacon, this checklist will help keep everything on track.

Acting as Your Own Wedding Planner

If you’re planning your wedding yourself, you’re in great company. Many of our couples choose to handle their own planning and find it deeply rewarding. You’ll learn a lot about your preferences, your priorities, and how you want your day to feel.

DIY wedding planning can be a big task, but it’s also one of the most personal ways to design your celebration. Our Hudson Valley wedding planning checklist is here to keep you organized and confident throughout the process.

Where to Start with Wedding Planning

The first and most important step is to set your budget. Having a clear idea of what you want to spend helps every other decision fall into place. Consider creating three categories for your wedding budget: essential, goal, and stretch. This gives you flexibility if certain priorities like photography or florals are more important to you.

Once you have a budget framework, start collecting quotes from local Hudson Valley wedding vendors. Reach out to venues, photographers, and florists early to get a sense of pricing and availability. This helps you understand the average cost of a wedding in the region and prevents surprises later on.

Deciding on a Date and Venue

Your venue sets the tone for everything. From rustic barns to riverfront estates, the Hudson Valley offers incredible options like The Roundhouse, Boscobel House & Gardens, and The Abbey Inn & Spa. Booking your venue should be one of the first items on your list because your date depends on its availability.

When you reach out to other vendors, provide a range of potential dates if your venue isn’t booked yet. This will help you secure interest without locking yourself in too early. Once your venue is confirmed, everything else starts to fall into place.

Save the Dates, Invitations, and Wedding Website

After you’ve locked in your date, you can start designing your wedding website and ordering save the dates. Most couples send their save the dates 6 to 9 months before the wedding, giving guests time to make travel plans. Invitations typically go out 3 to 4 months before the big day.

Your wedding website is a great place to share travel tips, hotel blocks, and weekend event details with guests. Sites like Zola, WithJoy, and Squarespace make it easy to create something beautiful and informative.

Creating Your Guest List

Deciding on your guest list can be one of the trickiest parts of planning. Start by listing everyone you’d ideally want there, then narrow it down based on your budget and venue capacity. Many Hudson Valley venues have guest count minimums or maximums, so check those details early.

As you finalize your list, consider how the number of guests will affect your catering, seating, and photography coverage. Whether you’re planning a micro wedding or a 200-guest celebration, your list sets the tone for the rest of your planning.

Pre-Wedding Events to Consider

Don’t forget the fun celebrations that come before the wedding. Engagement parties, showers, bachelor and bachelorette weekends, and rehearsal dinners are all wonderful ways to connect with your loved ones. In the Hudson Valley, many couples host these events at restaurants and wineries such as Blooming Hill Farm or City Winery Hudson Valley.

Consider whether you’ll need vendors for these pre-wedding events. Do you want photography coverage for your engagement party? Hair and makeup for your rehearsal dinner? Planning these details early helps the entire process run smoothly.

When to Book Your Hudson Valley Wedding Vendors

In the Hudson Valley, wedding vendors can book out over a year in advance, especially for fall weekends. Your top priorities should be your venue, photographer, and officiant. Once those are confirmed, move on to other essentials like florals, entertainment, and catering.

After your major vendors are secured, you can focus on details such as hair and makeup, transportation, and rehearsal dinner reservations. If your wedding date falls during peak season, it’s always better to book sooner rather than later.

Typical Vendor Booking Timeline

• 12–18 months: Venue, photographer, planner, and officiant

• 10–12 months: Florist, caterer, band or DJ

• 6–8 months: Hair, makeup, transportation, rentals

• 3–6 months: Cake, stationary, rehearsal dinner, hotel blocks

Choosing the Right Vendors

Finding the right vendors is about more than just price. You want people who understand your vision and make you feel comfortable. Start by searching for Hudson Valley wedding photographers, florists, and planners on Google, Instagram, and Pinterest. Review their websites to get a sense of their aesthetic and approach.

You can also ask recently married friends for recommendations. Hearing about real experiences can help you make confident decisions. Just remember that every wedding is different, so trust your instincts when choosing who’s the best fit for you.

Building Relationships with Your Vendors

Once you’ve narrowed down your list, schedule consultations or Zoom calls. This helps you get a feel for their personality and professionalism. Ask questions about communication, backup plans, and how they handle wedding day logistics.

You’ll be spending a lot of time with certain vendors, especially your photographer, so connection matters. Feeling at ease with your team ensures your day flows naturally and stress-free.

Finding the Perfect Wedding Photographer

Your wedding photos will tell the story of your day for generations. When choosing a photographer, look for a style that matches your personality, whether that’s documentary, editorial, or cinematic. Take time to review full galleries, not just highlight reels, to see how they handle different lighting and settings.

At Megan & Kenneth, we photograph weddings throughout the Hudson Valley, Catskills, and Westchester, focusing on genuine emotion and storytelling. As a married team, we know how important it is to make couples feel relaxed, comfortable, and seen.

Seasonal Wedding Planning in the Hudson Valley

Every season in the Hudson Valley offers something unique. Spring weddings bring fresh blooms at Boscobel and Stonecrop Gardens. Summer weddings glow with long sunsets at The Roundhouse. Fall is iconic, with vibrant foliage and cozy warmth at venues like The Garrison. Even winter weddings sparkle with candlelight and intimate gatherings.

Keep in mind that seasonal availability and pricing can vary. Florals, rentals, and outdoor venues may have different considerations depending on weather, so plan accordingly.

The Ultimate Wedding Planning Checklist

Here’s a quick reference list to keep you organized:

1. Set your budget and priorities

2. Choose your wedding date and venue

3. Create your guest list

4. Hire key vendors: photographer, planner, officiant

5. Send save the dates

6. Book florist, caterer, and entertainment

7. Plan your engagement session

8. Schedule dress fittings and suit appointments

9. Arrange transportation and hotel blocks

10. Send invitations

11. Finalize your timeline with your vendors

12. Enjoy your rehearsal dinner and wedding weekend

Keep Perspective During Planning

Wedding planning is exciting, but it can also feel overwhelming. Remember to take things one step at a time. There’s no perfect way to plan a wedding, only the way that feels right for you.

If you start to feel stressed, take a break from the to-do list and enjoy being engaged. The process should be filled with love, laughter, and anticipation for what’s ahead.

Working with Megan & Kenneth

We’re Hudson Valley wedding photographers based in Beacon who love helping couples create relaxed, memorable celebrations. Whether you’re planning a large estate wedding or a small backyard celebration, we’ll be there to capture every meaningful moment.

When it comes to your wedding photography, our job goes far beyond taking pictures. We’re there to support you, keep things running smoothly, and help you enjoy every second of your day.

Ready to Start Planning Your Hudson Valley Wedding?

Reach out through our contact page to learn more about our wedding packages and timeline tips. We’d love to help you bring your vision to life and document it beautifully from start to finish.