The Ultimate Wedding Planning Checklist

You’re engaged. Now what?! Let’s get down to the nitty-gritty of planning your wedding. As seasoned wedding photographers, we know the ins and outs of a wedding day. From the marriage license to save the dates, we know the step-by-step of how a wedding day goes.

We’ve Been There Too

We’re a married couple that works as a photo and video team in NYC. We’ve been there too. Planning a wedding is a wonderful and bizarre experience! As both wedding photography professionals and a couple who has planned a wedding before, we get it.

That’s why we’ve put together this wedding checklist to help with your wedding planning process. Your big day is something fantastic, and it shouldn’t be a stressful process.

Are You Acting As Your Own Wedding Planner?

That’s totally fine, and totally fun! If you’re being your own wedding planner, you can learn so much about how to create a wedding of your dreams. You can start planning using this wedding planning checklist.

Having a DIY wedding can be a lot of pressure, but it’s definitely a very fun process! 

Where Should We Start with Wedding Planning?

The most important item on the wedding planning checklist is settling on a budget. When you’re putting together your wedding, agreeing on a budget is a big step. You can even dive into your wedding budget a little further by setting goal amounts, and potential stretch amounts. This is in case you need flexibility in your wedding costs.

Figuring out the costs of everything on your checklist is important. How much does a wedding photographer cost, for example? You can achieve this by getting rough quotes from local vendors. Start reaching out early to see what the ballpark ranges for your preferred vendors are.

Deciding on a Date and Venue

Then, you can start looking into venues and dates. You should be booking your venue before any other vendors. This is to ensure that you have a date for your other vendors to book off. When getting quotes from vendors, if you don’t have a date, make sure you give them a range. 

For example, if you plan to get married in September but don’t have a date yet, tell the vendors you’re reaching out to. If you have a wedding party, the members of your wedding party can also help you start to plan.

Save the Dates and Wedding Invitations

You can also create your wedding website once you have your date set. Wedding websites are used by couples to give information to their guests about the wedding. This link typically gets sent out with save the dates. You can also create your wedding invitation RSVPs on your website.

Wedding invitations typically get sent out fairly close to the wedding. Unless you are having a destination wedding, these are usually sent 3-4 months before the wedding. The save the dates are sent a little further out, anywhere from 6 to 9 months before. This gives people time to plan and book off your date in their calendar.

Deciding on a Guest List When Wedding Planning

Deciding on a guest list is also a major factor when it comes to your wedding planning checklist. How many people are you going to invite? Who are you going to invite? The number of guests can be determined by you and your partner.

It will also impact what kind of wedding venue you choose. If you plan to have a large wedding, check on your venue’s capacity. Some wedding venues also have minimum guest counts for their space. Make sure that you check on how many people are allowed in the space before you finalize your guest list.

Pre-Wedding Events to Consider

When you plan a wedding, there are also a few pre-wedding events to consider. If you’ve decided to have a wedding party, they can help take this off your wedding planning checklist. Pre-wedding events include a bridal shower, engagement party, rehearsal dinner, a bachelor or bachelorette party, and more.

Consider, as well, if you need vendors for certain events. Do you need hair and makeup for your rehearsal dinner? How about photography for your engagement party? 

When Should You Book Wedding Vendors?

The most time-sensitive vendors to book for your wedding are your venue, your photographers, and your officiant. Florists and entertainment are also very important to get a date for right away. For weddings, especially New York City weddings, getting dates to your vendors as soon as possible is crucial. Your catering and hotel room blocks are also significant vendors to get booked.

Once these major vendors are booked, you can then start on other vendors. This would include hair and makeup, transportation, rehearsal dinner venue and so on. Feel free to take your vendors in whatever order they are a priority to you.

Choosing the Right Vendors

How do you choose a vendor like a New York wedding photographer? Look into different ways to find vendors online. This could include Google search, Instagram, Pinterest and more. These are great places to start to find your wedding vendors.

You can also ask friends for referrals on their favorite vendors. For your friends who have gotten married, see who they liked on their wedding day. Make sure to make your own decisions about your wedding day, but recommendations definitely help.

When choosing vendors like a photographer, you must make sure you love their work. Take a look at their website and social media to make sure their work is special to you. Consider their style and how it fits with your love story. Once you’ve decided on vendors you like, reach out to them.

Making a Connection with Your Wedding Vendors

After getting quotes from vendors, make sure to have a conversation with them. See how you vibe with each other on a personal level. Ask yourself questions about the experience you’ve had with your vendors.

Do your vendors seem like they are going to be there for you on your special day? Are they attentive to your needs? Can you see them fitting well into your wedding day timeline? Consider factors beyond how much you like their work for your wedding day.

After all, you’re going to be spending a lot of time dealing with your vendors before and during your wedding. For wedding photographers, you will be spending your entire day with them. When you have vendors who are going to be working to create magic alongside you, consider how they make you feel.

Find Wedding Photographers You Can Be Comfortable With

One of the most important aspects of your wedding day is the photography. After all, these are the photos that will last a lifetime! You’ll want to make sure you find a photographer you feel comfortable with, who can capture the beauty and emotion of your day.

Here are a few tips for finding the perfect wedding photographer:

1. Ask your friends and family for recommendations. They’ll likely know someone who can recommend a great photographer.
2. Do your research online. There are lots of great wedding photographers out there, so take the time to find the one that’s right for you.
3. Meet with potential photographers via phone or Zoom. This will give you a chance to get to know them, and see if you’re comfortable working with them.
4. Make sure the photographer has a portfolio of weddings that you like. This will give you a good idea of their style and what they’re capable of capturing.
5. Read reviews from past clients. Client feedback can be a great indicator of how good the photographer is.
6. Make sure your personalities are compatible! You want to make sure you’re comfortable with this person, and that they’ll be able to provide you with the kind of experience you’re looking for. Your wedding day will go by in a flash—make sure you can enjoy it!

Get Started with Your Wedding Planning

Take a look at the ultimate wedding planning checklist to get started. As a couple who planned their wedding in less than 6 months, we understand exactly how much goes into a wedding. As two of the top NYC wedding photographers, we’re here to help make your wedding experience as stress-free as possible.

Remember to take it slow and check off one thing at a time. There’s a lot to cover for your wedding planning checklist, so don’t be nervous if you feel overwhelmed. Below is our checklist for wedding planning that is simple and ready to go.

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Hey there!

We’re Megan & Kenneth, and we’ve been there too. When it comes to your New York wedding photography, we want to make your day as low stress as possible from our side of things. We’re NYC photographers and videographers, but we’re more than that. On your wedding day, we’ve got your back – we’ll make sure you’re looking and feeling your best. But first, let’s start with your planning checklist. Wedding planning can get a little overwhelming, but take it one checkbox at a time at your own pace.