Planning a wedding can feel like a second job. There are hundreds of decisions, dozens of vendors, and a timeline that stretches months (sometimes over a year) into the future.
The good news: it doesn’t have to be chaotic.
This guide breaks down the entire process into five clear phases. Each one links to a deeper post if you want more detail. Think of this as your roadmap, not a rulebook.
Phase 1: Get your foundation in place
Before you start calling vendors or touring venues, lock down three things:
- Your budget. Who is contributing, and what’s the total number? Everything else flows from this.
- Your guest list. Even a rough count changes every decision: venue size, catering cost, table rentals, entertainment coverage.
- Your vision. Formal ballroom? Casual backyard? Rustic barn? This shapes every vendor choice you’ll make.
A small but useful step: set up a dedicated email address for all wedding correspondence. It keeps your personal inbox clean and makes it easier to search for contracts, proposals, and confirmations later.
Go deeper: How to Get Started: Budget, Guest List, and Vision
Phase 2: Build your timeline
Most wedding planning follows a general rhythm:
- 12+ months out: Book the venue and secure your date.
- 9 to 12 months out: Hire high-priority vendors (photographer, caterer, entertainment).
- 6 to 9 months out: Purchase attire, send save-the-dates.
- 3 to 6 months out: Plan the menu, cake, and decor details.
- 1 to 2 months out: Send invitations and finalize the day-of timeline.
These are guidelines, not deadlines. If your wedding is 8 months away, you’re not behind. You’re just working on a compressed schedule, and that’s fine.
Go deeper: Wedding Planning Timeline: When to Book What
Phase 3: Choose your venue
The venue is the single biggest decision that shapes everything else. It determines your guest capacity, your vendor options, your production needs, and often your budget allocation.
Key things to evaluate:
- Capacity. Will your guest count fit comfortably?
- Logistics. Is it all-inclusive (tables, chairs, catering on-site) or a blank slate where you bring everything in?
- Restrictions. Does it have an approved vendor list? Sound curfews? Setup time limits?
If you’re getting married in Maryland, I put together a venue-specific guide with production notes that couples usually don’t discover until after they’ve booked: Top 10 Wedding Venues in Maryland (2026).
Go deeper: How to Choose the Right Wedding Venue
Phase 4: Hire your vendors
Once your venue is secured, the rest of your vendor team starts to take shape. Your venue may recommend preferred vendors, and that’s a solid starting point.
Beyond recommendations, look at:
- Instagram and social media. Real event footage tells you more than any website.
- Wedding shows. Great for meeting vendors face-to-face and comparing options quickly.
- Planning platforms. The Knot, Zola, and similar tools can help you organize your search.
When you meet with vendors, focus on process, not just personality. Ask about their planning workflow, backup plans, and how they coordinate with the rest of your team.
Go deeper: How to Hire Wedding Vendors: Where to Look and What to Ask
Phase 5: Decide on coordination
This is the question every couple faces: do you need a planner?
There are three main options:
- Full-service planner. They manage everything from day one. Ideal if you have a large budget, limited time, or simply want a guide for every decision.
- DIY planning. Completely possible with spreadsheets, checklists, and apps. Works best for smaller, simpler weddings with a hands-on couple.
- Day-of coordinator. They step in 4 to 6 weeks before the wedding to finalize vendor communication, build the timeline, and manage logistics on the day itself.
One thing to know: many venues provide a “venue coordinator,” but that person typically manages the venue’s logistics (kitchen timing, room flips, staff). They usually won’t manage your personal decor, vendor arrivals, or timeline. That’s a different role.
Go deeper: Do You Need a Wedding Planner? Full-Service, DIY, and Day-of Coordinators
Key takeaways
- Start with budget, guest count, and vision before contacting vendors.
- Build a timeline that works for your specific situation (not everyone has 12+ months).
- Choose a venue first. It drives almost every other decision.
- Focus on vendor process and coordination, not just price.
- Be honest about how much planning you want to do yourself, and get help where it makes sense.
Entertainment fits into all of this
As a DJ and MC, I sit in the middle of the vendor team. I work with your planner, coordinate with your photographer, communicate with your caterer, and manage the flow of your reception.
That means I see the full planning process from the inside, and I know what makes it smooth (or stressful) for couples.
If you’re starting to think about entertainment, or you just want to talk through your timeline and priorities, I’m happy to help.
Next step: Check availability.