The Only Wedding Checklist You'll Need
Wedding Planning
Elettra Wiedemann | Executive Director of Mama Farm
September 21, 2023
Embarking on the journey of planning your wedding can feel both exciting and daunting. Planning a wedding requires coordination of a lot of moving parts, people and desires. For this reason, it is essential to create checklists that keep you organized and on track as you head into your Big Day.
Don’t know how to get started? Mama is here for you! This comprehensive guide offers a user-friendly wedding planning checklist that spans the entire spectrum of your preparation process. Whether you're a newly engaged couple or a seasoned wedding professional, our checklist provides suggestions and timelines to help you stay organized, on track, and ready to celebrate the most magical day of your life.
12 Months Before the Wedding
Budget Planning
Create a realistic budget that covers all aspects of your wedding, from attire to venue to catering. Don’t forget to include money for unexpected surprises (there are always at least a few!) and gratuities.
Mama Farm Venue Confirmation
We are so happy you have chosen Mama Farm as the venue for your wedding! Most weddings with us are booked about a year in advance. We look forward to working with you to bring your vision to life. It is important that you communicate your guest count with us so that we can help you to understand which areas of the farm would be best suited to accommodate your needs. Mama Farm B&B has accommodations onsite. Should you need more rooms for out of town guests, please communicate with us so we can connect you with our local partners and ensure the dates are coordinated and blocked out.
Create Your Initial Guest List
Begin compiling your guest list, keeping in mind your budget. Mama Farm can accommodate small and large weddings. At the top end, we recommend approximately 150 people as a good size for our venue and facilities.
Order your wedding outfits
It’ll take time to find the perfect outfits for your Big Day. Start early to ensure you have time to explore and get things tailored properly and without a rush.
Secure Your Vendors
12-months out from your wedding, talk to Mama Farm about your vision and we can help you bring it to life with our amazing roster of talent. Whether you are looking for photographers, videographers, florist, catering or entertainment, we have an extensive list of people we have worked with, vetted and trust to be the best of the best (and not to mention lovely people who will make the process of putting you wedding together fun and low stress).
Complete a Registry: If you are planning a registry, we recommend establishing it before you send out your invitations so that the information can be included there. Some people prefer to have loved ones contribute toward a Honeymoon Fund over a traditional registry. Talk to your partner about what would be most meaningful to you both and be sure to include the info on your invites!
9 Months Before the Wedding
Engagement Party Planning
If you are planning to have an engagement party to celebrate with family and friends, 9-months out from the wedding day is a great time to do so.
Invitations and Save the Dates
Design and send out save the date cards to inform guests of your wedding date. Remember to include information about your wedding registry and a wedding hashtag on the invites, if you plan to have one. Having a wedding hashtag is a great way to collect additional photos and videos from your nuptial celebrations from friends and family.
Honeymoon Planning
Research and book your honeymoon, taking into account your preferred destinations and activities.
Wedding Party Attire
Select and order attire for your wedding party, including bridesmaids, groomsmen, and flower girls.
Secure Your Officiant
Who will be presiding over your wedding ceremony and helping you to say your vows? Be sure you choose this person early on and have clear conversations about what is important to include on your Big Day. If the person is a friend, make sure they have the information they need to get ordained or to obtain a One-Day Marriage Officiant License.
6 Months Before the Wedding
Plan Transportation (For Yourself & Guests)
Please talk to Mama Farm about how to arrange valet parking on site for your wedding and how to coordinate safe transport for family and friends who will be drinking the night of your wedding.
Meet With All Your Vendors
6-months before the wedding, we suggest meeting all your vendors in person or over Zoom and having a discussion about your Big Day. This is an opportunity for everyone to get to know you and each other, to ask questions and to clarify any fine points about the timelines of the day and understand your wishes.
Secure Rentals
Now that your wedding is taking shape and you’re getting a sense of RSVP’s you can secure your rentals (glasses, dishes, utensils, tents). Mama Farm is happy to help coordinate this and communicate it to the appropriate parties, such as your caterer.
Order Your Rings
Whether you are getting new rings or using family heirlooms, now is the time to start the process to make sure they are exactly what you want for the big moment on your big day!
3 Months Before the Wedding
Menu and Catering Details
Finalize your menu and catering options, considering dietary restrictions and preferences. Don’t forget about your wedding cake! If you have a family recipe you wish the chef to work with, please provide it to them early. Recipes often need to be tested when scaling up for large parties.
Finalize Ceremony Details
Plan your ceremony, including vows, readings, and any special rituals. Meet with your officiant again and talk about the flow of the ceremony, including any music you plan to include.
Hair and Makeup Trials
Schedule and complete hair and makeup trials to ensure your wedding day look is perfect.
Book Your Honeymoon
Whether you are booking a big escape to a far away place or doing something more local, it is a good idea to secure these plans well in advance to ensure your getting exactly what you want.
Plan Kids Tables & Activities
You should now have a sense of how many children will be attending your wedding. Do you need a kids table? Will you need kid friendly activities? Mama Farm has relationships with our wonderful local libraries and we can help to coordinate loans of games like Corn In The Hole, Bean Bag Toss, Bocce, and much more. Please let us know what your needs are and we can help to ensure kids have fun, age appropriate activities while attending your wedding.
1 Month Before the Wedding
Final Fittings
Have your final fitting to ensure it fits flawlessly on the big day. Plan your accessories to coordinate with your outfit – jewelry, shoes, etc.
Get Your Marriage License
A New York State Marriage License is valid for 60 days. If you are active military personnel, the validity runs for 180 days.
Confirm Vendor Details
Reach out to all vendors to confirm details, timings, and any special requests that have come in from guests (food allergies, etc).
Create Seating Chart
Design and finalize your seating chart for the reception. Don’t forget to include a kids table, if that feels appropriate for you.
Start writing your vows
We suggest starting to write your vows earlier than most. The week and day of your wedding will be a frenzy of activity. There are always last minute hiccups that will distract you and need attention. You want to write your vows thoughtfully and calmly. Carve out sometime for yourself to at least draft up ideas. You can put the finishing touches on it the week or days before your wedding.
Week of the Wedding
Final Confirmations
Confirm all details with vendors, including setup times and any last-minute adjustments.
Rehearsal Dinner
Host a rehearsal dinner to run through the ceremony and celebrate with close family and friends.
Day-of Timeline
Create a detailed day-of timeline with your wedding plan, outlining when and where each event will take place. Share this with all your vendors so everyone is on the same page.
You can download our sample of a timeline here.
Finalize your Vows
Practice your vows outloud in the mirror, privately. Share them with a close friend or family member. If timing is important for the flow of your ceremony, practice saying your vows with a timer. People often get nervous when they speak publicly. Remember to rehearse your vows at least a few times. Record yourself to see if you are speaking clearly and not rushing.
Day Before Your Wedding:
We hope this checklist has helped you to prepare everything in advance so that you can focus on yourself, your partner and your loved ones the day before your wedding and enjoy all the love that surrounds you!
Congratulations, you've reached the end of your comprehensive wedding planning checklist! This guide has been designed to provide a step-by-step roadmap to ensure a smooth and enjoyable wedding planning journey. While this checklist offers structure, remember that every wedding is unique. Personalize your checklist to reflect your vision, preferences, and circumstances. Flexibility is key to adapting and making your wedding truly your own. The journey you're embarking upon is a celebration of your love, and as you navigate each task on this checklist, remember that the end result will be a beautiful reflection of your journey together. Embrace the process, except and laugh at inevitable hiccups, trust your decisions, and get ready to celebrate the perfect day that marks the beginning of your happily ever after. We are so grateful and honored that you have chosen Mama Farm to be a part of this milestone moment in your lives.
