Just Engaged? Your Essential Wedding Planning Checklist


You’re engaged. You’ve probably saved approximately 4,000 wedding dresses to Instagram, created a Pinterest board called “THE WEDDING” and started sending screenshots to your other half.


And honestly? Enjoy it.


But before you start booking everything in sight, there are a few things I would really encourage you to think about first.....


Planning a wedding is exciting, but it is also a surprisingly complicated logistical exercise. The decisions you make early on, particularly around your venue, budget and suppliers can have a huge impact on how your wedding day actually feels.

As a UK and destination wedding photographer, I see the difference between a day that has been beautifully considered and one where the couple has been left trying to solve logistical problems on the morning of their wedding or end up having their first dance over two hours late. So, if you're newly engaged and wondering where do you actually start?, here are the things I would put at the top of the list.

1. Start with the wedding you actually want

Before you start looking at venues, suppliers or colour palettes, spend some time thinking about what you want your wedding to feel like. Not what weddings are supposed to look like. Not what is currently trending on TikTok and definitely not what Pinterest tells you that you should have. Think about the two of you. Do you want a relaxed, sociable day where everyone spends lots of time together? Something elegant and considered? A big party? A beautiful country-house weekend? A city celebration? A wedding that feels formal and polished, or something much more relaxed? Think about the experience you want your guests to have — and the experience you want to have yourselves.

Because once you know that, decisions become much easier. A supplier might have beautiful work or a venue may be incredibly popular, but if their approach doesn't align with you, they may not be right for your wedding.

2. Work out your budget — and then add a contingency

One of the least glamorous parts of wedding planning is also one of the most important: work out what you can realistically spend.

Don't just create a list of the obvious things. Your venue, photographer, florist, dress and entertainment are only part of the picture.

Think about everything.

  • Venue hire
  • Catering
  • Drinks
  • Photography
  • Videography
  • Florals
  • Dress and alterations
  • Suit
  • Hair and make-up
  • Stationery
  • Cake
  • Entertainment
  • Transport
  • Accommodation
  • Décor and styling
  • Furniture or additional hire
  • Ceremony fees for civil ceremonies
  • Celebrant or registrar costs
  • Church fees
  • Bell ringers and choirs for church weddings
  • Wedding rings
  • Gifts
  • Beauty treatments
  • Rehearsal dinner or welcome drinks for travelling guests
  • Additional evening food
  • Postage
  • VAT, where applicable
  • Supplier travel or accommodation
  • Corkage or venue charges

And then add a contingency fund.

Things change. Prices increase. You realise you need something you hadn't considered. You fall in love with a florist whose quote is slightly higher than you expected. Having a contingency means one unexpected expense doesn't suddenly derail the whole budget.

I'd much rather see a couple budget realistically from the beginning than spend months planning their dream wedding only to discover they have significantly underestimated the final cost.

3. Get wedding insurance early

Wedding insurance is another one of those things that is very easy to put off because, frankly, there are much more exciting things to spend your time thinking about.

But arrange it early.

Read the policy properly rather than simply buying the cheapest option. Look at what is and isn't covered, including cancellation, supplier failure, venue issues and other circumstances that could affect your wedding.

And don't assume that because your venue or suppliers have insurance, you don't need your own.

Your wedding is a significant financial commitment. Protecting that investment is worth thinking about before you start paying deposits.

4. Choosing your venue, Ask questions beyond the price

Your venue is probably going to be one of the biggest decisions you make.

And yes, you should absolutely fall in love with it.

But once you've fallen in love with the gardens, the architecture and the beautiful ceremony room, start asking the slightly less glamorous questions.


Ask the venue:

Who coordinates the wedding on the day?

This is a big one.

Ask exactly what their coordination involves.

Are they there from the moment you arrive? Do they cue the ceremony? Organise guests? Coordinate the caterers? Make sure the speeches happen at the right time? Organise the room turnaround? Help suppliers load in and out?

Or are they simply there to open the doors and show everyone where to go?

There is a huge difference.

If you aren't having a wedding planner, someone still needs to coordinate the moving parts of the day.

And this is something couples don't always realise until they're actually in the thick of it.

Without a planner or dedicated coordinator, photographers can sometimes find themselves being asked to organise guests, round people up for group photographs, keep an eye on the running order and try to keep the day moving.

Of course, we want your day to run beautifully — but our primary job is to photograph it.

The more clearly everyone understands their role before the wedding, the better.

If you're having an outdoor ceremony...

Don't just visit the ceremony location at the time of day you've been shown around it.

Ask yourself:

Where will the sun be during our ceremony?

Will it be directly behind you?

Will your guests be looking straight into the sun?

Will half of your guests be sitting in shade while the other half are squinting into bright sunlight?

Where will the photographer be standing?

What happens if it is extremely hot?

And, perhaps most importantly:

What happens if it rains?

Ask to see the bad-weather plan. Not just “we can move it inside.”

Where exactly will it move to? Is there enough room? Will the ceremony still have the same atmosphere? Will your guests need to move between buildings? Who makes the decision and when? These details can make a surprisingly big difference to the experience of your day.

5. Think about your entertainment before you fall in love with it

If you're planning live music, ask the venue where musicians can actually play.

It sounds obvious, but don't leave this until after you've booked your band.

Ask:

  • Where will the band set up?
  • Is there enough space?
  • Is there a power supply?
  • Is amplification allowed?
  • Are there sound restrictions?
  • What time can they play until?
  • Can they play outside?
  • Where can they load in and unload?
  • Is there somewhere for instruments to be stored?

The perfect band/singer isn't much use if the venue can't accommodate them in the way you'd imagined.

6. Be curious about recommended supplier lists

Many venues and planners have a list of recommended photographers, florists, caterers, bands and other suppliers, and a recommendation in a sea of suppliers can be incredibly useful. But it is completely reasonable to ask:

“How do suppliers get onto your recommended list?”

There isn't necessarily anything wrong with a venue/planner having a preferred supplier list. In fact they often build relationships with excellent suppliers they know will work well with them..

But it's worth understanding what the recommendation actually means.

Are suppliers on the list because they:

  • Pay a yearly fee?
  • Pay commission?
  • Have a commercial relationship with them?
  • Are personal friends of the venue owners or planners?
  • Regularly provide marketing imagery?
  • Have worked tat the venue for years?
  • Consistently provide excellent service?
  • Have values and an approach that they genuinely believes align with couples?

You don't need to be suspicious of a recommended list, Just don't assume that “recommended” automatically means “best for you.”

A supplier can be brilliant and not be on a particular venue's list. Equally, being on a recommended list doesn't necessarily mean that supplier is the right fit for your personality, aesthetic or expectations.

7. Do your own research on every supplier

Once you've found a supplier you love, don't stop at Instagram. Go deeper.

Look at their:

Website

Does it feel professional? Is there enough information? Do you understand what they offer? Does their work consistently look like what you're looking for?

Google reviews

Read them properly. Don't just look at the star rating. Look at what previous couples actually say about the experience of working with them. How recent are the reviews and what are the key characteristics being mentioned.

Social media

Look beyond the follower count. A large following doesn't automatically mean someone provides an excellent service.

Look at their actual work. Look at recent weddings. Look at consistency. Look at how they communicate. Look at whether the work feels authentic to what you are looking for and most importantly, ask yourself: Do I actually love their work?

8. Every supplier should give you a contract

This is a big one.

Whatever supplier you're booking, make sure you receive a clear contract and read it. Don't feel awkward about asking questions.

Your contract should make it clear what you're paying for, what is included, what happens if plans change, cancellation terms and any other important conditions. If something has been verbally promised to you and it matters, make sure it is reflected in writing.

A contract isn't a sign that you don't trust your supplier. It's there so that everyone knows exactly what has been agreed.

9. Choosing your photographer? Don't just ask how many times they've photographed your venue

This is one I feel particularly strongly about.

Couples often ask:

“Have you photographed at our venue before?”

And I completely understand why, but I'd put that much further down your list of priorities than you might expect.

Because having photographed a venue 20 times doesn't automatically make someone the right photographer for your wedding.

Every wedding is different.

The light is different.

The weather is different.

The season is different.

The couple is different.

And the story is different.

I'd be much more interested in whether you genuinely love the photographer's work, whether you like their approach and whether you can imagine spending a large part of your wedding day with them.

Ask about their editing and delivery process

This is something couples don't always think to ask. If you're getting married in the summer, ask your photographer what their editing workload looks like during peak season.

How many weddings on average do they photograph in a year?

How many do they photograph consecutively?

Imagine you've booked someone who photographs ten weddings in a row, or twenty-five.

Where does your wedding sit in that queue?

Will you receive your previews when you expect them? How long will your full gallery take?

Does the photographer edit everything themselves?

Do they work with a professional editor?

There isn't necessarily a right or wrong answer to any of these questions. The important thing is that you understand how your photographer works and that their delivery times work for you.

Find out who is actually photographing your wedding

This sounds obvious, but if you're booking a photography company rather than an individual photographer, make sure you know who will actually be there.

Will it be the person you've spoken to, a hired in associate photographer or even someone else from their team? When do they book their associate and can you see their work.

If having a particular photographer is important to you, get it in the contract.

Don't rely on a conversation or assumption. The same applies to videography. Know who you are booking and who will be there on the day.

10. Don't underestimate how important it is to get on with your photographer and videographer

Your photographer is going to be around for a lot of your wedding day. They'll be there while you're getting ready and nervous kick in.

When you're surrounded by your favourite people and need to do family group photos.

During the portraits.

During the speeches.

During the chaos.

During the moments when everything is going perfectly — and potentially the moments when it isn't.

So yes, you need to love their photographs, But you also need to like them.

Do you feel comfortable around them? Do they make you feel relaxed? Do you like the way they communicate?

Can you imagine them fitting naturally into your wedding?

For me, this matters enormously. Beautiful photographs are important, but the experience of having your photographs taken should feel like part of your wedding day — not like you're suddenly on a photoshoot.

11. Think about the flow of the day before you build the timeline

You don't need to have every minute of your wedding planned from the moment you're engaged.

But it's worth thinking about how you want the day to flow.

Do you want lots of time with your guests and a long drinks reception? If you are having a beautiful wedding cake could you cut it during the drinks reception or before speeches so you can make sure it is enjoyed.

Are you having speeches before dinner or afterwards? After dinner means guests are full but also means that the tables are no longer perfectly laid, long speeches can also delay your evening celebrations.

When does the entertainment begin? This sounds obvious but if the wedding breakfast room needs to be cleared before the musicians or dj can set up this will delay the start time of your entertainment.


And importantly, who is responsible for making sure everything happens on time on the day? A beautiful wedding timeline still needs someone to quietly keep it moving.

Your photographer can absolutely help with this in many situations, but you don't want your photographer spending your wedding day constantly trying to find Uncle David, rounding up 150 guests for speeches or working out why first dance has been so delayed.

Good coordination means everyone can concentrate on what they are actually there to do.

12. Your wedding doesn't have to follow everyone else's formula

There is an enormous amount of advice available to couples now, Some of it is genuinely helpful. Some of it is based on tradition, some of it is based on trends and some of it is simply what the wedding industry has become accustomed to doing (cake cut just before first dance or posed photographs fake signing the wedding register).

You don't have to follow all of it. You don't have to have a certain number of bridesmaids. You don't have to have a certain type of wedding breakfast. You don't have to choose suppliers because everyone else has. You don't have to create a wedding that looks like a Pinterest board. The best weddings I've photographed are the ones where the details feel like the couple and they are genuinely having the best day of their lives.

The flowers, the music, the food, the stationery, the venue, the photographs — they all feel connected because they've been chosen intentionally rather than simply ticked off a list.

So, where should you actually start?

If you're newly engaged, don't feel like you need to book everything immediately.

Start with the bigger picture.

Work out what you want your wedding to feel like.

Set a realistic budget — including a contingency.

Arrange your wedding insurance.

Find a venue and ask the awkward questions..

Research suppliers beyond social media.

Read the reviews.

Read the contracts.

And choose people you genuinely trust and connect with.


Your wedding isn't just a collection of suppliers, pretty details and timings, It's one day that you've chosen to spend with the people you love most. The planning should ultimately help create a day that feels like you — not a perfectly executed version of what a wedding should look like according to social media. When you look back at your photographs years from now, I think that's the bit that matters most.