Wedding Planning Guide and Checklist

Planning a wedding should be one of the most exciting times of your life, but let’s be honest, it can also feel like a whirlwind. There’s a lot to consider, from booking venues to choosing flowers, dresses, and furniture (yes, we can help). That’s why I’ve created this guide—to help you stay calm, organised, and most importantly, enjoy every moment of your journey to “I do”.

At BE Event Hire, we’ve supported thousands of couples with stylish, reliable furniture hire for weddings across the UK. We know how to keep things on track. So whether you’re planning a countryside marquee wedding or a chic city ceremony, you’re in the right place.

Wedding Planning Guide and Checklist - BE Event Furniture Hire

Getting Organised

The very first thing I recommend? Start a wedding folder—physical or digital. It’s your new best friend. Use it to gather inspiration, track your budget, note supplier details, and list key tasks. Brilliant free wedding planning apps are available, but even a simple spreadsheet can work wonders.

I highly recommend exploring free UK-based wedding planning apps alongside your folder or spreadsheet. Bridebook is a great place to start—it offers a full checklist, budget tracker and supplier directory. Hitched.co.uk also has handy tools for comparing venues and timelines. Prefer pen and paper? A ring-bound wedding planner can work wonders.

Make planning a joint effort from the start. Sit down with your partner and discuss what matters most to you both: an unforgettable meal, amazing photos, or a completely relaxed vibe. Your priorities should shape your wedding day, not other people’s expectations.

One of the most valuable early tasks is creating a wedding vision board. You can do this on Pinterest, Canva, or with magazine clippings on a corkboard. Keep it broad at first: colours, textures, venues, and moods. It’ll help you make consistent styling choices later and communicate clearly with suppliers.

Setting Your Budget (and Sticking to It)

Talking money might not feel very romantic, but it’s essential. Sit down with your partner early on and discuss what you’re both comfortable spending. Prioritise the most important areas—food, photography or live music. And don’t forget to include a contingency (around 10%) for unexpected costs.

Here’s a general guide to how UK couples often split their wedding budgets:

Venue & Catering – 40–50%
Photography/Videography – 10%
Dress/Suits & Accessories – 8–10%
Decor, Furniture Hire & Florals – 10–12%
Entertainment – 5–8%
Stationery & Favours – 3–5%
Transport – 2%
Contingency fund – 5–10%

Hidden costs to watch out for:

Venue corkage fees
Cake cutting or service charges
Last-minute guest add-ons
Overtime charges for photographers or DJs
Transport for guests or staff

Check out our detailed wedding budgeting or create your own; include estimated, actual, and paid columns for each item.

Picking the Perfect Date, Venue & Guest List

Once your budget is in place, the next big decision is your date and venue. Think about the season, how far in advance you need to book, and what venue suits your vibe—castle, country barn, hotel or marquee?

Your guest list should begin early, too. Numbers affect everything from venue size to catering costs, so even a rough idea helps. And remember, intimate weddings can be just as magical as large ones.

Building Your Wedding Dream Team

Next, it’s time to book your key suppliers. Popular professionals like photographers, videographers, and entertainers can be booked up to a year in advance, so lock them in as soon as possible.

You’ll also want to decide on your wedding party, the special people who will be by your side throughout the planning and on the big day.

Hire, Food & Style – The Essentials

Once you’ve got the basics booked, it’s time to get creative with your food and décor. If your venue doesn’t include tables, chairs, or other furnishings, or you want a more stylish option, this is where BE Event Hire can help. We provide everything from elegant Chiavari chairs to rustic banquet tables and bar setups.

Choosing the right hire items can completely transform your space.

Marquee or country weddings: Wooden trestle tables, Chiavari or cross-back chairs, festoon lighting and wine barrels work beautifully.
Hotel or manor house weddings: Upholstered seating, round tables with crisp linens, elegant easels, and aisle lanterns.
Urban or industrial venues: Modern metal chairs, exposed wood tables, neon signage and minimalist décor.

Confirm what your venue already provides. Some venues include tables and chairs, but may not match your aesthetic. Hiring gives you complete creative control without compromising comfort or functionality.

Dresses, Suits & The Finishing Touches

Dress shopping is a real highlight! Most bridal shops recommend starting at least 9–12 months before the big day to allow time for fittings. Groomswear, bridesmaid dresses, shoes, accessories and jewellery also need plenty of lead time.

Don’t Forget the Legal Bits

Before you get swept up in ribbons and roses, notify your local registry office. You’ll need to do this at least 29 days before your ceremony, and if you live in different counties, you’ll both need to attend your respective local offices. Please don’t leave this one to chance, without it, the wedding can’t go ahead.

Invites, Gift Lists & Guest Logistics

Around the 6–9 month mark, it’s time to send your Save the Dates and start thinking about your invitations. Ensure to include details on accommodation, dress code, and transport if needed.

Setting up an online gift list makes life easier for you and your guests. Many platforms let you list anything from experiences to household items. And if you’re hosting lots of out-of-town guests, block-booking rooms at a nearby hotel can help.

Personalising the Day

This is your chance to make your wedding truly you. Some of my favourite personal touches I’ve seen over the years include:

A “meet the bridal party” board with fun bios and old photos
A DIY audio guestbook (guests leave voice messages instead of signing a book)
Handwritten name tags with personal notes for each guest
Eco-conscious favours, like seed packets or handmade soaps from local makers
A Polaroid photo station with a memory wall that grows during the evening

If you’re planning your own vows, give yourself time to reflect. You don’t have to be poetic, just honest and heartfelt. Think about when you first met, how your relationship grew, and what marriage means to you now.

You could also write a short letter to your partner to exchange on the morning of the wedding, it’s a wonderful way to start the day and often becomes a keepsake.

Countdown to “I Do”

In the final few months, you’ll confirm numbers, send final payments, and attend your dress or suit fittings. It’s also when you’ll want to book in trials for hair and makeup, finalise your playlists with your DJ or band, and ensure everyone knows where to be and when.

Remember to delegate! On the day, you should focus on enjoying the moment, not chasing up suppliers.

Wedding Week – Let’s Go!

The week before is all about final touches. Confirm your bookings, pack your emergency kit (think safety pins, tissues, paracetamol), and get plenty of rest. If you’re having a rehearsal or pre-wedding dinner, enjoy it, this is the start of the celebrations.

After the Wedding

Once the dust has settled and you’ve had time to breathe, don’t be surprised if you feel a bit… flat. Many couples experience a post-wedding slump after months (sometimes years!) of planning. It’s completely normal.

Review the memories, watch the video, scroll through your photos, and frame your favourite shots. You might even want to create a scrapbook, photo book, or memory box with your vows, dried flowers, or table plan.

If you received physical gifts, make time to write meaningful thank-you notes. And if you’ve decided to take your partner’s surname, begin the name-change process across your documents. Online services can help you do this in one go.

Finally, share the love by leaving reviews for your suppliers. It means the world to small businesses and will help other couples in the future, too.

Managing the Unexpected

Let’s be honest—weddings are live events. Sometimes things don’t go exactly as planned. But here’s the good news: you can handle anything calmly and gracefully with some preparation.

Here’s how to stay ahead:

Build buffer time into your day.
Create a plan B for weather, especially if you’re outdoors.
Appoint a trusted friend or planner to be the point person on the day.
Have backup playlists, extra batteries, and your supplier contact sheet printout.

And remember: the most magical moments often happen in the unplanned bits.

Month-by-Month Wedding Planning Checklist

Here’s our simple month-by-month guide to what to do and when:

Timeline	Key Tasks
12+ Months Before	Set your budget Draft guest list Choose wedding style/theme Book venue and set date Take out wedding insurance Book a celebrant or registrar
9–12 Months Before	Book photographer & videographer Book caterer Book furniture hire & marquee (if needed) Choose wedding party Send Save the Dates Book entertainment
6–9 Months Before	Order a wedding dress Choose florists & start designing arrangements Book cake tasting and finalise cake order Organise guest transport/accommodation Register your gift list Start honeymoon planning
3–6 Months Before	Choose bridesmaid & groomsmen attire Book hair & makeup Purchase rings Begin writing vows Plan your hen/stag dos
0–3 Months Before	Send wedding invitations Finalise supplier details and timeline Dress/suit fittings Confirm RSVPs and assign seating Confirm menu & guest numbers Trial hair & makeup Final payments Pack for honeymoon
Wedding Week	Rehearsal (if having one) Emergency kit prep Delegate tasks Collect dress/suit Enjoy the build-up!
After the Wedding	Return hire items Send thank you cards Leave reviews for suppliers Preserve dress or bouquet Official name change (if applicable)

Let’s Make Your Wedding Unforgettable

Planning a wedding might feel like a lot, but you’ve got this. And with the proper support, it can be fun (yes, really!). At BE Event Hire, we’re proud to help couples across the UK create beautiful, functional spaces for their special day, regardless of size or style.

We’d love to hear from you if you’re looking for reliable, stylish, quality wedding furniture hire. Let’s bring your vision to life together.