A realistic event planning timeline

Timelines online often assume a large wedding with eighteen months to spare. Real events come in every shape, so here is the order we work in — and how it compresses when time is shorter.

First: the three decisions everything depends on

Before anything else, settle an approximate guest count, a working budget and a rough date or season. These three answers narrow your venue search, and the venue narrows nearly everything else.

Twelve months or more ahead

• Agree budget, guest count and priorities
• Book the venue and, for weddings, your officiant or registrar
• Book any suppliers who take one event per day: photographer, planner, band
• Share a save-the-date if guests need to travel

Six to nine months ahead

• Confirm catering, florals and styling direction
• Arrange accommodation blocks and transport
• Design and order invitations
• Start a shared document for timings and supplier contacts

Three months ahead

• Send invitations (earlier for destination events)
• Hold menu tastings and finalise drinks
• Draft the day's timeline and share it with key suppliers
• Confirm hire items: furniture, linen, tableware, lighting

The final six weeks

This is when the detail lands. Chase final RSVPs and dietary requirements, confirm numbers with the caterer, complete the seating plan, and send a final timeline to every supplier with arrival times and a contact for the day. Walk the venue one last time with the plan in hand.

If you only have ten weeks, the order stays the same. You simply make each decision once, and quickly.

Planning in less time

Short timelines are entirely possible with flexibility on date, venue or day of the week. Focus on booking the venue and the few suppliers who can't be replaced, and keep the design simple and confident. Simple, done well, always looks considered.