Congratulations on your engagement! Now, it’s time for the real fun to begin. Planning a wedding can be as magical as the big day itself. Whether it’s selecting the venue or designing the perfect wedding invitation, each step brings you closer to a wedding day that’s as unique as your love. 

With a little creativity, attention to detail, and help from Paperless Post, you’ll transform your ideas into a day you’ll never forget. In this comprehensive guide, we’ll walk you through the steps to making your dream wedding a reality, from inspiration and invitations to resources and RSVPs. 

1. Set a budget

 

Setting a budget is one of the first steps to planning a wedding. Think of it as a compass guiding you toward the big day.

Sit down with your partner and start by determining how much you can realistically spend and how you plan to track it so you can stay within your limits. An intentional spending plan helps you stay focused and make the most out of your money. 

Important wedding budget items may include:

• Venue
• Catering
• Vendors (photographers, videographers, DJs, hair and makeup artists, etc.)
• Wedding attire
• Invitations
• Flowers
• Music and entertainment
• Licenses and permits

2. Set your priorities

While you’re setting budgetary boundaries, determine what’s important when it comes to your wedding—but make it fun! Get together with your partner and make a list of items that matter most to each of you. Rank everything you can think of, including food, decorations, entertainment, tradition, and attire. 

Compare lists and see where your priorities align so you know which areas to emphasize and where to allocate your budget. This approach keeps your planning focused and helps you make informed decisions to avoid overspending—in terms of both time and money. 

3. Gather wedding inspiration

Compile all your inspiration in whichever format you prefer: vision board, Pinterest board, Notes app, or a good old-fashioned notebook. Take to social media, magazines, or wedding blogs to source the dreamiest wedding themes, food ideas, dress designs, and more. 

Look into preferred vendors and pricing to understand what fits with your budget and vision. Read reviews and ask trusted friends and professionals for references. The more research you do, the more prepared you’ll be to make confident, efficient decisions. 

4. Choose a date

 

As you look to lock in a date, have a few options or a general season in mind. Are you set on having a summer wedding? Have you always dreamed of a wintry white backdrop? 

Key in on a few dates that are significant to you and your fiancé, and think about other events to schedule around that might affect venue, guest, or vendor availability (like holidays). Less-traditional dates have their perks, too; Friday evening or Sunday late afternoon weddings are often more budget-friendly than Saturday soirées. 

With advanced planning and a little wiggle room, you should be able to nail down the perfect date. 

5. Book your venue

Your date and your venue are linked together. If your desired venue isn’t available on your desired date, one of them has to change—hence the need to start planning early.

The amount you spend on your venue can inform your spending decisions about other details like catering, vendors, and décor. Your venue sets the tone for the rest of the celebration, helping you nail down things like guest count, theme, and style. 

Looking for venue inspiration? We love these unique locations: 

• Historic libraries
• Planetariums
• Rustic barns
• The great outdoors (mountains, beaches, gardens)

6. Choose a theme or color scheme

 

An intentional theme makes everything come together, including your invitation design. Consider your style, favorite colors, the season, and the setting. Your style could be:

• Modern: Fashion-forward couples might be drawn to the sleek, contemporary air of a modern theme. 
• Classic: A classic theme is timeless and elegant, and it’s a great fit for a pair looking for a graceful, universally appealing celebration. 
• Rustic: Welcoming and down-to-earth, rustic weddings are often in a relaxed, natural setting, such as a barn or outdoor space.
• Romantic: Celebrate a love that’s uniquely yours with a fairytale-like atmosphere and soft, romantic ambiance. 

Think of what makes you and your partner unique, and tailor a wedding theme to reflect it. Did you meet while traveling the world? A destination wedding might fit the bill. Are you united by your culture and background? Celebrate it with your family and friends!

7. Refine your vision

With a few key details in place, it’s time to refine your vision. Imagine the overall theme anchored by your venue. A wedding in a planetarium could have an ethereal feel, while an outdoor event can be inspired by the nature surrounding it. Guided by your research, you can start to pare down your ideas so they come together in harmony—and within budget. 

A balance between vision and budget keeps planning on the right track and avoids any unnecessary expenses. Some themes may come with higher price tags than others, and now’s a good time to weigh them against your priorities. For instance, your outdoor wedding may need little in the way of décor, but you might want to set aside funds for a weather-related contingency plan. If you’re transforming an event space, you may need to allocate more dollars to lighting, furnishings, and custom details.

8. Get organized

Create a wedding planning checklist to stay organized and keep yourself on track. It helps to break down tasks into bite-sized, manageable steps that feel less intimidating. Use a pen and paper, your Notes app, or a master calendar—whatever makes the most sense to you.

With a checklist, you can prioritize deadlines, plan next steps, and reduce last-minute scrambling, ultimately setting yourself up for a smooth production. 

9. Create a guest list

Once you know your budget and venue capacity, work with your partner to develop a guest list. Start with those nearest and dearest: your family and close friends. Move on to extended family, colleagues, and acquaintances. 

If you’ll be hosting children at your wedding, that affects your planning as well. Paperless Post’s RSVP tracking makes managing it all a cinch. Collect headcounts for both children and adults for an accurate estimate. This will help determine seating, catering, and planning for any kid-friendly activities. You can also decide whether guests are allowed to bring other guests, as it aligns with your budget and venue.

10. Build a wedding website

More than just a tool to organize all your events and information, a wedding website is a centralized location for all wedding day details that guests can easily access. With Paperless Post, your event page can also serve as your wedding website to make one cohesive, streamlined resource. Stand out even more by creating a customized URL that’s memorable and unique to you. 

Use Blocks to easily arrange details on your event page that you’d like to share with guests, such as:

• Schedule Block: Provide all event times so guests know exactly what to expect.  
• Travel Block: Include venue details along with directions and parking information. 
• Accommodations Block: Share links and images of hotels, bed and breakfasts, and other lodging options.
• Photo Gallery Block: Upload photos from your recent engagement photoshoot (or just cute pictures you have together) for guests to view.

11. Create a wedding registry

One of our favorite wedding planning tips is to take a break every now and then for a little fun! Take your partner out for dinner or order your favorite takeout and enjoy it as you create a wishlist. Think about your lifestyle and what will improve your home or provide an enjoyable shared experience. After you agree on a list, link to your gift registry on your event page using a Registry Block. If gifts aren’t your thing, link to a charity site so that contributions go directly to a cause close to your heart. 

12. Book your favorite vendors

Do your research to find and book your ideal vendors for the big day. Select trusted professionals with a proven track record who can execute your style and vision. These might include:

• An officiant
• A hairstylist
• A makeup artist
• A catering company
• A DJ, live band, or other form of entertainment

Develop a line of communication with each contact to ensure every detail is covered. Book trials for anything that needs a run-through—hair and makeup, food tasting, sound checks—and review contracts thoroughly so you understand what’s included. And it never hurts to have a backup. Things happen, and having an alternate plan or point of contact will ensure that everything goes off without a hitch.

A wedding planner is a wedding industry pro and has connections that could be beneficial. Plus, they can provide recommendations and vouch for the quality of vendors, saving you some time in the vetting process. 

If you’re not in need of a wedding planner, you may still consider an on-site coordinator who can manage the details on the day of, so you can relax and partake in all the festivities. 

13. Send save the dates

 

Tell everyone to mark their calendars—you have a wedding date! We recommend sending save the dates six months to a year in advance of the wedding day to give guests time to make arrangements. 

Use digital save the dates to track opens and link to your wedding website. You’ve been planning all along, but save the dates are the first glimpse guests have into your wedding aesthetic. Give them a sneak peek with a perfectly coordinated design and messaging that’s spot on. 

14. Choose your wedding party

Who do you picture standing by your side on the big day? Most likely, it’s close friends, beloved family, and those who know you, love you, and have watched your relationship grow. Once you and your partner have determined the size of the wedding party, start thinking about specific roles like best man, maid of honor, bridesmaids, and groomsmen. Include a ring bearer, flower girl, and ushers if you’d like, and introduce them to guests with a Wedding Party Block that includes photos and biographies of the whole crew. There’s no formula or requirements for a wedding party—be as traditional or unconventional as you’d like. 

15. Shop for attire

Another one of our favorite parts of wedding planning: shopping! Start looking for your wedding dress, tuxedo, or suit, along with attire for the wedding party. Consider the season, venue, and your wedding’s level of formality, and take measures to ensure you’re comfortable and confident come the big day. 

Allow for plenty of time for alterations and tailoring. We recommend selecting a gown seven to nine months before your wedding day; grooms can wait until four to five months before to choose a tux or suit. 

While you’re pulling together your ideal wedding ensemble, give your guests a hand in determining theirs by mentioning a dress code in your invitation.   

16. Arrange guest accommodations

Take care of the guests who will be traveling for your wedding day. Research hotels or rental properties that are close to the action (and in your price range) and secure a group rate by booking a block of rooms. 

Look into options for travel arrangements, too—including transportation to and from the airport. Some hotels and inns offer shuttle services or cars to a venue. Use a Travel Block to detail the information on your event page and simplify the process, creating a stress-free travel plan for your guests. 

17. Design and send wedding invitations

 

Choose a digital wedding invitation from Paperless Post that matches your wedding aesthetic. With an array of invitation designs inspired by elegant stationery, you can perfectly capture the essence of your celebration. 

When should you send your invitations? For most weddings, plan to send at least six months ahead of your wedding date. As guests RSVP, you’ll see who’s planning to attend in real-time. If you notice some guests haven’t responded by a certain date, it’s easy to gently remind them with a broadcast message. 

18. Set your menu

One of the more mouthwatering parts of your journey is also an opportunity to tie your wedding together. Once you have a sense of direction and budget for your wedding menu, schedule a tasting with your caterer. Hello, date night! 

Sample the dishes and make tweaks to create a well-balanced, enjoyable meal with enough options for everyone. As you build your invitations, use Guest Questions to collect information on guest meal preferences, allergies, or food restrictions that will inform your final menu—and ensure everyone is taken care of. Consider how the meal will be served: plated, buffet style, or an hors d’oeuvres and cocktail situation. Pro tip: don’t forget the late-night snack! 

19. Plan entertainment

We told you wedding planning was fun! Set the mood with a DJ, live band, or a customized playlist. Whichever route you take, see that the vibe matches your wedding style—and gets guests on the dance floor. 

Think about other forms of entertainment, like photo booths or 360-degree photo stations, a caricature artist, fireworks, or a surprise performance. These are by no means expected, just things to consider if entertainment is essential for you and your crew. 

20. Choose florals

Make your wedding vision come alive with curated flowers, greenery, and accents. Think about the vibe you’re going for—romantic, modern, classic, natural—and work with a florist to choose the perfect blooms to match. While aesthetics play a significant role in your choice of wedding flowers, you may also want to consider their meanings and what they represent. 

Flowers tend to be a pricier line item, so plan accordingly. If your outdoor wedding doesn’t need much to amplify it, a simple bouquet might do the trick. A grand ballroom may require a bit more, but you can accentuate seasonal selections with fresh sprigs of greenery and other natural elements, like sand dollars for a beach fête or pine cones for a winter wedding.

21. Plan pre-wedding events

Pre-wedding events like engagement parties, bridal showers, and bachelor or bachelorette gatherings are exciting parts of the wedding journey. Each serves as an opportunity to create lasting memories and share your love with those closest to you. Tie your wedding theme into each event, or keep them unique—either way, Paperless Post is here to help you plan every event and make the celebration smooth sailing. 

22. Apply for a marriage license

It’s easy to get consumed by the hustle and bustle of planning, but give yourselves a moment to slow down and take care of business. Make it official by securing your marriage license and checking local requirements well in advance so you have plenty of time to iron out any potential kinks before you walk down the aisle. 

23. Plan the rehearsal

Gather your closest friends and family before your wedding with a rehearsal and rehearsal dinner that sets the stage for your big day. Help the wedding party get comfortable with the flow of the event and any responsibilities they might have. 

After the dry run, toast to your loved ones over a shared meal. Whether you go for a laidback barbecue or a formal affair, the occasion is all about celebrating your loved ones and kicking off the wedding festivities. 

24. Enjoy your magical day! 

Enjoy every moment—try to be as present as possible and focus on the love and joy that surrounds you. Be grateful for the journey, the hard work you’ve put into it, and the company of everyone you love. This is your time to celebrate to the fullest!

25. Send thank you notes 

 

As you bask in the glow of post-wedding bliss, send thank you notes that express your gratitude to your guests and vendors. Let your guests know how much their presence meant to you and thank them for any gifts you received. Or follow up your invitation with a personal note delivered straight to a guest’s inbox. 

26. Tip vendors

Don’t forget to show your vendors how much you appreciate their hard work bringing your vision to life by leaving room in the budget for tips. Don’t forget to leave a review, too—a glowing comment is worth its weight in gold.

27. Share the love 

Relive the magic of your wedding day by sharing photos and videos with your guests, either through social media or in digital albums. Encourage guests to contribute their own photos and gather them for a digital or printed wedding scrapbook you’ll treasure forever. Or, add a Comment Wall to any Card, allowing recipients to leave a note or respond to other notes.  

28. Preserve your memories

As you look back on your wedding day, savor the joyous moments, careful planning, and everything in between. Every part of the wedding planning process, from choosing a venue to creating a guest list to finding the perfect flowers, is its own unique, memorable event. 

Consider creating a box of mementos, like pressed flowers, a fabric swatch, a copy of your vows, and a menu from the wedding dinner. By preserving your memories, you’ll celebrate your love story again and again. 

Celebrate your love story with Paperless Post

 

Planning a wedding is a journey filled with love, creativity, and personal touches. With Paperless Post by your side, you’ll navigate wedding planning with ease, ensuring your vision and style are expressed along the way. We’re here to help at every turn, from designing your digital wedding invitation to choosing wedding invitation wording that hits all the right notes. Embrace this special time in your life as we help create the wedding of your dreams.