# The 12+ Month Wedding Checklist > Your 12+ month wedding checklist: book a venue 12–18 months out, confirm your date, then line up the vendors who book early, like photographers and caterers. Source: https://readytoweddy.com/wedding-checklist/12-months Publisher: ReadyToWeddy (https://readytoweddy.com) · Last updated: 2026-09-17 A year or more out, the focus is on the big decisions that everything else depends on. Once your venue and date are set, you can book the vendors whose calendars tend to fill first. There’s no rush beyond that. ## What should you do 12+ months before your wedding? Twelve or more months before your wedding, [research, visit and book your venue](https://readytoweddy.com/guides/book-venue), ideally 12–18 months ahead, then confirm your date with key people. Next, line up the vendors that fill up early, such as your photographer, caterer, officiant and band or DJ, which many couples book 9–12 months ahead. It’s also a good time to learn what to check in vendor contracts, consider wedding insurance, start researching outfits and check passports if you’re [marrying abroad](https://readytoweddy.com/wedding-checklist/destination-wedding). ## Checklist (17 tasks) ### Research and shortlist venues - When: 12+ months before (12+ Months Before) - Category: Venue & Date - Priority: Essential - Link: https://readytoweddy.com/wedding-checklist/12-months#research-venues Research and shortlist three to five wedding venues about 12–18 months before the wedding, filtering by guest capacity, budget, location and your preferred dates. **Why it matters:** Your venue confirms your date, capacity and much of your budget, so it’s usually the first big booking. Popular venues can book well ahead, particularly on weekends in peak season. Shortlisting against clear criteria saves you from touring places that were never going to fit, and gives you time to compare what’s really included before committing. **Steps:** - [ ] Write down your guest range, budget and possible dates. - [ ] Search venues in your chosen area. - [ ] Check comfortable capacity and ceremony options. - [ ] Request pricing, minimum spend and what’s included. - [ ] Confirm dates and any catering or alcohol rules. - [ ] Check access, parking, transport and nearby lodging. - [ ] Shortlist three to five venues to visit. **Helpful questions:** - “What’s included in the venue fee?” - “Do you require us to use specific vendors?” - “Is there a minimum spend on food and drink?” **Tips:** - Compare complete packages, not headline hire fees. **Best done after:** Estimate your guest count; Set your working budget ### Visit your shortlisted venues - When: 12+ months before (12+ Months Before) - Category: Venue & Date - Priority: Essential - Link: https://readytoweddy.com/wedding-checklist/12-months#visit-venues Visit your shortlisted venues in person, ideally at the same time of day as your wedding, with a list of questions about capacity, rules, costs and backup plans. **Why it matters:** Photos rarely show how a space feels, how light falls at your ceremony time, or how guests would move between rooms. A visit lets you check practical details such as access, noise, toilets, parking and where a wet-weather ceremony would happen. Asking the same questions at every venue makes comparing them fair and clear. **Steps:** - [ ] Visit near your ceremony time to see the light. - [ ] Bring the same question list to each venue. - [ ] Walk the guest route: parking, access and toilets. - [ ] See the wet-weather backup and getting-ready spaces. - [ ] Ask about noise limits and setup and cleanup times. - [ ] Take photos and notes straight after each visit. - [ ] Ask for a written quote and sample contract. **Helpful questions:** - “Where would the ceremony move if it rains?” - “What time can vendors arrive, and when must everything be out?” - “Is anything else booked at the venue that day?” - “What does overtime cost?” **Tips:** - Often forgotten: Couples often forget to check phone signal at the venue, which matters for vendors, card payments and guest photo uploads. - If possible, visit during another event’s setup to see the space in use. **Best done after:** Research and shortlist venues ### Book your venue - When: 12+ months before (12+ Months Before) - Category: Venue & Date - Priority: Essential - Link: https://readytoweddy.com/guides/book-venue Book your wedding venue 12–18 months before the wedding, and earlier for popular dates, once you’ve compared quotes, read the contract carefully and confirmed your date. **Why it matters:** The venue fixes your date, capacity and much of your budget, and most other vendors will ask for it before they can quote. Booking with a clear, signed contract protects your date and deposit. Reading the terms carefully now helps you avoid surprises later around minimum spend, overtime, required suppliers, cancellation or postponement. **Steps:** - [ ] Compare written quotes from your top venues. - [ ] Request and read the full contract. - [ ] Confirm date, hours, spaces and capacity in writing. - [ ] Check minimum spend, overtime and required vendors. - [ ] Check payments, cancellation and postponement terms. - [ ] Ask about insurance requirements. - [ ] Sign, pay the deposit and save the contract. **Helpful questions:** - “What happens if we need to postpone?” - “Which costs aren’t included in this quote?” - “Who will be our contact on the day?” **Tips:** - Often forgotten: Couples often miss the venue’s setup and cleanup windows, which affect every vendor’s schedule. - Get any verbal promises added to the contract before signing. **Best done after:** Visit your shortlisted venues ### Secure your ceremony location - When: 12+ months before (12+ Months Before) - Category: Ceremony - Priority: Essential - Link: https://readytoweddy.com/wedding-checklist/12-months#secure-ceremony-location If your ceremony will be somewhere other than your reception, such as a place of worship or registry office, secure that location around the same time as your venue. **Why it matters:** When the ceremony and reception are in different places, both need to be available on the same date and at times that work together. Places of worship and civil offices can have their own booking rules, preparation requirements and limited slots. Securing both together avoids booking a reception for a date the ceremony location can’t offer, and helps you plan travel time between the two. **Steps:** - [ ] Confirm whether ceremony and reception are separate. - [ ] Ask the ceremony location about times on your dates. - [ ] Ask about booking steps, preparation and fees. - [ ] Check capacity and rules on photos, music and décor. - [ ] Check timing with the reception, including travel. - [ ] Confirm the booking in writing. **Helpful questions:** - “Are there rules about photography or music during the ceremony?” - “Is there another ceremony before or after ours?” - “Do we need to meet with anyone before the wedding?” **Tips:** - Often forgotten: Couples often forget to check whether another ceremony is scheduled right after theirs, which limits time for photos. **Optional:** If your ceremony and reception are at the same venue, this is already covered by booking your venue. **Note:** Rules vary by location — confirm with the official authority where you marry. ### Confirm your date and tell key people - When: 12+ months before (12+ Months Before) - Category: Venue & Date - Priority: Essential - Link: https://readytoweddy.com/wedding-checklist/12-months#confirm-wedding-date Confirm your wedding date once the venue contract is signed and ceremony arrangements are secure, then share it with close family, your wedding party and priority vendors. **Why it matters:** Announcing a date before it’s contractually secured can cause real disappointment if things change. Once it’s locked in, telling the most important people early lets them plan travel and time off. It also lets you approach photographers, caterers and other vendors with a firm date, which they need before they can hold it for you. **Steps:** - [ ] Wait until the venue contract is signed. - [ ] Confirm your ceremony location and officiant are free. - [ ] Tell close family, friends and your wedding party. - [ ] Let your planner and priority vendors know. - [ ] Add the date to a shared calendar. - [ ] Start a draft of your wedding website. **Tips:** - Save the wider announcement for your save-the-dates. **Best done after:** Book your venue ### Hire your planner or coordinator - When: 12+ months before (12+ Months Before) - Category: Vendors - Priority: Recommended - Link: https://readytoweddy.com/wedding-checklist/12-months#hire-planner Hire your wedding planner or coordinator early, ideally before or alongside your venue for full-service support, after comparing their services, style and contract terms. **Why it matters:** A full-service planner adds the most value before big decisions like the venue are made, since they can suggest options and negotiate terms. Partial planners and coordinators can join later, but good ones book up. Knowing exactly what your planner will handle, and until when, helps you avoid gaps on the day and in the months before. **Steps:** - [ ] Shortlist planners who work in your area and budget. - [ ] Look at weddings they’ve planned that feel like yours. - [ ] Meet two or three and compare how they work. - [ ] Confirm services, meetings, on-the-day hours and staff. - [ ] Ask how they pick vendors and about referral fees. - [ ] Check payments and cancellation terms, then sign. - [ ] Share your priorities, budget and planning documents. **Helpful questions:** - “How many weddings do you take on the same weekend?” - “Who will be there on the day if you’re unwell?” - “Do you receive commission from vendors you recommend?” **Best done after:** Decide whether you need a planner ### Book your wedding photographer - When: 8–18 months before (12+ Months Before) - Category: Photography & Video - Priority: Recommended - Link: https://readytoweddy.com/guides/book-photographer Book your photographer 9–12 months before the wedding, after your venue and date are confirmed, or up to 18 months ahead for popular peak-season dates. **Why it matters:** Photos are one of the few things you’ll keep long after the day, and popular photographers can book early, especially for weekend dates in peak season. Booking once your date and venue are fixed lets you check availability properly, compare full galleries rather than highlights, and make sure their style, coverage and delivery times fit the way you want to remember the day. **Steps:** - [ ] Decide what style you’re drawn to. - [ ] Shortlist photographers whose work you love. - [ ] Check availability for your confirmed date. - [ ] Ask each to share one or two full wedding galleries. - [ ] Meet or call your top choices. - [ ] Compare hours, second shooter, delivery and price. - [ ] Check usage rights, travel fees and backup cover. - [ ] Pay the deposit to book. **Helpful questions:** - “Could you share a full gallery from a wedding similar to ours?” - “How long until we receive our photos?” - “What happens if you’re unable to attend on the day?” - “Are travel, overtime and a second shooter included?” **Tips:** - Often forgotten: Couples often forget to check how and for how long the online gallery will stay available. - Full galleries show how a photographer handles low light, family groups and busy moments, not just the best shots. - Ask whether they’ve worked at your venue before. **Best done after:** Confirm your date and tell key people ### Decide on a videographer - When: 7–18 months before (12+ Months Before) - Category: Photography & Video - Priority: Optional - Link: https://readytoweddy.com/wedding-checklist/12-months#book-videographer Decide whether you want a wedding videographer around the time you book your photographer, and if so, book one whose style and deliverables fit your budget. **Why it matters:** Video captures voices, vows, speeches and movement in a way photos can’t, and many couples value hearing those moments again. Like photographers, videographers can only cover one wedding a day, so popular ones book early. Deciding now also lets your photographer and videographer coordinate, and keeps the budget clear before other costs grow. **Steps:** - [ ] Decide whether video matters to you both. - [ ] Choose a highlight film, a full-length edit or both. - [ ] Shortlist videographers and watch full films. - [ ] Check availability for your date. - [ ] Compare hours, delivery and how they capture vows. - [ ] Ask about music licensing and access to raw footage. - [ ] Read the contract and book. **Helpful questions:** - “How do you record clear audio for vows and speeches?” - “Have you worked alongside our photographer before?” - “Can we get the full ceremony and speeches unedited?” **Optional:** If video isn’t important to you, skipping it is a perfectly good choice. **Best done after:** Confirm your date and tell key people ### Book your caterer - When: 8–18 months before (12+ Months Before) - Category: Food & Drink - Priority: Essential - Link: https://readytoweddy.com/guides/book-caterer Book your caterer 9–12 months before the wedding, after your venue and date are confirmed, comparing complete quotes that include staff, equipment and service charges. **Why it matters:** Food and drink are often among the largest costs, and they scale with every guest. A caterer also needs to work within your venue’s kitchen, rules and timings. Booking early gives you choice, time for tastings later, and a clear picture of what’s included, so you can budget properly for staff, tableware, service charges and any extras. **Steps:** - [ ] Check venue catering rules and kitchen access first. - [ ] Decide on a service style that suits your day. - [ ] Request quotes based on your guest range. - [ ] Compare staffing, tableware, service charges and taxes. - [ ] Ask how they handle dietary needs and allergies. - [ ] Confirm tastings and the final numbers deadline. - [ ] Read the contract and pay the deposit. **Helpful questions:** - “What’s included per guest, and what’s charged separately?” - “When do you need final numbers?” - “How do you manage allergies and cross-contact?” - “Is a tasting included?” **Tips:** - Often forgotten: Couples often forget that cake cutting, corkage or late-night food may carry separate fees. - Ask whether vendor meals are available and how they’re priced. **Best done after:** Confirm your date and tell key people ### Book your officiant - When: 6–18 months before (12+ Months Before) - Category: Ceremony - Priority: Essential - Link: https://readytoweddy.com/wedding-checklist/12-months#book-officiant Book your officiant 9–12 months before the wedding, making sure they’re able to perform the kind of ceremony you want and, if needed, the legal part of your marriage. **Why it matters:** Your officiant shapes the tone of your ceremony and, in many places, makes the marriage legally valid. Who can legally officiate varies by location, and religious officiants may have their own preparation requirements. Booking early secures your date and gives you time to plan a ceremony that feels personal, whether it’s religious, civil or symbolic. **Steps:** - [ ] Confirm your ceremony type. - [ ] Check who can legally officiate where you’re marrying. - [ ] Contact officiants about your date. - [ ] Meet to talk about ceremony style and content. - [ ] Confirm fees, travel, meetings and the rehearsal. - [ ] Book in writing. **Helpful questions:** - “Can you perform the legal part of our marriage here?” - “How much can we personalize the ceremony?” - “Will you attend the rehearsal?” **Tips:** - If a friend will officiate, check with the official authority where you’re marrying what they need to do to be recognized. **Note:** Rules vary by location — confirm with the official authority where you marry. **Best done after:** Decide what kind of ceremony you want ### Book your band or DJ - When: 7–18 months before (12+ Months Before) - Category: Music & Entertainment - Priority: Recommended - Link: https://readytoweddy.com/guides/book-entertainment Book your wedding DJ or band 9–12 months before the wedding, after checking your venue’s noise and power rules, and compare set times, equipment and contract terms. **Why it matters:** Music shapes the atmosphere from the ceremony to the last dance, and popular bands and DJs book early for peak dates. Your venue’s rules on volume, curfews, power and space can limit what’s possible, so it helps to check them first. Booking now leaves time to plan key songs and make sure the setup fits the room. **Steps:** - [ ] Check venue noise limits, curfew, power and space. - [ ] Decide between a band, DJ or both. - [ ] Shortlist and watch or listen to live performances. - [ ] Confirm availability for your date. - [ ] Compare set lengths, breaks, equipment and overtime. - [ ] Ask about ceremony music and microphones for speeches. - [ ] Read the contract and pay the deposit. **Helpful questions:** - “What plays during your breaks?” - “Can you provide microphones for speeches?” - “How do you handle requests and a do-not-play list?” **Best done after:** Confirm your date and tell key people ### Know what to check in every vendor contract - When: 12+ months before (12+ Months Before) - Category: Payments & Contracts - Priority: Essential - Link: https://readytoweddy.com/wedding-checklist/12-months#learn-vendor-contracts Before you sign any vendor contract, check what’s included, the payment schedule, cancellation and postponement terms, substitutions and, for photos and video, usage rights. **Why it matters:** Most wedding misunderstandings come from details that were assumed rather than written down. A clear contract protects both you and the vendor and makes it easy to resolve questions later. Knowing what to look for before your first booking means you can review each agreement quickly and confidently, rather than discovering a surprise fee or restrictive term months later. **Steps:** - [ ] Ask for the contract before paying anything. - [ ] Check the date, locations, and setup and finish times. - [ ] List what’s included and what costs extra. - [ ] Check the payment schedule, travel and overtime fees. - [ ] Read cancellation, postponement and refund terms. - [ ] Check who attends if the named person can’t. - [ ] Check insurance and, for photo or video, usage rights. - [ ] Get verbal promises added, then save a signed copy. **Helpful questions:** - “What happens if we need to change our date?” - “Who would replace you if you couldn’t attend?” - “Are there any costs not shown in this quote?” **Tips:** - Often forgotten: Couples often overlook usage rights, which govern how photographers and videographers can share images of your day. - If a term is unclear, ask for it to be reworded; good vendors won’t mind. ### Consider wedding insurance - When: 6–18 months before (12+ Months Before) - Category: Payments & Contracts - Priority: Recommended - Link: https://readytoweddy.com/wedding-checklist/12-months#consider-wedding-insurance Consider wedding insurance soon after booking your venue, checking what’s covered and excluded, and whether your venue requires liability coverage for you or your vendors. **Why it matters:** Deposits are often paid many months ahead, and a vendor going out of business, severe weather or illness can put that money at risk. Some venues also require couples to hold liability insurance. Looking into cover early means you’re protected from the point you start paying deposits, and you can make an informed choice rather than a rushed one. **Steps:** - [ ] Ask your venue whether liability insurance is required. - [ ] Check what existing policies might already cover. - [ ] Compare cover for cancellation, vendors and weather. - [ ] Check whether attire and rings are covered. - [ ] Read the exclusions and note when cover starts. - [ ] Decide if it’s worthwhile and file the policy. **Helpful questions:** - “Does our venue require us to have liability insurance?” - “What exactly isn’t covered by this policy?” **Optional:** If your deposits are small or your venue doesn’t require it, it’s fine to decide insurance isn’t for you. **Note:** Rules vary by location — confirm with the official authority where you marry. **Best done after:** Book your venue ### Start researching wedding outfits - When: 12+ months before (12+ Months Before) - Category: Attire - Priority: Recommended - Link: https://readytoweddy.com/wedding-checklist/12-months#start-attire-research Start researching your wedding outfits 12 months or more before the wedding, setting a budget, checking production lead times and booking first appointments if needed. **Why it matters:** Made-to-order and custom outfits can take many months to produce, and alterations need time too. Starting research early gives you room to explore styles without pressure, compare prices and understand timelines before you commit. Your venue, season and level of formality will also shape what feels right, so it helps to have those decided first. **Steps:** - [ ] Set an outfit budget each, including shoes and extras. - [ ] Gather a few styles you both like. - [ ] Consider venue, season, formality and family customs. - [ ] Check production and alteration lead times. - [ ] Book initial appointments or fittings. - [ ] Talk about wedding party outfit expectations. **Helpful questions:** - “How long does ordering and production usually take?” - “Are alterations included or priced separately?” **Tips:** - Often forgotten: Couples often forget to budget for alterations, undergarments and accessories. - Book appointments on quieter weekdays if you can; they’re often less rushed. **Best done after:** Book your venue ### Check destination wedding requirements - When: 12+ months before (12+ Months Before) - Category: Legal & Documents - Priority: Essential - Link: https://readytoweddy.com/wedding-checklist/12-months#check-destination-requirements Check the legal and practical requirements for your destination wedding early, including residency, documents, translation and whether a legal or symbolic ceremony is best. **Why it matters:** Marrying abroad can involve residency periods, translated or certified documents, and specific paperwork that takes months to arrange. Some couples find it simpler to marry legally at home and hold a symbolic ceremony at the destination. Checking early helps you choose the right approach before booking, and avoids discovering a requirement too late to meet it. **Steps:** - [ ] Find the official marriage authority there. - [ ] Check residency and notice requirements. - [ ] List documents, translations and certifications needed. - [ ] Choose legal or symbolic; check recognition at home. - [ ] Check visas and travel insurance. - [ ] Ask vendors about payments, local taxes and customs. - [ ] Note local holidays and weather patterns. **Helpful questions:** - “Will our marriage be recognized where we live?” - “How long do documents stay valid once issued?” - “Would a legal ceremony at home be simpler?” **Tips:** - Often forgotten: Couples often forget that some documents have to be issued within a set period before the wedding, so ordering too early can be a problem. - Always verify requirements through the official authority where your legal ceremony will take place; rules vary and can change. **Note:** Rules vary by location — confirm with the official authority where you marry. ### Check passport validity for both of you - When: 8–18 months before (12+ Months Before) - Category: Legal & Documents - Priority: Essential - Link: https://readytoweddy.com/wedding-checklist/12-months#check-passports Check both passports well before a destination wedding or honeymoon, since many countries require validity for several months beyond your travel dates and renewals can take time. **Why it matters:** An expired or nearly expired passport can stop you traveling, and renewal times vary. Many countries require passports to remain valid for a period after you arrive, and some need blank pages. If you plan to change your name, the timing of passport updates and travel bookings also matters, since tickets usually need to match your passport exactly. **Steps:** - [ ] Check expiry dates on both passports. - [ ] Check validity and blank-page rules for each country. - [ ] Renew early if validity is close to the limit. - [ ] Check whether visas are required. - [ ] Book travel in the exact name on your passport. **Helpful questions:** - “How long does a passport renewal usually take right now?” - “Do we need a visa for our destination or honeymoon?” **Tips:** - Often forgotten: Couples often book honeymoon tickets in a new married name before their passport has been updated. - Check the official government travel advice for each country you’ll visit. **Note:** Rules vary by location — confirm with the official authority where you marry. ### Choose your wedding party - When: 8–18 months before (12+ Months Before) - Category: Wedding Party - Priority: Optional - Link: https://readytoweddy.com/guides/choose-wedding-party Choose your wedding party, if you want one, about a year before the wedding, and ask each person personally with a clear idea of the time and costs involved. **Why it matters:** Asking early gives people time to plan travel, budget for outfits and events, and say yes wholeheartedly. Being clear from the start about what the role involves avoids misunderstandings later. There’s no right size or format; your wedding party can be any mix of friends and family, of any gender, or nobody at all. **Steps:** - [ ] Decide whether you want a wedding party. - [ ] Agree on a rough size. - [ ] Choose people who’ll support you, not to match numbers. - [ ] Estimate their costs for outfits, travel and events. - [ ] Ask each person personally. - [ ] Explain the role, duties and outfit expectations. **Helpful questions:** - “Would this person enjoy the role, or feel obliged?” - “What costs are we asking them to cover?” **Tips:** - Give people an easy way to say no without feeling awkward. **Optional:** A wedding without a wedding party is completely normal, and a single witness or two is all many couples need. ## FAQ ### What should you book first for a wedding? Most couples book the venue first, because it fixes the date, the guest capacity and often the catering options. Once the venue contract is signed, book the [vendors you care most about](https://readytoweddy.com/wedding-checklist/vendors), especially those who can only work one wedding per day. ### Is 12 months enough time to plan a wedding? Yes, 12 months is usually enough, though 12–18 months gives you more choice. Popular venues and vendors may already be booked for peak dates, so staying flexible on the day of the week or season can widen your options. ### Which wedding vendors book up the earliest? Vendors who can only take one wedding per date tend to book early, such as venues, photographers, videographers, planners and popular bands or DJs. Venues are often booked 12–18 months ahead and [photographers 9–12 months ahead](https://readytoweddy.com/guides/book-photographer), or up to 18 months for peak dates. Ask each vendor about their availability. ### Do we need a destination wedding checklist a year out? If you’re marrying abroad, check legal requirements and passport validity early. Rules for a legal ceremony differ by country, so confirm them with the official authority where your legal ceremony takes place, or consider a legal ceremony at home.