Planning a wedding in Ontario involves dozens of moving parts—and forgetting just one task can lead to last-minute stress. A structured, month-by-month checklist is your best tool to stay on track from engagement to “I do.” Whether your wedding is a year away or you’re working with less time, this guide breaks down exactly what needs to be done and when. For hands-on guidance throughout the process, our expert wedding planning team at Designed Dream can help keep every detail in place.
12+ Months Before the Wedding
Set the Wedding Date and Draft the Guest List
The first big decision is your wedding date. Look at seasons, work schedules, and major holidays. If you’re hosting a destination wedding, factor in travel windows and off-peak seasons. Once the date is set, begin drafting a rough guest list. Your guest count affects everything from your budget to your venue options.
This is also the time to talk openly about priorities: Are you envisioning a 200-person celebration or something intimate? Who absolutely must be there? A realistic guest estimate helps you determine what’s possible with your overall vision and financial comfort zone.
Research and Book Your Wedding Planner and Venue
A full-service wedding planner is one of the most valuable investments you can make—especially for destination or logistically complex weddings. They will guide you through vendor selection, timeline management, contracts, and day-of coordination.
Once you’ve secured your planner, it’s time to book your venue. Whether it’s a vineyard, beachfront villa, or elegant ballroom, popular venues book out 12–18 months in advance. Finalizing your venue early also locks in your date and gives you a strong planning foundation.
10–11 Months Out
Secure Key Vendors (Photographer, Caterer, Music)
This is the time to lock in your high-priority vendors—those who only book one event per day:
- Photographer/Videographer
- Caterer (if not provided by venue)
- Band or DJ
Vet vendors carefully. Ask for portfolios, contracts, and reviews. If your planner has a preferred network, even better—these are vendors they’ve worked with successfully.
Start Dress Shopping and Finalize Theme Inspiration
Wedding gowns can take 6–8 months to arrive after ordering, plus time for alterations. Start your search early and be open-minded—you may fall in love with something unexpected.
This is also when you should finalize your wedding theme or aesthetic. Use Pinterest, mood boards, and magazines to clarify whether you’re leaning toward modern minimalism, classic romance, garden boho, or something unique. Your style direction will influence florals, stationery, attire, and rentals.
8–9 Months Out
Finalize Guest List and Send Save-the-Dates
By now, your venue and date are confirmed, and you’ve likely had a few planning calls with your vendors. Finalize your official guest list and gather mailing addresses. Once that’s done, design and send save-the-dates—especially if you’re planning a destination wedding or weekend-long event.
Save-the-dates help guests arrange travel, book time off work, and start budgeting, particularly if they need to fly in or secure accommodation.
Book Florals, Rentals, and Hair/Makeup Artists
Floral designers often juggle multiple events per weekend, so book early to secure your date. Start discussing your desired blooms, structure ideas, and ceremony vs. reception needs.
Also, lock in any rental items—like tables, chairs, linens, and tents—as well as your hair and makeup team. Trial runs can be scheduled closer to the big day, but your preferred artists should be secured early to avoid date conflicts.
6–7 Months Out
Plan Honeymoon and Begin Marriage License Research
Now’s the time to start honeymoon planning. Compare destinations, look into passport renewals, and start tracking flight prices. For international travel, research entry requirements, health recommendations, and insurance coverage.
Also begin researching the legal requirements for your marriage license. These vary by country and province. For destination weddings, you may need translated documents, notarizations, or extra processing time.
Schedule Tastings, Engagement Shoot, and Fittings
Schedule your catering tasting (if not already done), finalize your menu, and arrange your engagement shoot with your photographer. These photos can be used for your wedding website or printed for décor.
This is also the time for first fittings if you’ve already received your dress or suit. Don’t forget to book attire appointments for bridesmaids, groomsmen, or family members if they’ll be coordinating outfits.
4–5 Months Out
Order Invitations and Confirm All Bookings
Design and print your wedding invitations now to give yourself plenty of time for addressing and mailing. Also order any custom signage, menus, or ceremony programs if needed.
Use this window to confirm bookings with all vendors. Ensure deposits are paid, contracts are signed, and they have the latest timeline, addresses, and points of contact.
Build Your Wedding Website and Registry
Your wedding website should be live by now and include important details:
- Date, time, and location
- Travel/accommodation tips
- Dress code
- Registry links
- FAQs
Speaking of registries, now’s the time to build yours. Whether you prefer traditional gifts, a honeymoon fund, or charitable donations, offer a few options to suit different guest preferences.
2–3 Months Out
Send Invitations and Begin Seating Plan Draft
Mail your wedding invitations around 8 weeks before the big day—earlier for destination weddings. Set a clear RSVP deadline to give yourself time to finalize your headcount and seating arrangements.
As RSVPs start rolling in, begin your seating chart draft. Use a digital tool or a visual layout to map out table assignments, and plan for family groupings, friend circles, and VIP seats.
Confirm Details With Vendors and Planner
Reconnect with all vendors to confirm arrival times, final requests, and meal counts. If you’re doing a walk-through of your venue with your planner, now’s the ideal time to fine-tune details like ceremony order, music cues, and vendor access.
Share a working version of your timeline so vendors are aligned. Your planner will manage the master copy, but it’s good to have all parties involved this far out.
1 Month Before
Final Fitting, RSVP Follow-Up, and Vendor Finalization
Schedule your final dress or suit fitting and bring shoes and accessories. Confirm that all alterations are completed and make any last-minute tweaks.
Also, follow up with guests who haven’t RSVP’d. Share final counts with the caterer, rental company, and venue.
If you’re providing vendor meals, finalize the number and communicate it clearly. Prepare any playlists, special requests, or shot lists for the photo/video team.
Create Wedding Day Timeline With Your Planner
With the big picture in place, work closely with your planner to finalize a minute-by-minute timeline. Include prep time, ceremony schedule, photo blocks, meal service, toasts, first dance, and end-of-night details.
This will also include arrival times for hair/makeup, florist, rentals, and other setup teams. Share this finalized plan with all key people: your bridal party, family, and vendors.
1 Week Before and Day-Of
Pack Emergency Kit and Final Payments
Prepare a wedding day emergency kit with essentials like stain remover, pain relievers, sewing kits, bobby pins, and breath mints. Your planner likely carries one too, but it never hurts to be over-prepared.
Settle all remaining vendor payments and gratuities, and place cash in labeled envelopes for someone you trust to distribute on the day. Double-check your hotel bookings, transport, and room blocks.
Assign Roles, Rehearse, and Relax
Assign someone to manage the guestbook, gifts, and vendor coordination (if you don’t have a planner). If you’re doing a rehearsal, walk through the full ceremony with your officiant and bridal party.
Most importantly, take a deep breath. You’ve planned, coordinated, and prepped—now it’s time to let go and enjoy the moment. Trust your team, soak in every second, and let the day unfold.
Final Words
Your wedding day should feel exciting, not overwhelming. A solid checklist ensures no detail gets lost, and every moment is handled with care. Let us help you stay stress-free from day one.
Designed Dream Events
201 Spinnaker Way, Vaughan, ON L4K 4C6
(647) 282-0332
www.designeddream.com