Weddings are magical. They’re also… a bit of a logistical marathon. Between the flowers, the guest list, and the fifty-seven opinions about what shade of white your dress should be, it’s easy to lose sight of what really matters — celebrating love.
That’s where a well-structured plan comes in. Below is a practical wedding to-do list that helps couples stay on track, keep their sanity, and actually enjoy the process.
12–18 Months Before: The Foundation Stage
This is when the fun starts — and when good planning pays off later.
1. Define your vision and budget
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Talk about the style and atmosphere you want: beachy boho, classic vineyard, rustic barn, urban chic — New Zealand has them all.
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Set a clear budget range early (include contingency for hidden costs like corkage, permits, or extra chairs).
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Decide roughly how many guests you’ll invite — your guest count will shape nearly every other decision.
2. Choose the date and book your venue
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Popular venues in Auckland, Hawke’s Bay, and Queenstown can book out 12–18 months ahead.
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Consider the season — summer is prime time, but spring and autumn can be just as stunning (and less expensive).
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Ask about wet-weather options and what’s included (tables, chairs, sound system, etc.).
3. Lock in your key suppliers
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Celebrant or officiant
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Photographer and videographer
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Caterer (some venues require you to use their in-house team)
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Planner or day-of coordinator
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Band or DJ
Getting these booked early gives you flexibility later.
9–12 Months Before: Building the Dream Team
4. Start your guest list and save-the-dates
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Use a shared spreadsheet or digital guest list tracker.
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Collect emails and addresses now — you’ll thank yourself later when invites go out.
5. Secure your outfits
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Wedding dress, suit, bridesmaid and groomsmen attire.
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Tailoring takes time, especially around Christmas or Easter when seamstresses are swamped.
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Don’t forget accessories, shoes, and weather-appropriate options (hello, four-seasons-in-a-day New Zealand).
6. Choose your florist and décor style
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Pinterest boards are great, but talk to your florist about seasonal flowers. NZ-grown options like peonies, dahlias, and hydrangeas can be more sustainable and affordable.
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Consider décor rentals for signage, arches, and table styling — or mix professional help with a bit of DIY flair.
6–9 Months Before: The Logistics Era
7. Plan your catering and bar service
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Decide between plated, buffet, grazing table, or food truck style.
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Ask your caterer about dietary flexibility — gluten-free, vegan, and dairy-free guests are common in modern Kiwi weddings.
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For bar service, check if your venue is licensed or if you’ll need a special license (each NZ council has different rules).
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This is also when you can think about signature drinks or aperitivo-style setups — but we’ll save that for another post.
8. Send invitations
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Paper or digital, just make sure to include RSVP deadlines, accommodation info, and transport options.
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Bonus tip: create a simple wedding website for updates and registry links.
9. Book accommodation and transport
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For destination weddings, reserve blocks of rooms early.
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Arrange transport for guests if the venue is remote — shuttle buses or vans are worth every cent.
3–6 Months Before: Details, Details, Details
10. Hair, makeup, and beauty
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Book hair and makeup trials early to avoid last-minute panic.
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Factor in travel time if your stylists are coming to you on the day.
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Consider pre-wedding skincare or wellness routines — hydrated and well-rested looks better than any filter.
11. Music and entertainment
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Confirm playlists, first-dance songs, and sound equipment needs.
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Ask your DJ or band to coordinate with your venue for sound checks.
12. Wedding rings and legal paperwork
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Allow time for resizing or custom designs.
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In New Zealand, you’ll need to apply for a marriage licence within three months of the ceremony date.
1–2 Months Before: Final Touches
13. Seating plan and run sheet
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Finalise who sits where — and be strategic about family dynamics.
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Prepare a detailed timeline for suppliers, the bridal party, and your MC.
14. Confirm every booking
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Check arrival times, deposits, and dietary requirements.
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Have backup contacts for each supplier (things happen — best to be ready).
15. Prepare your emergency kit
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Safety pins, tissues, plasters, stain remover, snacks, and Panadol. You’ll be a hero.
The Day Before & Wedding Day
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Rehearse with your celebrant and bridal party.
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Steam dresses and press suits.
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Most importantly: delegate. Give someone you trust the phone and the to-do list — and let go.
This is your moment. Breathe it in.
Final Thoughts
Planning a wedding is part logistics, part love story, and part exercise in diplomacy. But with clear timelines, a realistic budget, and a sense of humour, it’s absolutely manageable.
Start early, stay organised, and don’t forget why you’re doing it — because you found your person. The rest is just decoration.