Wedding Venue Planning Check List and Timeline

Organise your wedding planning with ease using this comprehensive Venue Checklist and Timeline

Our experienced wedding team at Knockerdown Wedding Village has crafted a detailed timeline to guide you through every step of your wedding journey. Starting from 12-18 months before your big day right up to the final week, this easy-to-follow checklist covers all the essential tasks and milestones, along with key actions our team and venue will handle on your behalf. You’ll also find helpful tips to ensure every detail flows smoothly, making your planning experience as stress-free as possible.

12-18 months

  • Select your wedding date, set your budget and choose your venue

  • Sign the venue contract and secure your booking with a deposit. Ask the venue lots of questions!

  • Decide on a church or civil ceremony

  • Book your church or registrar

  • Take out wedding insurance

  • Create a wedding folder (physical or digital) to keep all quotes, contracts, and inspiration organised

  • Research key suppliers and check their availability: catering, photographer, entertainment, florist, hair & makeup

  • Make a high-level guest list draft to gauge numbers for venue capacity and budget

TIP: If you are lucky to book 12 months in advance, consider visiting the venue around the same time of year as your wedding date. This will give you a clearer idea of the surrounding landscape and natural lighting, helping you plan your styling, theme and colour palette to match the seasonal backdrop perfectly!

Bride & groom just married with confetti

9–12 months

Outdoor group wedding picture
Credit: Sharon Trees Photography

  • Confirm the guest list for your onsite accommodations and decide on a rate to charge your guests for accommodation or request a contribution toward their stay

  • Choose your cottage for your wedding night accommodation

  • Receive an accommodation checklist and floor plans from the venue to assist with planning

  • Share the venue's contact number with your chosen suppliers, allowing them to coordinate directly and ensure a smooth event

  • Review available venue hire items (any selected items will be added to your final balance)

  • Plan for your guest accommodation payments in line with your final two instalments to the venue

  • Pay your next instalment to the venue

  • Secure key suppliers with deposits (photographer, caterer, band/DJ, celebrant)

  • Start creating a decor plan: DIY vs hire, mood boards, inventory lists

TIP: Planning guest accommodations can be a challenge, but the venue's accommodation form provides a detailed overview of all bedrooms, bed configurations and bathrooms. This resource is designed to take the pressure off and simplify your planning process.

7 Months

  • Schedule a date and time for your wedding planning meeting, either online or at the venue

  • Consider the room layouts, furniture arrangements, and any necessary turnarounds before your meeting

  • From this point forward, a dedicated wedding coordinator will work with you every step of the way, up to your first dance

  • Request any site rules: candles, power limits, noise cut-off times, etc

  • Access weather backup plans (tent hire, heaters, fans)

  • Create a working draft of your wedding timeline (setup, ceremony, meal, speeches, party)

  • Start looking into any DIY building or signage projects needed for decor

TIP: Gather notes and contact details for your chosen suppliers to bring to your meeting, allowing your coordinator to assist with organising and finalising details. Don't worry if you're missing information - this meeting is designed to guide you and help create a solid plan.

Star wars themed wedding

6 Months

Main wedding ceremony space

  • Complete your next payment instalment to the venue

  • Attend your wedding meeting, after which you'll receive a detailed checklist with all your notes to help you stay on track

  • If possible, bring contact details for all your chosen suppliers to your meeting

  • Decide on guest breakfast arrangements; either provide breakfast items or consider hiring a chef for a hot breakfast. Our partners at My Peak Event are available to help with this

  • Finalise your wedding room layouts

  • Choose any equipment you may want to hire from the venue

  • Create packing list for decorations, emergency kits, signage, etc

  • Consider lighting and power sources if venue is low on electric outlets

  • Confirm alcohol rules: bring-your-own vs. licensed bar

TIP: During your meeting, your wedding coordinator will review the entire weekend's plans, create a comprehensive document that serves as a checklist, and reach out to each of your suppliers. This ensures every detail is covered so your wedding runs seamlessly.

4 Months

  • ​Your dedicated wedding coordinator will reach out to all chosen suppliers to confirm timings, gather necessary paperwork and address any questions

  • Updated notes from your wedding meeting will be sent over to you for easy reference

  • Begin collecting decor or hire items and storing them in labelled containers

  • Organise legal documents for marriage (if needed)

  • Confirm music choices: ceremony songs, first dance, playlist or live music list

TIP: By having the venue coordinate with all your suppliers - whether they're friends or professionals - you can relax, knowing everything is organised for a smooth, well-orchestrated wedding day.

Bride, groom, and son share a dance at Knockerdown
Credit: EKR Pictures

3 Months

Victoria and Jordan just married at Knockerdown
Credit: EKR Pictures

  • Send any updates to your wedding coordinator to keep your meeting checklist current

  • Settle the final balance with the venue, including any additional items or services you've selected

  • Begin seating chart and food preference list

  • Start sourcing or printing stationary: table names, menus, place cards, signs

2 Months

  • Update the accommodation checklist to reflect any recent changes to guest arrangements or room assignments

  • Assign MC, setup teams, and clean-up help for the day

  • Finalise catering numbers and menu

Bride & Groom kissing in street

1 Month

Alex and Josh outdoor wedding photos
Credit: Kathryn Edwards Photography

  • Send the completed accommodation form to your dedicated wedding coordinator for review and coordination with the venue

  • Does your Moc know the running order and what is expected of them

  • Make sure the helping party on the day are prepped and ready to go. Do they know your plans and their involvements

  • Is transport arranged for taking decorations etc to the venue

  • Create wedding-day emergency kit (first aid, scissors, thread, tape, painkillers, mints, etc.)

  • Do a full inventory check of all wedding items

  • Make a photo list for the photographer: must-have shots, family groupings

  • Create signage and instruction tags (e.g. for bar, card box, toilets)

Final Week

  • Your dedicated wedding coordinator will reach out to reassure you and discuss any last-minute changes, additional requests, final accommodation details and your arrival time on-site

  • The venue will contact suppliers to confirm any necessary changes

  • Confirm any deliveries scheduled before the arrival day

  • Finalise guest numbers with both the venue and caterers

  • Pack everything needed for transport to venue (create zone-based labelled boxes if possible)

  • Provide your final timeline to all vendors, helpers, and bridal party

  • Double check legal documents and ceremony licences

  • Check in with caterer & bar for dietary/allergy needs

  • Schedule time for setup at venue, if allowed

For more information about planning your special Derbyshire Weekend Wedding day, please contact a member of our wedding team.

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Jo and Chris experiencing the wedding confetti at Knockerdowns Weekend Wedding Venue
Credit: Tom Groves Wedding Photography

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