The Ultimate Timeline for Planning Your Dream Wedding: A Checklist

Apr 28, 2024

Getting engaged is one of the most thrilling moments of your life, and as you take this next step toward wedded bliss, you may find yourself dreaming of the perfect wedding. But how do you plan your dream wedding without the hassle and stress of organizing every detail yourself? That’s where Cocoon Flex Spaces comes in. With our unique venues, SuperConcierge and expert “Casa Manager” services, you can enjoy the wedding planning process without the usual headaches.

In this comprehensive guide, the Cocoon Team will walk you through the ultimate wedding planning timeline that starts 12 months out from your big day. This step-by-step wedding checklist will help you stay on track while keeping you focused on what truly matters: creating unforgettable memories.

12 months out

1. Set the Date and Budget

The first step in planning your wedding is setting the date and establishing a budget. Think about your ideal time of year and any potential conflicts. Create a realistic budget and allocate funds for each aspect of your wedding.

Questions to ask: When is the best time of year for your wedding? How much can you realistically spend on your wedding?


Your budget will guide your choices for venues, catering, attire, entertainment, and more. Communicate openly with your partner about your priorities and how you want to allocate your funds.

2. Choose Your Venue

Finding the perfect venue is one of the most critical decisions you’ll make. Cocoon Flex Spaces offers a diverse portfolio of venues that can be tailored to your unique vision, whether you envision a classic ballroom or an outdoor garden affair.

Questions to ask: How many guests will your venue accommodate? What kind of atmosphere are you looking for in a venue?

Think about accessibility, parking, and nearby accommodations for your guests. Cocoon’s SuperConcierge service offers personalized guidance and venue recommendations based on your preferences.

3. Meet Cocoon’s SuperConcierge team

Now that you have a venue, it’s time to meet your SuperConcierge. Cocoon’s experts will guide you through the planning process and ensure everything goes smoothly on your special day. The SuperConcierge team offers tailored support throughout the process, from recommending trusted vendors to coordinating logistics and taking care of last-minute changes.

Questions to ask: What level of support do you need during the planning process? How can the SuperConcierge assist you on planning your wedding day?

The SuperConcierge becomes your go-to person, available to answer your questions and help with everything from vendor negotiations to day-of coordination.

9 – 12 months out

4. Find Your Dream Dress

If you haven’t already, start looking for your wedding dress. This process can take time, so give yourself ample time for fittings and alterations. Whether you’re looking for a classic ballgown or a modern silhouette, Cocoon’s network of designers can help you find the perfect dress to match your style.

Questions to ask: What style of dress do you envision? Will you need any special alterations?

Don’t be afraid to try on different styles and silhouettes to find the one that makes you feel your best. Consider the overall theme of your wedding and choose a dress that compliments it.

5. Book Vendors

Secure your caterer, photographer, florist, and other key vendors early. Cocoon’s SuperConcierge can help you find reputable vendors to suit your budget and style, offering personalized recommendations based on your wedding vision.

Questions to ask: What type of food do you want at your wedding? What kind of photography style do you prefer?

Take the time to research and meet with potential vendors to ensure they align with your vision and expectations. Cocoon’s SuperConcierge can provide guidance and support throughout the selection process.

6. Create Your Guest List

Start compiling your guest list. This is essential for knowing how many people your venue needs to accommodate. As you create your list, consider any cultural or family traditions that may influence who you invite.

Questions to ask: Who are your must-invite guests? How will you manage plus-ones?

Create a system to manage RSVPs and keep track of guest responses. Your SuperConcierge can assist with organizing your guest list and ensuring it aligns with your venue’s capacity.

6 – 9 months out

7. Send Save-The-Dates

It’s time to let your guests know when the big day is happening! Sending out save-the-dates allows guests to plan their travel and accommodations. Consider adding a personal touch to your save-the-dates by incorporating your engagement photos or a meaningful quote.

Questions to ask: Who will design and print your save-the-dates? Will you offer any information on your save-the-dates, such as accommodations or nearby attractions?

Choose a design that reflects your wedding theme and sets the tone for your special day. Your casa manager can help you coordinate the design and distribution of your save-the-dates.

8. Plan Your Engagement Photos

Schedule a photoshoot with your photographer to capture this special time in your life. Your SuperConcierge team can help you find the perfect location that aligns with your personal style.

Questions to ask: Where do you want to take your engagement photos? How can you incorporate your personality into the shoot?

Engagement photos are a great opportunity to get comfortable in front of the camera and work with your photographer before the big day.

3-6 months out

9. Choose and Send Invitations

Design your wedding invitations and send them out. Remember to include all essential information, such as the venue, date, time, and RSVP instructions. Your invitations are an opportunity to set the tone for your wedding and give guests a glimpse of what’s to come.

Questions to ask: How do you want your invitations to reflect your wedding theme? How many invitation suites do you need to order?

Choose high-quality materials and elegant designs that reflect the formality and style of your wedding. Cocoon’s SuperConcierge can recommend talented stationers and guide you through the process.

10. Plan Your Honeymoon

Dreaming of a romantic getaway? Start planning your honeymoon now. Cocoon’s SuperConcierge can also assist with travel arrangements if needed, ensuring your post-wedding trip is as seamless and special as the big day itself.

Questions to ask: Where do you want to go for your honeymoon? What kind of experiences do you want during your trip?

Discuss your ideal honeymoon destinations and experiences with your partner and create an itinerary that suits both of your preferences.

1-3 months out

11. Finalize the Details

Confirm final guest counts, seating arrangements, and other details with your venue and vendors. Cocoon’s SuperConcierge can help you review all aspects of your wedding day and offer their expertise to fine-tune every detail.

Questions to ask: Do any guests have dietary restrictions or special needs? How can you make your seating arrangements efficient and comfortable?

Work with your caterer to design a menu that caters to your guests’ dietary needs while reflecting your tastes and preferences.

12. Get Your Marriage License

This important step can often be overlooked. Make sure you understand the requirements in your area and obtain your marriage license ahead of time.

Questions to ask: What documents do you need to obtain a marriage license? How long is the marriage license valid?

Research the legal requirements for obtaining a marriage license in your location, and set a reminder to complete this step well in advance of your wedding day.

1-4 weeks out

13. Attend Rehearsal Dinner

A rehearsal dinner is an opportunity to practice the ceremony and celebrate with close friends and family. Your casa manager can assist with coordinating the details of the rehearsal dinner to ensure everything runs smoothly.

Questions to ask: Who will be attending the rehearsal dinner? What venue and type of dinner would you like?

Consider hosting your rehearsal dinner at a venue that complements your wedding location, and plan a menu that delights your guests.

14. Plan for the Big Day

In the final weeks leading up to your wedding, take care of any last-minute details and delegate tasks to family members and the casa manager. By leaning on Cocoon’s SuperConcierge, you can remain focused on enjoying the process.

Questions to ask: What tasks can you delegate? How can you make the final weeks leading up to your wedding stress-free?

Your SuperConcierge will handle any last-minute changes or requests, allowing you to relax and focus on spending time with your loved ones.

Wedding Day

15. Enjoy Your Big Day

The day has finally arrived! With the help of the Cocoon SuperConcierge team and the assistance of your casa manager for the big day, everything should run smoothly. All you need to do now is enjoy every moment of your special day. Cocoon teams will be there every step of the way, ensuring you can relax and soak in the joy of the occasion.

Questions to ask: How can you fully immerse yourself in the experience? What can you do to make the day memorable for you and your guests?

Let go of any worries and embrace the magic of the moment. Capture memories with photos, dance the night away, and treasure every interaction with your guests.

Your wedding day is a celebration of your love and commitment, and with proper planning, it can be everything you’ve dreamed of and more. Cocoon is here to support you every step of the way, from booking the perfect venue to managing all the details on your big day.

Ready to take the next step? Book a call with the Cocoon team or request information about a venue today. Let us help you create the wedding of your dreams!

Request a Booking with Cocoon

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