The Ultimate Wedding Checklist (for NZ Couples)
- George Polgar
- Jun 30
- 9 min read
Updated: 1 day ago
Planning a wedding can feel like juggling flaming torches while riding a unicycle — but it doesn’t have to be. With the right wedding checklist and timeline, your day can come together with way less stress and a lot more fun. This guide is here to help answer the big question: how to plan a wedding — and do it well.
I’m George, filmmaker and creative partner at Red Guy Films. Since 2005, I’ve produced thousands of hours of TV and commercial content, and as a wedding filmmaker, I’ve seen first-hand how poor planning can create stress where there should be joy — so this guide is here to help you start your big day with clarity, not chaos.
Below is your go-to wedding checklist — whether you're just engaged or a few months out, we’ll walk you through everything step-by-step. And if you’ve made it to the end of the article, you’ll also find a downloadable summary of the key info covered here — perfect for printing out and getting started with your planning right away!
Quick Navigation // Table Of Contents
1) Engagement & Early Decisions (12+ months before)
Celebrate your engagement! Take a moment to soak it all in. This is a big milestone — enjoy it fully before diving into the details. But once you’ve toasted and FaceTimed the family, it’s time to get organised.
Set a realistic budget. Your budget determines what’s possible — and what’s not. Talk openly and honestly about money early on, and don’t forget to factor in hidden costs like vendor travel, extra hours, or rentals. A transparent budget gives you freedom, not limits.
Draft a rough guest list and choose a season. This may feel early, but even a rough number of guests helps shape key decisions, including venue size and catering cost. Choosing a season matters too — summer weddings in NZ are beautiful but often booked out and come at a premium.
Secure your venue early. This is usually the first big decision — and a popular one. In New Zealand, many venues, especially outdoor ones, are booked out more than a year in advance. Think about your style (rustic barn, beachfront, elegant winery?) and act quickly.
Choose your wedding party and gather inspiration. Ask your best people to stand by your side, and then start collecting ideas. Pinterest boards, Instagram saves, even wedding magazines — these will help solidify your vision, from colours to layout.
2) Key Vendors & Logistics (9–12 months)
The DJ who never turned up to play the first dance... The celebrant who accidentally went to the wrong venue and delayed the ceremony by half an hour... The caterers who forgot to bring enough cutlery for 30 guests...
Over the years, I’ve come across more wild vendor stories than I can count — and every single one was avoidable. Choosing your vendors isn’t just a tick-box exercise; it’s the backbone of a smooth, enjoyable wedding day. With the right people by your side, even the unexpected will feel manageable — and you’ll actually get to enjoy the day you’ve worked so hard to plan.
Book your celebrant/officiant, caterer, florist, photographer/videographer, and entertainment. Think of this as casting your dream crew. Choosing vendors isn’t just about who has the best Instagram — it’s about who shows up, communicates well, and delivers exactly what was promised.
One of the best ways to gauge this is through real client reviews. Google reviews are a goldmine: they reveal how a vendor handles pressure, solves problems, and supports couples on one of the biggest days of their lives. I always encourage couples to read what others have said about working with me, too — because a solid collaboration makes all the difference. The right team won’t just “do the job” — they’ll be in sync with you every step of the way.
So check their availability, read reviews, and don’t be afraid to ask questions. Great vendors are often booked 9–12 months out, especially for Saturday summer weddings.
Order your wedding dress and bridal party attire. Dresses (and suits!) can take months to arrive, and alterations aren’t overnight. Start early so you don’t feel rushed — and so you have time to choose accessories, shoes, and the right underwear.
Reserve accommodation for guests. Especially for destination weddings or small towns, reserve room blocks or suggest hotels early. Some couples even create a simple guest website with links to options — it’s helpful and saves a lot of back-and-forth.
Consider hiring a wedding planner. A planner helps you stay on track, catch details you’d miss, and reduce last-minute stress. Even a “month-of” or “on-the-day” coordinator can make a world of difference.
screenshot from Janelle & Angus' wedding film
3) Theme, Style & Announcements (6–9 months)
Once the big decisions are made — like your venue and vendors — it’s time to shift gears and focus on the look and feel of your day. This is where your personalities, values, and shared story can really shine through. And remember — your chosen style won’t just shape the atmosphere on the day itself, it’s what will live on in your photos and wedding film for years to come.
Whether you’re drawn to something timeless and elegant, or playful and full of colour, defining your theme and style will help every detail feel intentional. From signage to florals, these creative choices bring everything together visually.
Finalise your theme and colour palette. Your wedding doesn’t need to be overly “themed,” but having a style direction keeps everything cohesive. Neutral boho? Moody jewel tones? Classic whites and greens? Your colours will influence your florals, table settings, signage, and even stationery.
Send out save-the-dates. These don’t need to be overly fancy, but they do need to go out in time — especially if you have guests flying in. Include the date, location, and let them know a formal invite will follow.
Confirm your menu and dietary needs. Caterers often want to finalise the menu around this time. Ask guests to flag allergies or dietary requirements early so your food plan works for everyone.
Book your beauty and transport vendors. Don’t wait too long to lock in hair stylists, makeup artists, or car hires — especially if you’re eyeing a classic car or something vintage.
4) Invitations & Final Vendor Details (3–6 months)
With the big picture in place and your style coming together, it’s time to turn your attention to the finer details — the kind your guests will notice and appreciate. This stage is all about clarity, timing, and communication. Invitations go out, playlists take shape, vows start to form, and fittings ensure everything feels just right.
It’s a busy phase, but also a rewarding one, where the months of planning start to feel real. Getting these elements locked in now means you’ll have space later to breathe, relax, and enjoy the final lead-up to your day.
Send formal invitations. Include RSVP deadlines and clear instructions — like parking details, dress code, and whether plus-ones or kids are invited. Some couples opt for digital RSVPs via wedding websites, which can simplify things.
Finalise ceremony content. Pick readings that resonate, choose songs that reflect your style, and if writing your own vows, start jotting ideas now — trust us, it takes time!
Conduct dress fittings and beauty trials. Book in alterations early, and give yourself time to walk around in your shoes and practice in your dress. Hair and makeup trials are a great way to test styles — and ensure no surprises on the day.
Sort wedding favours, seating charts, and place cards. These small details help guests feel cared for — and prevent confusion. You’ll thank yourself later for organising this early.
5) The Final Countdown (1–2 months)
The big day is getting close, and this part of your wedding checklist is all about confirming the final pieces. It’s the moment when your planning shifts into action — licences, final headcounts, last fittings, and final walk-throughs all come into focus. It might feel like a lot, but these final details are what turn plans into a seamless, stress-free experience.
Staying organised now will help you feel calm and confident as the day approaches. Let’s make sure nothing important slips through the cracks.
Apply for your marriage licence. In NZ, you need to apply at least 3 business days before the wedding — but allow 2–3 weeks, just to be safe. You can apply online here.
Confirm details with all vendors. Confirm details with all vendors. Share your run sheet, confirm arrival times, final numbers, and any last-minute changes.
I always meet with my couples 1–2 weeks before the wedding to go through the full timeline together and clarify any remaining questions. I believe it’s essential that they fully understand how I work — because when everything is transparent, there’s no room for doubt or uncertainty that could cause stress on the day. A quick Zoom call or email with other vendors can also help prevent day-of chaos.
Plan your rehearsal dinner. Whether formal or casual, this is a lovely way to thank your wedding party and run through the ceremony logistics.
Finish honeymoon prep and bridal party gifts. Don’t forget the rings, luggage tags, or writing a little note to your partner — it’s a sweet and grounding gesture before the big day. In NZ, you need to apply at least 3 business days before the wedding — but allow 2–3 weeks, just to be safe. You can apply online here.
screenshot from Enya & Richard's wedding film
6) Final Week & Wedding Day Prep (1 week before & Day)
You’ve reached the final stretch of your wedding journey — the moment where all your planning comes together. This last week is crucial for tying up loose ends and making sure everything runs smoothly on the big day.
It’s about clear communication, thorough rehearsals, and delegating wisely so you don’t get overwhelmed. Taking care of yourself during this time is just as important as the logistics. Let’s dive into how to prep effectively in the final week and on your wedding day.
Conduct a full rehearsal. Gather everyone involved in the ceremony and do a walk-through — from walking down the aisle to the final recessional. This helps everyone feel confident and calm.
Finalise logistics. Create a printed timeline with who arrives when, who’s in charge of décor, who holds the emergency kit, and where backup umbrellas live. Share it with your vendors and wedding party.
Delegate key tasks. You can’t (and shouldn’t!) do everything. Ask a friend to return rentals, hand out vendor tips, or keep track of envelopes and cards. Give them a checklist and say thank you!
Look after yourself. Hydrate, eat a good breakfast, stretch, breathe. The day goes fast — be present, be kind to yourself, and remember why you’re here.
+1) Final Tips for NZ Couples
I once filmed a wedding where the couple forgot to apply for their NZ marriage licence until the very last minute — and it only arrived the afternoon before the ceremony... Another pair ordered their dress offshore without realising it would take 10 weeks to ship, plus a month for alterations. These things happen more often than you'd think — not because couples aren’t organised, but because local timelines and requirements can be tricky.
That’s why I’ve gathered a few NZ-specific tips to help you avoid last-minute stress. From seasonal vendor demand to legal deadlines, a little forward planning goes a long way. Consider this your local insider’s edge.
Book early. Celebrants and venues get snapped up quickly, especially in summer. If you’ve got your heart set on somewhere iconic (looking at you, Queenstown, Waiheke, or the Coromandel…), lock it in ASAP.
Start dress shopping early. Many gowns are made overseas, and with shipping, alterations, and potential delays, you’ll want wiggle room.
Understand legal timings. Don’t assume the licence is instant. Apply ahead of time, especially if you’re marrying over a long weekend or during holidays.
Think beyond the ceremony. Pet care, vendor meals, sunscreen, rain plans — there are many “little things” that are only obvious once you’ve missed them. Take time now to list them out and delegate.
Planning a wedding can feel overwhelming — and that’s completely normal. But if you take it step by step, follow our solid wedding checklist, and give yourself a little grace along the way, everything will come together beautifully.
You’ve got this — and we’re here to help if you need us.
Want to keep this guide close as you plan?
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FAQ
What should be on a wedding checklist?
Your wedding checklist should include budgeting, vendor bookings, legal requirements, attire, stationery, guest planning, and all logistics from engagement to wedding day.
What am I forgetting for my wedding?
Often-overlooked details: vendor tips, marriage licence, breakfast on the day, emergency kits, and post-wedding tasks like returns and thank-you cards.
What does a bride need for wedding day?
The essentials: wedding dress, shoes, accessories, bouquet, vows, emergency kit (safety pins, tissues, mints), and a calm support crew.
What is rule 30/5 for weddings?
It’s a budgeting tip: allocate 30% of your budget for venue and food, and 5% for surprises/miscellaneous.
What does a groom need on his wedding day?
Suit or outfit, shoes, boutonnière, vows, rings (check!), and ideally a chilled morning with mates and no last-minute ironing.
Do I need a wedding film, or are photos enough?
Photos are essential, but a wedding film captures something they simply can’t: movement, sound, and emotion in real time. The way your partner's voice shakes during their vows. The laughter during the speeches. The music, the energy, the little in-between moments. A great film doesn’t replace photos — it complements them. Together, they tell the full story of your day. Have a look at our films — you’ll see exactly what I mean! ;)
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 | I’m George, the filmmaker and creative partner behind Red Guy Films — I create cinematic wedding films full of emotion and meaning. I began my career in television and advertising back in 2005, and I’ve been telling real stories ever since. |
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