Wedding planning comes with a lot of moving parts—vendors, timelines, budgets, Pinterest boards, guest lists… it’s a lot. But it doesn’t have to be overwhelming. With a little structure and a few smart systems in place, you can stay organized and actually enjoy the planning process (yes, even the seating chart).
Here are some simple tips I’ve picked up from working with so many incredible couples over the years:
1. Use One Central Planning Hub
Whether it’s a wedding planning app, a spreadsheet, or a good old-fashioned binder, pick one place where everything lives. Guest list, budget tracker, contracts, vendor info—it’s all way easier to manage when you don’t have to check five different platforms to find what you need.
2. Create a Realistic Timeline
There are a lot of checklists out there that give you a month-by-month breakdown of what to do and when. That’s a great start, but make sure to personalize it to your schedule and priorities. Maybe your venue books a year in advance, or maybe you’re eloping and planning everything in three months—either way, a timeline tailored to you will help you stay on track.
3. Stay in Touch With Your Vendors
Great vendors (👋🏼 hi, that’s me!) will help guide you and give you a clear sense of what’s needed and when. Keep a folder for contracts, invoices, and contact info, and don’t be afraid to reach out with questions. Communication goes a long way toward keeping things stress-free.
4. Batch Your Tasks
Rather than jumping around from flowers to cake to seating to music all in one day, group similar tasks together. Have a “vendor week,” or a “design week,” or even just a Saturday afternoon dedicated to choosing readings or writing vows. It helps you feel less scattered and more productive.
5. Delegate What You Can
You don’t have to do everything yourself. If you’ve got family or friends who want to help, let them! Assign a trusted friend to help track RSVPs or build your wedding playlist. Even better—hire a wedding planner or day-of coordinator if it’s in the budget.
6. Don’t Forget Why You’re Doing This
Planning can get chaotic, but take a moment every now and then to pause and remember: this is about the two of you starting a life together. Keep the focus on that, and the rest will follow.
Bonus Tip: Build in Time for the Fun Stuff
This one’s personal—when you’re planning, don’t forget to schedule in time for the engagement session, food tastings, and even quiet date nights where wedding talk is off the table. It’ll keep your connection strong and help you enjoy the journey.
At the end of the day, your wedding should reflect who you are together—not just in the details, but in how you feel leading up to the big day. And a little organization can go a long way in making sure that feeling is calm, excited, and totally ready.
Need help with anything photography-related as you plan? I’ve got you. Let’s make it beautiful.
—Colin