Planning Tools, Ideas, & Advice
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For Wedding Pros
Planning a wedding of any size can be so overwhelming! I know, I’ve been there. Whether you’re keeping it simple or incorporating all the details, knowing what’s coming will help you stay calm,cool, and collected as you begin planning.
If you’re feeling uncertain about where to start, know you’re not alone. And, also know that this has been done millions of times (in fact, it’s done millions of times a year) so all you need is to have a checklist to help you plan your small wedding. Weddings with 50 guests or less require a few different considerations than big weddings and so having a guide specifically tailored to your style of wedding is so helpful (I wish I’d had one).
And a reminder…you don’t have to do any of these things to have a wedding (or most of them anyway). Don’t let this list serve as a “must-do” list, but rather as a guide for when you need to accomplish the things you do choose to do.
This isn’t one of those checklists you look at once and never come back to. This guide was created as something you’ll refer to each week and month as you’re planning. Consider this your new wedding planning bestie because you’ll have everything you need to pull together your dream day!
Each step has a brief description to get you oriented to the task and we’ve linked other resources within each task so you’re fully equipped to get everything done like a pro. When you’re ready to complete the task, just come back to this post (go ahead and bookmark it now!) to dig into the details!
Deep breath. You’ve got this!
A few housekeeping items before you get into planning. Doing these things will ensure you’re totally set up for success, laying the foundation for some of the big decisions you have ahead.
This step isn’t listed in every wedding checklist you’ll find, but I think it’s important to start here. Knowing what your priorities are and aligning on them with your partner at the beginning will help make decision making so much easier down the road. Choose 1-3 things that are absolute non-negotiables for your special day. Here are some examples:
Once you have those nailed down, you know no matter what, those get priority in terms of budget and planning. Everything else is flexible.
Ok, creating a budget for your small wedding may not feel like the most glamorous thing, but unless you truly have an unlimited budget, this step on the checklist is not to be skipped. Don’t worry, our guide makes it easy (and fun!) so don’t stress.
This is one of those tasks you’ll want to do early, especially if you’re having a small wedding. Knowing the total number of people you plan to invite is a key part of the wedding planning checklist because it will determine what venue you choose and how much you’ll need to spend on certain items. If you’re feeling overwhelmed at the idea of creating a guest list, be sure to check out our guide for tips.
Choosing your date may be a big deal, and maybe not. Some couples may choose to let vendor availability drive the date they choose while others will have a specific date in mind. It’s up to you, just have a sense of which direction you’re headed before you start hiring vendors for your small wedding.
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It can feel crazy to start planning your wedding so far in advance, but it does take a while for all the details for this special day to come together! Plus, a lot of popular vendors and locations will book out quite a ways in advance so starting now gives you the best shot at getting the things you want.
At this point, the checklist is really focused on the foundational things and research that will set the stage for all decisions going forward. These decisions will feel big, but once you get them checked off the list you’ll really feel like things are getting real!
Whether you’ve been dreaming of your wedding day since you were little or you’re just now starting to figure out what you want to do, having your wedding theme decided before you look for a venue or talk to any wedding vendors will help guide your decisions. Your wedding theme includes things like color palette and will evolve and become more clear as you have some of the bigger details nailed down, like finding a venue.
Looking for the perfect micro wedding venue can feel stressful and exciting at the same time. I will say, there are tons of spaces you can choose for your wedding with 50 guests or less and a lot of them aren’t listed in directories. Be sure to check out our top wedding venues by state.
A lot of small wedding couples wonder if they should hire a planner if they’re having a micro wedding. I will always answer ‘yes’ to this question. Having someone else handle the details leading up to and on your wedding day is one of the best things you can do for yourself. Even a day of coordinator (who usually steps in several weeks before the wedding to help) can be a total gamechanger.
Having a wedding website is a great way to keep everyone who is invited to your wedding informed, gives you the opportunity to showcase your story, and provide more details about the event that won’t fit on your invitation or save-the-date.
Use directories, Google, and social media to find the perfect team to capture your day. There are thousands of talented photographers and videographers so looking through all the websites to find your perfect match will take some time. Spend a little time every day making a list of ones you want to interview.
Now is a great time to check professional engagement photos off your list. Getting them done early allows you the ability to use them for invites and announcements. Occasionally, wedding photographers will do a package deal with engagement and wedding photos and it allows you to get to know each other before the wedding so when the big day comes, you’re super comfortable in front of the camera!
There are a lot of different ways to do food for your small wedding. You can hire a caterer or a private chef, hire food trucks, host your reception at a restaurant, or even cook the food yourself. At this point, you’ll be doing some research to figure out what you want to do (if your venue doesn’t already have it included).
There are so many options when it comes to flowers for your small wedding. You can hire a florist, order dried flowers off Etsy, or DIY your flowers by ordering them in bulk. You cld even pick up a few at your local flower shop or market the day before. At this point, you’ll just want to start researching your options and picking which one will work best for you.
Start getting a feel for the type of dress you want and where you’ll go try them on (if you’re doing that in person). Start saving some designs you like to your Pinterest board and make appointments with a few dress shops.
Ok, you have a lot on your plate planning your wedding already, but if you’re thinking about a honeymoon now is the time to start figuring out where you want to go! Using a travel agent can significantly ease the load of planning this part. If you have a few ideas of where you want to go, get in touch with one and they can start doing all the research for you!
This time is going to be all about checking “hire my wedding dream team” off your wedding checklist. Having a great team of wedding pros by your side for your micro wedding will make the process so much easier. And if you aren’t hiring anyone, this checklist will have you covered (and you can just cross a lot of this section off now!)
Not every state requires you to have an Officiant, but now is the time to learn about the rules for the specific location where you’re getting married. If you need to have one, hiring one that you vibe with is important so give yourself plenty of time to find the right one.
Once you’ve decided how you’ll feed your guests, now is the time to book it.
You’ll start sending announcements during this period so you’ll want to have your guest list done at this point.
This is another wedding planning checklist item that I would recommend doing as soon as possible. I started shopping about six months before my wedding and realized that I was cutting it super close. Do yourself a favor and get on this early. I do recommend having your venue and theme nailed down first just to make sure it all vibes.
These days, it's common for people to travel for a wedding so giving your friends and family plenty of time to take off work and plan their travel will increase your chances of having everyone be able to make it. Plan to get these out as soon as you have a date and location nailed down.
If you choose to have a wedding party, now's the time to start letting them know. Since they play a key role in planning and some of the other key aspects of your special day, giving them plenty of head’s up is a good idea.
Ordering and alterations take several months unless you’re buying one off the rack. Having your attire picked out at this point will ensure you have plenty of time for the whole process to take place.
Find a great seamstress if your attire shop doesn’t offer alterations and book your appointments.
You know what to do!
You’ve been pinning all your inspo and researching flower options online so now it’s time to book and order anything that requires lead time.
Venue…check. Theme and color palette…check. You can now decide on what you want your wedding party to wear (if you’re having one).
Whether you want to arrive in a horse drawn carriage or need 4x4s to get your guests up to the magical mountain top micro wedding ceremony location, a specialized transportation company can help you make sure that happens.
You have your venue picked out by now so you know what they provide and what you still need to get.
Wedding favors are still a popular thing to provide guests at a wedding and there are so many cool things you can do. Don’t feel obligated though, more than 40% of favors get left behind at a wedding and so unless it's something really special you might want to consider skipping these.
Will you have a traditional cake or do something totally different? Decide what you want to do and start researching providers—you'll want to book them soon.
Work with your travel specialist or start mapping it out yourself.
If you have guests from out of town, you may want to secure lodging at a hotel close to the ceremony and reception. I would recommend chatting with your guests to find out what their preferences are. With a small wedding you may find people want to figure out their own lodging as opposed to being assigned a hotel.
If you’re going to ask for gifts from your guests, set up your registry now. If you have a wedding website, you can use that to link to your registry so it’s easy for your guests to find.
Download My Planner Now!With a lot of the large wedding checklist items out of the way, it’s time to get into the details. I will say, as you get closer to your wedding day, the decisions you have to make get smaller and more detailed so be prepared for little things to crop up right up until the actual day.
Consider your wedding theme and think about entertainment. Entertainment can be anything from music to performers to interactive guest experiences.
If drinks aren't included with your venue or catering, you'll need to find a bar vendor. Luckly, there are tons of cool mobile bar solutions these days!
You’ll need music for your ceremony.
Work with your florist to finalize the design or begin to get your order together if you’re ordering online. If you're planning on using dried flowers for your wedding, you could order them now or wait until a little closer to time if you'd rather wait.
Decide on paperless invitations, a fully customized paper suite, or something in between.
From formal fully catered events, to quick wedding day runthrough, it’s totally up to you how this part goes. We did a quick run through of the ceremony, checked in on last minute details with the planner, and then hung with friends and family informally at our VRBO. Lots of options, whatever you do just be sure it doesn’t add stress to the night before your wedding!
If you’re hiring someone to provide food, check in with them to finalize the menu. Or, if you’re planning on providing the food yourself, plan your menu, figure out what supplies are needed and create a timeline for prep.
Even if you’re having a small wedding you’ll want to consider decor and lighting. The decor can be really ornate or as simple as some fun string lights to light up your evening reception. Snag some used items to up the budget-friendly and eco-friendliness of your day.
Work with your baker to finalize your dessert.
Work with your DJ or create your playlist. If you aren’t hiring a DJ, add a checklist item to delegate someone to run the music (head’s up that your wedding planner won’t have time so it’ll likely need to be a friend or family member).
Work with your wedding planner or use these examples to create your timeline.
Create your seating chart if you plan on assigning seats.
Order gifts for your wedding party.
As you’re making decisions, you’ll want to be popping into your website to make updates. Be sure to let your guests know if anything changes that could impact their travel or accommodation plans.
Work with your officiant and planner to plan the vows, readings, and any rituals. Use this guide for ideas to make your micro wedding ceremony uniquely yours.
Things are going to start getting really detailed now. These checklist items for your small wedding are going to be all about follow up and confirmation.
Make sure everyone in your wedding party has their attire picked out and on the way.
Confirm event rentals, understand the delivery schedule, and double check to make sure you didn’t forget anything.
Once your timeline is complete, you can design and print your wedding programs if you choose to have them.
This is a popular thing to do, especially if you’re having a destination wedding. Create little gift bags that will enhance their experience.
Hiring a calligrapher is a great way to bring your theme together from your invitations to place cards.
Book any final travel, activities or accommodations.
Don’t forget this important wedding checklist item! Choose rings that symbolize your relationship, ensuring time for resizing if needed.
Work with your venue and planner to understand what kind of insurance you need.
Every location has different requirements for marriage licenses. Do your research and lean on any vendors you’ve hired to ensure you understand the process and make necessary appointments.
You have all the big stuff taken care of from your wedding checklist—congrats! But it’s not over yet. I was surprised at how many things still needed to be done at this point, but don’t sweat it, with this list in hand you’ll be sure to catch every detail.
It’s here! Be sure to plan plenty of time into your day to savor every moment. The day is going to go by in a flash!
Hair and makeup
This checklist covers every aspect of planning a small wedding, ensuring nothing is overlooked. As I said, I recommend coming back to this periodically to get support planning each step. Want automated reminders every step of the way? Sign up for the microWED Insiders Club and get timeline appropriate tips right to your inbox!
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