A step-by-step wedding planning guide to keep your engagement stress-free, organized, and full of fun.
If you’re a newly engaged couple planning your wedding in Virginia, you’re in the right place!
Wedding planning can feel exciting and overwhelming — but it doesn’t have to be that way. At Julie Rupert Events, we’ve walked alongside hundreds of Virginia couples, helping them turn wedding dreams into stress-free, unforgettable days.
That’s why we created this simple, step-by-step Virginia wedding planning checklist. You’ll find everything you need to plan with confidence — from big-picture timelines to local tips and vendor recommendations.
Grab your favorite drink, settle in, and let’s make this whole process a lot more fun (and way less stressful).
18 Months Before
If your wedding is closer than this, don’t stress — just jump in right here! You can totally catch up (and honestly, this is where having a wedding planner on your side makes all the difference).
Here’s what to focus on first:
☑️ Celebrate Your Engagement
Pop the champagne and take a deep breath…you’re engaged! Give yourself permission to just be engaged and enjoy this time. Book your dreamy engagement session, or throw a casual party to celebrate with family and friends. These moments matter just as much as the wedding day itself! This season is so special and goes by in a flash, so slow down and enjoy it.
☑️ Set Your Wedding Budget
Not the most romantic convo, we know… but having the budget talk early will save you so much stress down the road. And don’t worry, this isn’t about pressure, it’s about clarity (and keeping your planning fun and on track).
Here’s a quick snapshot of what weddings in Virginia really look like right now:
The average wedding cost in Virginia for 2024 was about $37,817 (Source).
The median cost is $15,114 (Source), which means while some couples go all-out, plenty are planning beautiful, budget-conscious celebrations.
Venue, catering, and photography usually eat up the biggest portion of the budget, so start with what matters most to you.
The key is deciding what matters most to you as a couple. Maybe you dream of lavish florals, or maybe live music is non-negotiable because it fits your love story best. Start with your priorities, and then build everything else around them.
There are a few key parts that guide the timeline, and it’s always best to consider these things before sitting down to detail the schedule for your wedding. The good news is, you can never start too early!
☑️ Decide on Your Wedding Date
What season have you always dreamed of saying “I do” in? Maybe it’s a cozy winter wedding surrounded by twinkling lights or a warm summer day with golden hour portraits in the mountains. When picking your wedding date, here are a few key things to keep in mind:
Peak vs. Off-Peak Pricing: In Virginia, wedding season tends to run from late spring through early fall. Peak months (May, June, September, October) usually come with higher venue and vendor rates.
Day of the Week: Saturdays are the most popular…and priciest. If you’re open to a Friday or Sunday wedding, you may find more availability and lower costs.
Guest Travel: If you’re inviting out-of-town guests, consider holiday weekends or long weekends to make travel easier.
Taking these factors into account early will help you stay on budget and lock in your dream venue and vendors before dates fill up.
☑️ Tour Wedding Venues in Virginia
Virginia is full of breathtaking wedding venues, from rolling vineyards and historic estates to sleek, modern spaces and charming barns with mountain views. Think about the vibe you want for your day and jump in! Need some ideas to kick off your search? Check out our blog post featuring Top 5 Wedding Venues in Virginia, a handpicked list of spaces we adore and know will wow your guests.
Pro Tip: Make a shortlist of your top three venue styles before you start scheduling tours. This helps you focus on what really fits your vision instead of feeling overwhelmed by options.
☑️ Choose Your Wedding Party
Now’s the perfect time to bring your favorite people into the mix! Think about who you can’t imagine saying “I do” without. Your wedding party should be made up of the people who will love and support you through the planning process and on the big day.
Consider making it special by planning a bridesmaid or groomsman proposal. It’s a fun way to show your excitement and kick off the celebrations with the ones who matter most!
☑️ Begin Your Wedding Website
Your wedding website will become the hub for your guests. Include all the key details like venue location, ceremony and reception times, hotel blocks, and your registry. It keeps everyone informed and cuts down on repetitive questions… for your sake and theirs!
☑️ Define Your Style, Theme, & Colors
This is where your wedding starts to look and feel like your own. Trending Virginia wedding styles for 2025 include soft neutrals with natural textures, modern minimalism with bold accents, moody, romantic jewel tones, and timeless elegance with black and white.
Ask yourself: What colors or textures make your heart happy? Do you want something classic and neutral, bold and colorful, or whimsical and romantic? Knowing your style early will help with venue selection, decor, and even your wedding attire.
12 Months Before
You’re officially a year out! Here’s where the big pieces start coming together.
☑️ Book Your Wedding Venue
Assess your options and pick the best one for you and your fiancé!
☑️ Shop for Dresses & Attire
Start shopping for your wedding dress and bridal party attire now. Ordering early ensures plenty of time for fittings and alterations, and makes for some sweet memories with your favorite people.
☑️ Start Forming Your Guest List
Begin with a big list and narrow it down. Your guest count shapes everything: venue capacity, catering costs, and your overall budget. FYI: The average Virginia wedding guest list is 155–165 guests (Source).
☑️ Explore Cake Ideas
Start thinking about your cake vision! Classic elegance or bold and modern, make note of must-have flavors and styles before tasting appointments.
☑️ Book Your Key Vendors
Lock in your dream team! Book your Photographer, Videographer, Florist, Caterer, Entertainment, and Transportation.
Pro tip: A wedding planner or day-of coordinator can connect you with trusted Virginia vendors and keep bookings on track.
☑️ Arrange Guest Lodging
If you have out-of-town guests, reserve hotel blocks early. For rural Virginia venues, consider shuttles or transportation plans for easy travel.
9 Months Before
The foundation is set, and now it’s time to focus on the fun details!
☑️ Book Your Honeymoon
Work with a travel agent to secure flights and accommodations. If you need a passport, apply now to avoid last-minute stress.
☑️ Start Your Wedding Registry
Choose a mix of practical and fun items, and make sure to include options at different price points. Don’t forget to add it to your wedding website for easy access!
☑️ Book Your Officiant
Secure your officiant early, especially if you have a specific person or style in mind.
☑️ Plan Guest Transportation
Consider shuttle services for out-of-town guests or venues that are hard to access.
☑️ Order Stationery
Purchase save-the-dates, invitations, and thank-you cards.
☑️ Mail Save-the-Dates
Include your wedding website link to keep guests informed and organized.
☑️ Order Your Wedding Cake
Book cake tastings and finalize your dream design.
☑️ Book Hair & Makeup Artists
Reserve your glam squad now! Talented teams often book up months in advance.
6 Months Before
Your wedding day vision is coming together! Here’s what to tackle next.
☑️ Buy Wedding Bands
Order your rings so there’s time for resizing if needed.
☑️ Wedding Day Attire Prep
Buy shoes and accessories. Schedule your first dress fitting and alteration appointments.
Select groom and groomsmen attire and schedule fittings as needed.
☑️ Plan Your Rehearsal Dinner
Decide on the location, guest list, and menu for the night before your wedding! Don’t forget to bring some fun elements too if it fits the vibe.
3 Months Before
It’s crunch time for the finishing touches!
☑️ Assign Day-Of Tasks (or Trust Your Planner)
Hand off all final details to your wedding planner so you can fully enjoy your day.
☑️ Send Wedding Invitations
Mail invites with RSVP deadlines clearly noted.
☑️ Book Hair & Makeup Trial
Test your wedding day look ahead of time.
☑️ Schedule Bridal Portraits
Get those extra-special shots before the big day.
☑️ Finalize Your Menu
Work with your caterer to confirm courses, drinks, and timing.
☑️ Vendor Insurance
Request Certificates of Insurance (COIs) from vendors. This protects you and the venue, and is often required by the venue.
2 Months Before
The behind-the-scenes pieces start coming together here!
☑️ Ceremony Plans
Coordinate with your officiant. Write vows and plan any personalized touches you want included!
☑️ Seating Charts
Finalize guest seating and layouts for reception flow.
☑️ Apply for Your Marriage License
Virginia marriage licenses are valid for 45–60 days, so time this carefully. Bring your government-issued IDs and the required fee to your local clerk’s office.
☑️ Collect Vendor Insurance
Ensure all vendors provide proof of insurance.
☑️ Build the Final Timeline
This is where your planner’s expertise really shines. A timeline keeps the day seamless and stress-free! If you need some guidance, check out our blog, How to Build the Perfect Wedding Day Timeline (Without the Stress).
1 Month Before
The countdown is on! Here’s what to confirm.
☑️ Final Dress Fitting
Bring shoes and accessories to ensure everything fits perfectly.
☑️ Confirm Vendor Details
Double-check timelines and expectations with every vendor.
☑️ Finalize Ceremony Plans
Select music, readings, and the order of processional.
☑️ Meet With Your Planner/Coordinator
Have a final detail meeting to make sure everyone’s on the same page.
2 Weeks Before
The final details!
☑️ Pick Up Dresses & Suits
Ensure everything is ready to go.
☑️ Confirm Music Playlists
Give your DJ or musicians the final list of songs, including first dance and ceremony music.
☑️ Walk Through the Timeline
Finalize additional details with your planner.
1 Week Before
This week is all about prep and peace of mind.
☑️ Pick Up Rings, Dresses, and Suits
Make sure everything is accounted for.
☑️ Confirm Arrival Times
Ensure your wedding party and vendors know when to be where.
☑️ Pack for Your Honeymoon
Get ready for that well-deserved getaway!
☑️ Final Payments & Tips
Give your planner vendor payments and tips so you don’t have to worry about day-of!
☑️ Drop Décor with Planner
Deliver items like signage, favors, and escort cards so everything is ready.
Wedding Day
With wedding day management (or wedding coordination), you get to enjoy your wedding instead of running it. Your planner manages vendors, guests, and timelines behind the scenes.
At Julie Rupert Events, our day-of coordination services are all about protecting your peace and giving you the freedom to be fully present.
When you hire JRE, you’re getting a team who:
Manages vendor arrivals and keeps everyone on the same page
Troubleshoots behind the scenes before you ever notice a hiccup
Keeps the timeline flowing so no moment feels rushed or delayed
Guides your bridal party and family so everyone knows where to be and when
Creates an effortless flow from the ceremony to the cocktail hour to the reception
Instead of worrying about whether the florals are set, the DJ is ready, or the transportation arrived on time, you’ll simply walk into your unforgettable day and enjoy it, stress-free!
Why JRE Makes the Difference
By the time your wedding day arrives, we know your vision inside and out. We’re not just checking boxes. We’re creating a celebration filled with meaningful, once-in-a-lifetime memories.
When the last dance plays and you make your grand exit, you’ll remember how it felt, not just how it looked, because you were fully present.
☑️ Next Step: Book your free consultation today, and let’s plan a wedding you’ll love to live, not just look at.
At Julie Rupert Events, we serve couples across Virginia and beyond with day-of coordination, partial planning, or full-service wedding planning. Click here. to book your FREE consultation today!
Photo Credit: The Hancocks
