Planning a wedding — The checklist for a stress-free dream wedding

1. Introduction: Why good wedding planning is crucial

Planning your own wedding is an exciting but also challenging project. Whether it's a small celebration or a big dream wedding — structured planning ensures that the big day is exactly as you imagine it.

💡 Why a checklist is essential:
✅ Prevents important planning errors
✅ Keep an eye on the budget
✅ Helps to keep track of service providers & appointments
✅ Ensures less stress & more anticipation

When should you start wedding planning?
👉 Ideally 4—8 months in advance if you want relaxed planning.
👉 At least 3 months in advance if you are flexible with location & service providers.

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The 5 most important questions before you start planning:

❓ When should the wedding take place? Spring, summer or a romantic winter wedding?
❓ How many guests should be invited? 20, 50 or over 100?
❓ Where should the party take place? Civil, church or a free wedding?
❓ What is the available budget? On average, a wedding in Germany costs 10,000 — 25,000€.
❓ What is particularly important to you? Great location, excellent food or an unforgettable party?

🎉 Tip: Are you planning a wedding dinner with guests? Then get the right one early on Wedding catering in Berlinto avoid bottlenecks!

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2. 4—8 months before: Make the first big decisions

As soon as the basic idea is ready, it is time to plan the most important key points:

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✅ 1. Set a wedding date

The date determines which locations & service providers are available. Particularly popular dates (e.g. summer weekends) are often booked out 12 months in advance.

📌 Tip: If you remain flexible, you can often save money with a Friday wedding or an off-season wedding (October—April).

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✅ 2. Budget planning — How much does a wedding cost?

Realistic budget planning helps to avoid financial surprises.

💰 Average cost distribution:

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📌 Tip: Do you want a stylish wedding dinner but want to save money? Then compare different offers for catering for private parties — often a flexible & inexpensive alternative to classic wedding locations with compulsory catering.

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✅ 3. Create a guest list

Before you book a location, you should know how many guests are coming.

💡 Rule of thumb:

• Small wedding: 20-50 guests
• Medium wedding: 50-100 guests
• Big wedding: 100+ guests

🎯 Tip: Expect 10-15% cancellations — not everyone invited will be able to participate.

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3. Find the perfect location — What options are there?

The choice of location determines the entire wedding concept.

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📌 Tip: Anyone planning an outdoor wedding should always have a plan B for bad weather!

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4. Catering & food: From champagne reception to midnight snack

The food is one of the most important points of every wedding — happy guests celebrate longer!

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✅ 1. What catering options are there?

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📌 Tip: An overview of the best catering concepts for weddings is available in Wedding catering guide.

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✅ 2nd champagne reception & small snacks after the wedding

Many guests arrive separately — after the ceremony, there is a small reception with drinks & finger food.

🎉 Ideas for a stylish champagne reception:

• Classic: prosecco, orange juice & small bites
• Summer wedding: iced tea & cocktail bar
• Winter wedding: mulled wine & hot chocolate

📌 Tip: You can find more ideas for high-quality finger food for weddings in Catering guide for private parties.

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5. Marriage & Ceremony: Planning a registry office, church or free wedding

The wedding ceremony is the emotional highlight of the wedding.

Which type of wedding is right for you?
💍 Civil — legally necessary, can be decorated simply or festively
⛪ Ecclesiastical — traditional, often with musical accompaniment
🌿 Free wedding — personal & individual, possible at any location

📌 Tip: Anyone planning a free outdoor wedding should have a covered alternative ready in case the weather doesn't play along.

6. Special elements: What makes the wedding unique?

Every wedding has its own charm — but special highlights make for unforgettable moments.

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🎥 Photo boxes & selfie stations — reminders to take home

Photo boxes are a real highlight at weddings! They make for fun, spontaneous moments and unique memories.

📌 Ideas for the perfect photo box:
✅ Provide props & accessories (hats, signs, wigs)
✅ Choose personalized backgrounds (e.g. with wedding date)
✅ Combine a guestbook with instant photos

🎯 Tip: With Egora, you can not only book catering, but also get in touch with event service providers — including photo box providers, wedding venues & much more.

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🎶 Live music or DJ? Choose the right entertainment

The choice of music influences the overall mood.

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📌 Tip: If you want a mix, you can book a live band for the champagne reception & a DJ for the party.

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🎆 Fireworks, light shows & surprises

Fireworks or a light show make for a spectacular end to the evening. Alternatively, LED balloons or sparklers are also an atmospheric idea for guests.

📌 Tip: Fireworks are not allowed in some locations — Egora will help you find a location that suits your needs!

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7. Wedding decoration & color concept: Find the perfect style

The decoration really makes a wedding personal.

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🎨 Select color concept & style

The color theme should be determined before decoration.

💡 Popular wedding color concepts:

• 🌿 Greenery & Boho (natural tones, lots of eucalyptus & dried flowers)
• 🌸 Romantic & playful (pastel shades, lots of floral arrangements)
• ✨ Glamour & elegance (gold, white, dark accents)

🏛️ Table & room decoration

The decoration of the location depends heavily on the chosen wedding style.

📌 Important decorative elements:
✅ Flower arrangements for tables & altars
✅ Candles & fairy lights for a romantic atmosphere
✅ Personalized name tags & menu cards

🎯 Tip: If you want consistent planning from a single source, Egora not only offers catering, but also perfectly coordinated wedding locations & decoration partners.

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8. Wedding outfits for bride, groom & guests

Choosing the perfect outfit is one of the most emotional moments in wedding planning.

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👰 Wedding dress & suit — When should you look?

Wedding dresses have a delivery time of up to 6 months — so start early enough!

📌 Wedding attire timeline:
✅ 6 months in advance: select wedding dress & suit
✅ 4 months in advance: Changes & adjustments
✅ 2 months in advance: buy shoes, accessories & veils
✅ 1 week before: Last fitting

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🎩 Set dress code for guests

To ensure that guests dress appropriately, the dress code should already be mentioned in the invitation:

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📌 Tip: If you are planning an outdoor wedding, please let guests know so that they choose comfortable shoes & weather-appropriate outfits.

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9. Wedding photographer & videographer: memories for eternity

Professional photos & videos are the best way to capture the big day.

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📸 Photographer vs. videographer — Which is better?

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📌 Tip: Many photographers offer combined photo & video packages — inquire early!

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10. Music & entertainment: band, DJ or your own playlist?

The right music sets the mood of the party.

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🎶 Schedule of music highlights

A wedding has different phases, for which different styles of music are ideal:

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📌 Tip: If you book a live band for the wedding ceremony & a DJ for the party, you get the best of both worlds.

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🎤 Wedding games & entertainment for guests

So that there is no boredom, a little entertainment for the guests is worthwhile:
✅ Quiz about the newlyweds — perfect for dinner
✅ Fun wedding games — such as “How well do you know the bridal couple?”
✅ Guestbook with video messages — unforgettable memories

🎯 Tip: With Egora, you can not only book catering & locations, but also get contacts with live bands, DJs & entertainment providers!

11. The perfect daily routine: From Getting Ready to the Party

A structured process helps to avoid stress and enjoy the day in a relaxed way.

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⏳ Example of a typical wedding day

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🎯 Important tips for stress-free planning

✅ Plan buffer times — It can take longer, especially with hair & makeup.
✅ Don't “leave guests alone” — champagne reception with finger food bridges waiting times after the wedding ceremony.
✅ Coordinate the schedule with service providers — Egora works with the best wedding locations & caterers so that all processes are perfectly coordinated.

📌 Are you looking for an experienced catering partner for champagne receptions, wedding dinners & midnight snacks? Then Egora is the right place for you: Wedding catering Berlin

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12. Wedding stationery: invitations, menu cards & thank you cards

The wedding starts with the invitation — well-thought-out stationery makes the celebration even more personal.

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📜 Which cards are needed?

✅ Save the date cards (6-12 months in advance)
✅ Invitations (4—8 months in advance)
✅ Menu cards & place cards (1—2 months in advance)
✅ Thank you cards (after the wedding)

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💌 Digital or printed?

• Digital invitations (e.g. via email or wedding website) are cheaper & more sustainable.
• Printed invitations look more high-quality & are a nice reminder.

📌 Tip: You can add a personal touch with handwritten details or a wedding logo.

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13. Wedding gifts & gifts: small gifts for guests

A nice gift is a great way to say thank you to your guests.

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🎁 Ideas for gifts

• Personalized chocolates or cookies with wedding date
• Mini-plants as a lasting reminder
• DIY candles or soaps for a personal touch
• Small bottles of liquor or olive oil

🎀 Alternative ideas instead of classic gifts

💡 Donate to a charitable organization on behalf of the guests
💡 Photo box with instant printing — guests can take their pictures with them as a reminder
💡 Personalized playlist with the newlyweds favorite songs

📌 Tip: Anyone planning a wedding with all-round carefree service can get advice from Egora not only about the food, but also about personalized gift ideas.

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14. Emergency plan for bad weather & unexpected breakdowns

Especially during outdoor weddings, the weather can be unpredictable — that's why there should always be a plan B.

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🌧 What to do in case of bad weather

✅ Have tents & pavilions ready — protection from rain & strong sun
✅ Secure an indoor alternative — Many locations offer flexible solutions
✅ Provide rain ponchos & emergency shoes for guests

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🆘 Emergency kit for the bride

So that nothing goes wrong on the big day, one of the maids of honor should have a small emergency bag with her:

🎒 Bridal must-haves:

• Powder & lipstick for refreshes
• Hairpins & hairspray
• Band-aid for blisters or minor injuries
• Safety pins for emergencies

📌 Tip: If you choose an Egora wedding location, there are often weatherproof alternatives right on site — including individual support.

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15. The last days before the wedding: Last to-dos & relaxation

The last few days shouldn't be stressful anymore — with good preparation, you can relax and look forward to the wedding.

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📝 Checklist for the last 48 hours

✅ Prepare outfits for the bride, groom & groomsmen
✅ Last arrangements with catering & location (e.g. Wedding catering Berlin)
✅ Have wedding rings & wedding vows ready
✅ Put together an emergency kit for the day
✅ Pack your phone & charger (for spontaneous photos or emergencies)

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🎯 The most important tip: enjoy the moment!

No matter how perfectly everything is planned — minor breakdowns can happen. Stay relaxed and enjoy your special day to the fullest!

📌 Tip: Egora not only offers first-class catering, but also helps you choose the best wedding location & additional services — everything from a single source!

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Conclusion & wedding checklist to check off

✅ 4—8 months in advance: Clarify location & budget
✅ 3—6 months in advance: book catering, music & photography
✅ 2 months in advance: Set menu & decoration
✅ Last weeks: fine-tuning & relaxation

💍 With this checklist, wedding planning will be a success! If you don't want to worry about food, drinks & location, Egora is the best choice for wedding planning from a single source:
➡️ Wedding catering Berlin 🚀