Wedding Venue Planning Check List and Timeline

Organise your wedding planning with ease using this comprehensive Venue Checklist and Timeline.

Our experienced wedding team at Knockerdown Wedding Village has crafted a detailed timeline to guide you through every step of your wedding journey.

Starting from 12-18 months before your big day right up to the final week, this easy-to-follow checklist covers all the essential tasks and milestones, along with key actions our team and venue will handle on your behalf. You’ll also find helpful tips to ensure every detail flows smoothly, making your planning experience as stress-free as possible.

12-18 months

Set your budget and choose your venue
Select your wedding date
Sign the venue contract and secure your booking with a deposit
Decide on a church or civil ceremony
Book your church or registrar
Take out wedding insurance
Ask the venue lots of questions!

TIP: If you are lucky to book 12 months in advance, consider visiting the venue around the same time of year as your wedding date. This will give you a clearer idea of the surrounding landscape and natural lighting, helping you plan your styling, theme and colour palette to match the seasonal backdrop perfectly!

Bride & groom just married with confetti

9–12 months

Outdoor group wedding picture — Credit: Sharon Trees Photography

Decide on a rate to charge your guests for accommodation or request a contribution toward their stay
Confirm the guest list for your on-site accommodations
Choose your cottage for your wedding night accommodation
Receive an accommodation checklist and floor plans from the venue to assist with planning
Share the venue's contact number with your chosen suppliers, allowing them to coordinate directly and ensure a smooth event
Review available venue hire items (any selected items will be added to your final balance)
Plan for your guest accommodation payments in line with your final two instalments to the venue
Pay your next instalment to the venue

TIP: Planning guest accommodations can be a challenge, but the venue's accommodation form provides a detailed overview of all bedrooms, bed configurations and bathrooms. This resource is designed to take the pressure off and simplify your planning process.

7 Months

Schedule a date and time for your wedding planning meeting, either online or at the venue
Consider the room layouts, furniture arrangements, and any necessary turnarounds before your meeting
From this point forward, a dedicated wedding coordinator will work with you every step of the way, up to your first dance

TIP: Gather notes and contact details for your chosen suppliers to bring to your meeting, allowing your coordinator to assist with organising and finalising details. Don't worry if you're missing information - this meeting is designed to guide you and help create a solid plan.

6 Months

Complete your next payment instalment to the venue
Attend your wedding meeting, after which you'll receive a detailed checklist with all your notes to help you stay on track
If possible, bring contact details for all your chosen suppliers to your meeting
Decide on guest breakfast arrangements; either provide breakfast items or consider hiring a chef for a hot breakfast. Our partners at My Peak Event are available to help with this
Finalise your wedding room layouts
Choose any equipment you may want to hire from the venue

TIP: During your meeting, your wedding coordinator will review the entire weekend's plans, create a comprehensive document that serves as a checklist, and reach out to each of your suppliers. This ensures every detail is covered so your wedding runs seamlessly.

4 Months

Your dedicated wedding coordinator will reach out to all chosen suppliers to confirm timings, gather necessary paperwork and address any questions
Updated notes from your wedding meeting will be sent over to you for easy reference

TIP: By having the venue coordinate with all your suppliers - whether they're friends or professionals - you can relax, knowing everything is organised for a smooth, well-orchestrated wedding day.

Bride, groom, and son share a dance at Knockerdown — Credit: EKR Pictures

3 Months

Victoria and Jordan just married at Knockerdown — Credit: EKR Pictures

Send any updates to your wedding coordinator to keep your meeting checklist current
Settle the final balance with the venue, including any additional items or services you've selected

2 Months

Update the accommodation checklist to reflect any recent changes to guest arrangements or room assignments

1 Month

Alex and Josh outdoor wedding photos — Credit: Kathryn Edwards Photography

Send the completed accommodation form to your dedicated wedding coordinator for review and coordination with the venue

Final Week

Your dedicated wedding coordinator will reach out to reassure you and discuss any last-minute changes, additional requests, final accommodation details and your arrival time on-site
The venue will contact suppliers to confirm any necessary changes
Confirm any deliveries scheduled before the arrival day
Finalise guest numbers with both the venue and caterers

For more information about planning your special Derbyshire Weekend Wedding day, please contact a member of our wedding team.

Contact Us

Cara and Sam just married at Knockerdown — Credit: Marc Dewhurst Photography