12-Month Wedding Planning Timeline India – Month-by-Month Checklist

Planning an Indian wedding without a structured timeline is like building a house without a blueprint. With dozens of vendors, multiple ceremonies spread across several days, and guest lists that routinely cross 300 people, a systematic month-by-month approach is the only way to stay sane and in control. This 12-month wedding planning timeline breaks the entire journey into manageable milestones so you never miss a critical booking window or deadline.

Indian weddings are uniquely complex. Beyond the main wedding ceremony, you have the engagement, mehendi, sangeet, haldi, reception, and possibly a destination component. Each function requires its own venue coordination, catering, decor, and entertainment. Starting 12 months out gives you enough runway to secure the best vendors during peak wedding season and negotiate better rates during off-season windows.

12 Months Before – Foundation Phase

The first month is all about setting the stage. This is when you make the decisions that shape every subsequent choice.

• Set your total wedding budget: Sit down with both families and agree on an overall number. Break it into broad categories: venue and catering (35-40%), decor (15-20%), photography and videography (10%), entertainment (5-8%), outfits and jewellery (15-20%), invitations and miscellaneous (5-10%). Having this framework prevents scope creep later.
• Decide the wedding scale: Are you planning an intimate 150-guest celebration or a grand 1,500-guest affair? This decision drives your venue shortlist, catering budget, and logistics complexity.
• Create your preliminary guest list: Start with a rough list divided into must-invite, should-invite, and nice-to-invite tiers. This gives you a capacity range for venue selection.
• Shortlist 5-7 venues: Research venues that match your capacity, budget, and aesthetic preferences. Look at properties across Delhi, Noida, and Gurugram. The Tivoli New Delhi handles up to 2,500 guests, while Upper HSE is ideal for intimate celebrations of 100-500.
• Schedule venue visits: Visit your shortlisted venues in person. Ask about date availability, per-plate pricing, included services, and cancellation policies. Weekday visits let you see the property without event-day crowds.

10 Months Before – Booking Phase

This is the action month. The best venues and vendors book up 10-12 months in advance for peak-season dates, so delays here can cost you your top choices.

• Book your venue: Confirm dates and sign the contract. Pay the booking deposit (typically 25-30% of the estimated total). Get everything in writing: event timings, included services, cancellation terms, and overtime charges.
• Hire your wedding planner: If you are using a planner, now is the time. A good planner needs 8-10 months to execute at their best. They will take over vendor coordination and timeline management from this point forward.
• Book your photographer and videographer: Top wedding photographers in Delhi NCR book 8-12 months ahead. Review portfolios, meet in person, and confirm the coverage package (pre-wedding shoot, all ceremonies, candid, drone, same-day edit).
• Start outfit shopping: Bridal lehengas from top designers need 6-8 months for customisation. Begin visiting stores and designers. Groom outfit shopping can start a month or two later.

8 Months Before – Design Phase

With the major bookings locked, shift focus to the creative and design elements that will define the look and feel of your wedding.

• Finalise your wedding invitation design: Whether you are going with printed cards, digital invitations, or a combination, the design process takes 4-6 weeks. Custom illustrated invitations need more lead time.
• Book your decorator: Share your vision, colour palette, and reference images. The decorator will create mood boards and provide a detailed quote. Tivoli properties work with both in-house decor teams and approved external decorators, giving you flexibility.
• Begin bridal outfit fittings: If you ordered a custom lehenga, the first fitting should happen around this time. Factor in 2-3 fitting rounds over the next few months.
• Shortlist entertainment: DJ, live band, choreographer for sangeet, dhol players for baraat. Book the top choice for each.

6 Months Before – Vendor Lock-In Phase

• Confirm your caterer and menu: Schedule a tasting session at the venue. Finalise the menu for each function (mehendi, sangeet, wedding, reception). Discuss dietary accommodations for Jain, vegan, and allergy-specific guests. At Tivoli venues, in-house catering is included in the per-plate rate with multiple cuisine options.
• Book the makeup artist: Top bridal MUAs in Delhi book 6+ months ahead. Arrange a trial session to test looks and products.
• Finalise the bar package: Decide between domestic, imported, or premium bar tiers. Confirm corkage policies if the venue requires you to use approved beverage partners.
• Plan the pre-wedding shoot: Coordinate dates with your photographer. Scout locations or plan to use the wedding venue itself for the shoot.

4 Months Before – Detail Phase

• Send save-the-dates or formal invitations: Physical invitations should be mailed 3-4 months before for outstation guests and 2 months for local guests. Digital save-the-dates can go out now.
• Book accommodation for out-of-town guests: Reserve room blocks at the wedding venue or nearby hotels. The Tivoli offers 130 rooms on-site, making guest accommodation seamless.
• Finalise sangeet choreography: Start rehearsals. Coordinate song selections, group dance numbers, and performance order.
• Order wedding favours and welcome kits: Custom favours need 6-8 weeks for production and delivery.
• Start trousseau shopping: Organise the trousseau list and begin purchasing items.

2 Months Before – Coordination Phase

• Bridal and groom outfit final fittings: Ensure everything fits perfectly after any weight changes. Accessories, shoes, and jewellery should be finalised and tested with the outfit.
• RSVP tracking: Follow up with guests who have not responded. Update your guest list with confirmed numbers for each function. Share updated counts with the caterer and venue coordinator.
• Create the seating plan: Work with family members to assign tables. Consider relationships, age groups, dietary preferences, and family dynamics.
• Confirm all vendor timelines: Send a detailed day-of-event schedule to every vendor. Include setup times, event timings, contact numbers, and venue access information.
• Mehendi artist booking: If not done already, confirm the mehendi artist for the bride, family, and guests.

1 Month Before – Finalisation Phase

• Final venue walkthrough: Visit the venue with your planner and key vendors. Walk through the timeline for each function. Confirm setup areas, power points, parking arrangements, and emergency protocols.
• Final payments: Clear pending balances with all vendors. Keep copies of all receipts and contracts in one folder.
• Prepare day-of-event kits: Emergency kits for the bride and groom (safety pins, tissues, touch-up makeup, painkillers, snacks). A coordinator kit (vendor contact list, timeline printouts, cash for tips).
• Delegate responsibilities: Assign specific tasks to trusted family members or friends: gift table management, guest reception, baraat coordination, elderly guest assistance.

1 Week Before – Final Checks

• Confirm final headcount: Give the caterer and venue the final guest count. This is typically the last date for adjustments without penalty.
• Weather check: For outdoor functions, confirm backup plans with the venue. Tivoli properties offer indoor alternatives for every outdoor space.
• Final vendor confirmations: Call or message every vendor to reconfirm date, time, and venue address. Share parking and entry instructions.
• Rehearsal (optional): A short walkthrough of the ceremony sequence with the pandit, couple, and immediate family helps everything flow smoothly on the day.
• Pack and label everything: Outfits, accessories, gifts, decorative items, and personal belongings should be packed and labelled by function and day.