The Ultimate Wine Country Wedding Planning Checklist & Timeline

12 months out

• Set the guest count and the real budget ceiling.
• Choose region and season, then tour 3–4 shortlisted venues by appointment.
• Sign the venue. Everything downstream depends on it.
• Hire a planner — in wine country this is close to mandatory.

9 months out

• Book photographer, caterer and band or DJ.
• Reserve hotel room blocks — harvest-season inventory disappears early.
• Send save-the-dates with lodging guidance attached.

6 months out

• Lock florals, rentals and lighting.
• Confirm any use permits, noise limits and curfew for private property.
• Book shuttles and guest transport.

3 months out

• Menu tasting and final bar plan, including a wine minimum if the venue has one.
• Send invitations; build the seating logic.
• Confirm the rain or heat plan in writing.

1 month out

• Final headcount to caterer and rentals.
• Walk the site with your planner at ceremony time of day.
• Finalise the timeline around sunset, not around the reception start.

Week of

• Confirm every vendor arrival window and load-in route.
• Deliver welcome bags to hotels.
• Hand off payments and gratuities to your planner and stop working.

Wine-country-specific reminders

Ask about amplified sound cut-off (often 10pm), fire-season contingency, parking capacity, and whether the venue requires a caterer from an approved list. Our preferred partners page is where we send couples for vendors who already know these properties.