If you're wondering where to start planning a wedding, start with three decisions before you book anything: roughly how many guests, roughly what you want to spend, and which season you're dreaming of. Those three decide which venues fit. The venue then shapes almost everything after it, from your vendors to how much help you'll want.
That's the short answer. Below are the first steps in the order we'd take them, how long the whole thing tends to take, and when to bring in a planner.
We're Chloe and Cici, two best friends who plan weddings on the Central Coast and across Southern California. Getting engaged is magical. Opening a blank planning spreadsheet the next morning is less so. Let's make the first part feel easy.
First steps to planning a wedding, in order
1. Picture the day together
Before any spreadsheets, sit down together and talk about how you want the day to feel. A cliffside elopement in Big Sur and a big ballroom reception are two completely different projects, and it helps to know which one you're dreaming about.
Talk about the feel, the size, and the place that keeps coming up. Then each pick the three things that matter most to you. That short list becomes your filter for every decision after it.
2. Get a rough guest count
Your guest count is the number that moves everything else: the size of venue you need, how many chairs and tables, how much food, and even the kind of help you'll want. Past about 150 guests, many planners move couples to a bigger package because there's simply more to run.
You don't need a final list yet. A range like "80 to 100" is plenty to start.
3. Set a budget range
Again, a range is fine. Figure out who's contributing and roughly how much, then line the money up with the three things you each picked in step one. If the photos matter most, that's where the budget leans.
If you're wondering where a planner fits in, our guide to what a wedding planner costs in California breaks it down by type of service.
4. Choose a season, and check the local calendar
Pick a season or a few months before you pick an exact date. Here's why it matters on the coast and in the desert:
Monterey Peninsula. Mornings are often foggy, even in summer, and September and October tend to be the warmest, clearest months. Monterey Car Week takes over the Peninsula every August, with heavy traffic, full hotels and high prices, so in most cases it's a week to avoid. Summer weekends are busy in general, so book venues and room blocks early. Our Monterey wedding planner page has more on the local calendar.
Palm Springs and the desert. Summer heat pushes most weddings into October through May, so the best spring and fall Saturdays go early. See our Palm Springs wedding planner page.
Peak dates in popular spots can book quickly, which is the best reason to settle your season early.
5. Find your venue
With a guest count, a budget and a season in hand, you're ready to tour. The right venue depends on your guest count, your budget, and the experience you want your guests to have.
Two things to ask on every tour:
Does the venue include a coordinator, and what do they do? The coordinator that comes with your venue works for the venue. They look after the kitchen, bar and staff, not your photo list.
Do you need a permit? Public beaches usually do. The City of Monterey, for example, requires a beach permit for groups of 10 or more and recommends applying about four months ahead.
Still dreaming about where? Our guides to Monterey wedding venues, Carmel Valley wedding venues and outdoor wedding venues in Southern California are a lovely place to start.
6. Decide how much help you want
Here's the simplest way to think about it: a wedding coordinator carries out a plan you've already made. A wedding planner helps you build the plan in the first place.
We offer three levels (all on our services page):
Full-service planning. We're by your side for the entire 12 months leading up to your wedding.
Partial planning. Starts six months before your wedding, for couples who've made some big decisions and want guidance on the rest.
Day-of coordination. You plan it, we run it. We start with our day-of couples about 4 to 6 weeks before the wedding. Our day-of coordinator guide explains exactly what that covers.
Timing changes the job. Hiring a planner with your venue and photographer already booked is a different job than starting from zero, so decide this early and you'll get the most out of whoever you bring in.
7. Then build the rest of your team
Once the venue is set, the rest of your vendors fall into place around it: photographer, florist, caterer, DJ, rentals, officiant, hair and makeup. If you work with a planner, ask for recommendations. We can recommend trusted vendors who fit your vision and your budget.
How long does it take to plan a wedding?
It depends on the size of the day and where it is. For a destination wedding in Carmel, starting 12 to 16 months ahead gives you the widest choice of dates and vendors, because the best venues and vendors sometimes book a year or more out for peak dates. Beautiful weddings come together on shorter timelines too, especially smaller celebrations. A tight timeline just changes the strategy.
Our Carmel-by-the-Sea wedding guide goes deeper on timing for the coast.
When to hire a wedding planner
As early as you can, especially for Monterey, Big Sur, Carmel and other busy California wedding spots. For full-service planning, most couples book 8 to 18 months in advance. For coordination, we recommend securing your date at least 4 to 8 months before your wedding.
A first-month mistake to skip
Booking vendors before your venue and guest count are settled. It's tempting to lock in a photographer or a band the week you get engaged, but your date, your location and your headcount decide which vendors are available and what you'll need from them. Settle those three first, then build the rest of your team around them.
What happens when you reach out
Our contact form asks for a few things, and it's fine if some of them are still a guess:
Your wedding date or an estimated timeframe
Your venue or preferred location
An estimated guest count
The type of help you're looking for
Your style or overall vision
A budget range, if you have one
We typically respond within a day during normal business days, and always within two days. Then we set up a free initial consultation to talk through your venue, timeline, guest experience, and which planning or coordination package fits.
Common questions about starting to plan a wedding
What should you do first when planning a wedding?
Before booking anything, agree on how you want the day to feel, a rough guest count, a budget range and a season. Those four decide which venues fit, and the venue shapes most of what comes after.
How long does it take to plan a wedding?
For a destination wedding in Carmel, starting 12 to 16 months ahead gives you the widest choice of dates and vendors. Smaller celebrations often come together on shorter timelines.
When should you hire a wedding planner?
For full-service planning, most couples book 8 to 18 months in advance. For coordination, we recommend securing your date at least 4 to 8 months before your wedding.
What's the difference between a wedding planner and a wedding coordinator?
A wedding coordinator carries out a plan you've already made. A wedding planner helps you build the plan in the first place.
Is the first consultation free?
Yes. We offer a free initial consultation to learn about your vision and planning goals, and to talk through which package fits.
Let's start planning
Chloe plans weddings across the Central Coast, from Monterey and Carmel Valley to Pebble Beach and Big Sur. Cici covers Southern California, including Temecula, Palm Springs, Orange County and Los Angeles.
Send us your date (or your best guess), a rough guest count and the place you're dreaming of. Tell us about your day, and we'll take it from there together.
