What Are Wedding Logistics? | The Complete List of Things You Need to Plan for Your Wedding
So, you’re engaged, congrats! 🎉 Now comes the fun part (and by fun, I mean the part where your brain starts spinning with a million questions).
“How do we get everyone from the ceremony to the reception?”
“Do we need to feed our vendors?”
“Wait, when do we even apply for a marriage license?”
Wedding logistics are all the behind-the-scenes details that make your day flow smoothly. Think of them as the invisible string holding everything together — when done right, no one notices; when done wrong, well... let’s just say you don’t want to be the couple frantically Googling ‘emergency wedding transport’ on the big day.
But don’t stress, I’ve got you! Below is a complete, easy-to-follow list of all the wedding logistics you need to think about, broken down into bite-sized sections.
And because I know you don’t want to be scribbling notes the whole time, I’ve also created a free downloadable wedding logistics checklist at the end. (Go ahead, scroll down if you must — I promise I won't be offended, and it'll all still be here when you come back!)
Contents
1. The Big Picture – Nail These Decisions First
Before we dive into the beautiful chaos of vendor timelines and transport logistics, let's talk about your wedding's foundation — those crucial decisions that everything else hinges on.
The Date & Season
Your wedding date is basically the domino that sets everything else in motion, determining venue availability, vendor pricing, and yes, even what your guests might wear.
A summer wedding means you'll be blessed with that gorgeous golden-hour light that makes every photo look like a movie scene, but you'll also need to think about sunscreen stations, plenty of water, and maybe even some shade structures so your guests don’t melt by the end of your ceremony.
Winter weddings? Pure coziness with fairy lights reflecting off frosty air, but you'll want to consider keeping guests warm with blankets, heaters, or even hot chocolate stations!
Guest Count
This number is everything. It dictates whether you're planning an intimate gathering where everyone knows everyone, or a full-blown celebration that feels more like a small festival.
Are we talking about twelve of your favourite humans witnessing your "I do" on a clifftop, or are you inviting everyone from your childhood best friend to your mum's work colleagues?
Your guest count determines venue size, catering quantities, seating arrangements, transport needs, and honestly, your sanity levels throughout the planning process.
Budget
Ah yes, the conversation everyone loves to avoid but absolutely cannot skip (trust me, I've seen what happens when couples try to wing it, and it's not pretty). Setting a realistic budget early means you can prioritise what truly matters to you both—whether that's an epic photographer, a live band, or enough champagne to float a small boat—and avoid those super awkward "wait, who's actually paying for this?" conversations when the invoices start rolling in.
2. Venue & Accommodation Logistics
Finding a venue that makes your heart skip a beat is one thing, figuring out how to make it work practically for your celebration is a completely different (and equally important) challenge that can make or break your day.
Venue Deep Dive
Beyond just loving the aesthetics, you need to become a proper venue detective and investigate everything: maximum capacity (and whether that includes dance space or just seated dining), parking availability, accessibility for guests with mobility needs, noise restrictions that might cut your party short, and whether they're cool with outside vendors or if you're locked into their preferred supplier list.
Some venues have strict cut-off times that'll send your celebration packing at 10pm sharp, while others will let you dance until the sun comes up—know which camp you're in before you fall in love.
Ceremony & Reception Locations
If your ceremony and reception are happening in different spots (hello, beach vows followed by garden party reception), you'll need to orchestrate the Great Guest Migration without losing anyone along the way.
Will you organise shuttle buses with a designated driver who actually knows where they're going, encourage carpooling among friends and family, or is it a scenic walk that won't destroy anyone's (likely formal) footwear?
Guest Accommodation
If you've got loved ones travelling from out of town (or out of country—lucky them!), become their unofficial travel concierge by booking room blocks at nearby hotels or creating a curated list of accommodation options that won't break their budgets.
Pro tip: many hotels offer group discounts if you reserve a certain number of rooms, and some will even throw in perks like free breakfast or late checkout for your guests.
3. Vendor Coordination & Timelines
Your vendors are basically the dream team that'll transform your vision into reality, but keeping everyone coordinated and moving in sync requires some serious behind-the-scenes orchestration.
Catering food & drinks
First things first: are you going for elegant plated service where everyone gets the same beautiful presentation, a relaxed buffet where people can mingle and choose their own adventure, or something totally different like food trucks that'll have your guests Instagramming their tacos?
Don't forget to collect dietary restrictions well in advance, and honestly, always plan for more food than you think you'll need — hungry guests are definitely not happy guests, and you'd rather have leftovers than hear stomachs rumbling during your speeches.
Photography (& Videography) Timeline
Your photographer needs to account for everything: those candid getting-ready moments, family photos that don't take three hours to organise, golden-hour couple portraits that'll make you look like movie stars, and all the spontaneous moments in between.
If you're dreaming of those magical sunset photos, work backwards from golden hour and build your timeline accordingly (trust me, you wouldn’t want to rush through dinner to catch the light).
Florals & Decor Setup
A good florist would take care of this but if you’re DIY-ing: when do the flowers need to arrive so they're fresh but not wilting? Who's responsible for setting up centrepieces and altar arrangements?
Does your venue provide tables and chairs, or are you renting everything separately and need to coordinate multiple delivery times? These details might seem small, but they're the difference between a seamless setup and a day-of scramble.
Entertainment
Whether you've booked a live band, DJ, or acoustic duo, they'll need power sources, adequate setup time, and probably a conversation about your must-play and absolutely-do-not-play songs. Nothing kills the mood quite like realising your sound system can't reach the dance area, or having your reception playlist dominated by your DJ's personal love affair with 80s power ballads.
Hair & Makeup
If you've got a bridal party, calculate timing carefully so no one feels rushed or, even worse, gets forgotten in the chaos. Factor in touch-ups, potential do-over situations, and maybe even a quick refresher session before photos — because looking amazing is great, but feeling relaxed and confident is even better.
Want to Leave the Logistics to Someone Else?
If reading about vendor coordination timelines is making your head spin: what if you could have your dream celebration without the spreadsheet stress?
As an elopement photographer who's planned many intimate celebrations across New Zealand, I don't just capture your day — I help coordinate the whole experience, from permits to vendor timelines to backup weather plans.
Let's chat about creating your perfect elopement adventure where the only thing you need to worry about is saying "I do."
4. Transport & Parking
Guest Transport
If your venue is somewhere gorgeously remote (because let's face it, the most stunning locations are never conveniently located next to a bus stop), consider organising shuttle buses, ride-sharing groups, or at minimum, crystal-clear directions with landmarks that GPS might miss. Trust me, you don't want half your guests showing up an hour late because they spent forty-five minutes driving in circles looking for "the big tree near the gate."
Bridal Party & Couple Transport
How are you making your grand entrance? Classic car rental, horse-drawn carriage, helicopter (if you're feeling fancy), or keeping it real with a decorated Uber?
Whatever you choose, make sure there's a solid plan for getting to the venue, between locations, and safely home (or to your hotel) afterward, you wouldn’t want to be stranded without a ride.
Here's your transport checklist to think through:
Getting from home to your getting-ready location (and don't forget the dress!)
Travel to the ceremony venue (factor in photos along the way)
Movement between ceremony and reception areas (especially if guests need to follow)
Transport to photo shoot locations (if you're doing a separate portrait session)
Getting to your accommodation after the celebrations wind down
Parking
Check whether there's adequate parking for guests, all your vendors with their equipment, and yourselves. Valet services can be a brilliant option for more formal weddings, but make sure someone's coordinating with them about timing and expectations.
5. Wedding Day Timline
Your wedding day schedule is what keeps things running like a well-oiled machine (or at least stops things from completely derailing).
Pre-Ceremony Prep
Where's your getting-ready headquarters going to be? Factor in hair and makeup slots, a proper breakfast (seriously, don't skip this! your body needs fuel for all those happy tears), getting dressed without destroying anyone's hard work, and capturing those sweet, intimate moments before the main event.
Will you be doing a first look with your partner, or are you saving that magical moment for the aisle?
First Look or No?
A private first look gives you quiet, intimate time together before the celebration begins, lets you get most family photos done early (so you don't miss cocktail hour with your guests), and can help calm those pre-ceremony butterflies.
On the flip side, it means getting ready earlier in the day, and some couples prefer the surprise and tradition of seeing each other for the first time during the ceremony processional. There's no wrong choice, just what feels right for you two.
Ceremony Flow
Nail down your start time (and communicate it clearly—"2pm sharp" means 2pm, not "2:15ish"), processional order so no one's confused about when to walk, whether you're writing personal vows or sticking with traditional ones, any special traditions you want to include, and how you want to make your exit as newlyweds. Do you want sparklers, bubbles, flower petals, or just pure cheering from your favourite humans?
Reception Flow
Plan the flow of speeches (and maybe set time limits so your speech-givers doesn't share every embarrassing story), dinner service, first dance, cake cutting, and general party vibes.
You can absolutely pick and choose which traditional elements feel right for you — maybe you skip the bouquet toss but keep the cake cutting, or maybe you do your own thing entirely. Your wedding, your rules!
Clean-Up Game Plan
Who's responsible for packing up decorations, returning rental items, and making sure nothing precious gets left behind?
Some venues require everything cleared out that night (usually not your problem as newlyweds), while others give you until the next morning. Make sure someone trustworthy is handling this so you can focus on celebrating.
6. Weather & Backup Plans
Outdoor Wedding Contingencies
If you're planning an outdoor celebration, you'll need backup plans that don't compromise your vision: elegant tents or marquees, heaters for chilly weather, umbrellas or covered areas for unexpected showers, and maybe even a completely indoor alternative if the weather forecast looks properly grim. The key is having plans that feel intentional, not like emergency measures.
Seasonal Considerations
Summer weddings call for water stations, shade structures, fans for older guests, and maybe even sunscreen in the bathroom baskets. Winter celebrations might need blankets for guests, heaters for outdoor areas, hot drink stations, and pathways that won't become too skiddy/hazardous.
Think about your guests' comfort throughout the entire event, not just during the ceremony.
7. Legal Essentials
Marriage License in New Zealand
You'll need to apply for a marriage licence at least three working days before your ceremony, either online or by post.
The licence costs NZD $150 and is valid for three months, so don't leave it too late but don't stress about doing it super early either. Both parties need to provide identity documents, and if either of you has been married before, you'll need divorce documents or a death certificate if you're widowed.
For an even more in-depth guide to the legalities, see my article on how to get married in New Zealand here.
Permits & Permissions
Some venues, particularly public parks, beaches, and conservation areas, require special permits for weddings or large gatherings. YDouble-check with your council so you're not scrambling at the last minute. DOC (Department of Conservation) permits are needed for ceremonies in national parks, and some local councils require permits for beach weddings.
Insurance & Contracts
Wedding insurance can cover unexpected cancellations due to weather, illness, or vendor no-shows, while solid contracts with all your vendors protect everyone involved if plans change.
Read everything carefully and don't be afraid to ask questions. This is your day, and you deserve clarity on what you're paying for!
8. Guest Experience & Comfort
Signage & Communication
Make it effortless for guests to navigate your celebration with clear, beautiful signage for parking, ceremony location, reception area, and facilities.
A wedding website with all the essential details (timeline, location, accommodation options, dress code) saves you from answering the same questions fifty times and gives guests a handy reference point.
Restrooms
This is especially crucial for outdoor weddings where "facilities" aren't obvious. Luxury portable toilets can be surprisingly elegant, or make sure guests know where the nearest proper restrooms are located.
Emergency Kits
Designate someone trustworthy to carry a wedding day survival kit: first aid supplies, stain remover pens, bobby pins, hair ties, deodorant, phone chargers, safety pins, clear nail polish (for stocking runs), and maybe even some snacks for hangry emergencies. You'd be amazed how often these little things save the day!
9. After the Wedding – Wrapping Up Loose Ends
So you can actually enjoy your honeymoon!
Vendor Payments
Settle final balances and tips before you jet off to your honeymoon so you're not dealing with invoices while you're supposed to be sipping cocktails on a beach. Many couples handle this the week before the wedding or designate someone they trust to manage final payments on the day.
Returning Rentals
Create a clear plan for who's returning chairs, linens, serving pieces, and any hired outfits or accessories. Usually, this falls to your wedding party or family members since you'll hopefully be busy being newlyweds.
Photo & Video Delivery
Ask your photographer and videographer for realistic timelines on when you can expect your images and footage—and then try not to refresh your inbox every five minutes waiting for the gallery link (easier said than done, I know!). Most photographers deliver full galleries within 6-12 weeks, but sneak peeks often arrive much sooner.
Thank You Cards
If you're planning to send physical thank-you notes, don't leave them too long after the wedding while everything's still fresh in your memory. Your future, slightly overwhelmed newlywed selves will thank you for staying on top of this one.
Free Checklist Download!
Planning a wedding can feel like juggling flaming torches while riding a unicycle, but when you break everything down step by step, it becomes totally manageable — and dare I say it, even enjoyable!
To make your life even easier and ensure nothing falls through the cracks, I've put together a comprehensive, free downloadable wedding logistics checklist that covers every single detail mentioned in this guide. Print it out, save it to your phone, share it with your wedding party — whatever keeps you organised and stress-free.
Remember, every wedding is beautifully unique, so feel free to adapt this list to match your vision and priorities.
The most important thing? Enjoy the process, trust that everything will come together, and don't forget to actually be present on your wedding day — it goes by faster than you think!
Happy planning, you gorgeous humans! ✨
Want to Skip the Wedding?
If all this wedding logistics talk has you thinking "actually, maybe we should just elope somewhere stunning and skip the spreadsheets," I totally get it — and I'd love to help you create the most epic, stress-free adventure elopement of your dreams.
As your elopement photographer, I don't just capture the pretty moments (though trust me, we'll get plenty of those). I help you navigate permits, scout incredible locations, and plan a day that's 100% about celebrating your love without all the complicated logistics. Think cinematic, unposed magic in New Zealand's most jaw-dropping landscapes.
Ready to see if we're a perfect match? Let's chat about making your elopement vision a reality!
Shelby xx
