Hudson Valley Wedding Planning Timeline: 12 Months to Your Wedding Day

Most wedding planning timelines you'll find online are written for weddings in general. This one is specifically for the Hudson Valley and Catskills, where venue competition, vendor availability, and seasonal demand create a specific rhythm.

I've watched 500+ weddings come together over 25 years. The couples who felt most relaxed on their wedding day had one thing in common: they booked their key vendors early and gave themselves buffer time. Here's the sequence that works.

12-14 Months Out: Foundation

Book your venue. In the Hudson Valley, popular Saturday dates in September and October book 14-18 months in advance at venues like Troutbeck, Hasbrouck House, and Blooming Hill Farm. Off-season dates, Fridays, and Sundays offer more flexibility.

Book your photographer. Experienced Hudson Valley photographers book 9-14 months in advance for peak season. This is not a vendor you want to choose last minute. Flip through portfolios, look at full galleries (not just highlight reels), and book someone whose style matches what you want your photos to look like.

My full-day rate is $4,500, and I book an average of 9 months before the wedding date. Earlier is better for peak-season Saturdays.

Set your budget. Be honest about the total number, not just the venue cost. In the Hudson Valley, a 100-guest wedding runs $40,000-$80,000 all-in. Knowing your number before you start booking prevents the painful discovery that you've spent your budget before reaching the DJ.

Decide on a planner or coordinator. Full planners cost $5,000-$15,000 in the Hudson Valley. Day-of coordinators run $1,500-$4,000. If you're using a blank-canvas venue (Blooming Hill Farm, Full Moon Resort), a planner is close to mandatory.

9-12 Months Out: Major Vendors

Book your caterer. At all-inclusive venues, this is handled. At blank-canvas venues, your caterer needs lead time for menu planning, tastings, and logistics. Top Hudson Valley caterers like Fig & Pig, Main Course, and Blue Mountain Bistro book 8-12 months ahead.

Book your DJ or band. Live bands book further out than DJs because there are fewer of them. If you want live music, book 10-12 months ahead. DJs need 6-9 months lead time.

Book your florist. Good florists need 6-9 months for consultations, sourcing, and design planning. Local options who grow their own flowers (common in the Hudson Valley) may need earlier booking for specific bloom availability.

Book your videographer. If you want photo + video from the same team, book simultaneously. My combined photo + video package is $7,500.

6-9 Months Out: Supporting Vendors

Book hair and makeup. HMU artists book up fast in peak season because they can only serve one wedding per day. Book 6-9 months ahead.

Send save-the-dates. Especially important for Hudson Valley weddings where guests are traveling from NYC. Give people 8-10 months notice so they can plan transportation and lodging.

Start thinking about lodging for guests. Hudson Valley and Catskills venues often have limited hotel options nearby. Block rooms at the closest hotels, and compile an Airbnb list for the area. Share this with your save-the-date.

Book your officiant. If you want a specific person, they need 6+ months notice. My wife Rebecca is an ordained officiant available for ceremonies, which simplifies one more line item.

Order your attire. Wedding dresses need 4-8 months for ordering, fittings, and alterations. Suits need 2-4 months if custom, less if off-the-rack.

3-6 Months Out: Details

Send formal invitations. Mail them 6-8 weeks before the wedding with an RSVP deadline 3-4 weeks before.

Finalize your timeline. Work with your photographer, DJ, and coordinator to build the day's schedule. I send every couple a proposed timeline based on their ceremony time and venue. Here's how timelines work.

Schedule your engagement session. If it's included in your photography package or you've added it on. Best timing: 4-6 months before the wedding so you can use photos for invitations or your website.

Plan transportation. Shuttles between hotels and the venue, guest transportation from NYC pickup points. In the Hudson Valley, companies like Leprechaun Lines and Hudson Valley Trips handle wedding shuttles.

Finalize your menu. Attend the tasting with your caterer. Confirm dietary accommodations.

1-3 Months Out: Logistics

Confirm all vendors. Send a confirmation email to every vendor with the date, time, and location. Get responses. Don't assume.

Create your shot list for family formals. Keep it short. Six to ten groupings covers every important combination. More than that eats into your cocktail hour. Send this to your photographer.

Get your marriage license. New York requires a 24-hour waiting period, so get it at least 2 days before the wedding. The license is valid for 60 days.

Finalize your seating chart. This takes longer than anyone expects. Start early.

Plan your rehearsal dinner. Book a restaurant or venue for the night before. Hudson Valley rehearsal dinner options range from casual breweries to private dining rooms.

2 Weeks Out

Confirm final guest count with your caterer, venue, and rental company.

Break in your shoes. Wear them around the house for a few days. Blisters at a wedding are preventable misery.

Prepare vendor tips and payments. Assemble labeled envelopes for any cash tips or final payments due on the wedding day.

Send your timeline to the wedding party. Everyone involved in the day should know when to arrive and what happens when.

Wedding Week

Deliver welcome bags to hotel rooms if you're doing them.

Rehearsal and rehearsal dinner. Walk through the ceremony timing, processional order, and any specific cues.

Get some sleep. The best thing you can do for your wedding photos is show up well-rested.