So, you’re engaged. Congratulations! You are embarking on one of life’s most exciting journeys. But after the initial joy, the big question often hits: “Where do we even begin?”
Planning a wedding, especially in a fast-paced city like London, can feel overwhelming. There are endless choices, from budgets to vendors. As experts in hosting unique, large-scale celebrations at Palace Banqueting, we know how to turn that feeling of ‘overwhelmed’ into ‘organized’.
We have created this master roadmap to walk you through the process, ensuring you book the right things at the right time.
Step 1: The Foundation (Budget & Priorities)
Before you look at a single venue or taste any cake, you must complete the foundational work. Your budget is the compass for every decision you will make.
- The “B-Word”: Sit down together and have a serious conversation about what you can comfortably afford. Setting a realistic budget now saves you stress later.
- The “Top 3” Rule: Here is a pro-tip: List your top 3 non-negotiable priorities (e.g., 1. A Grand Venue, 2. Amazing Food, 3. Live Entertainment). Allocate the biggest part of your budget to these and be willing to be flexible on the rest.
Step 2: Draft the “Big Number” (Guest Count)
You might be tempted to jump straight into venue hunting, but you cannot book a venue until you know your numbers.
- A vs. B List: Create a draft list. Your “A List” is for must-haves, and your “B List” is for potentials.
- Why It Matters: A venue perfect for 150 guests will not work for a 400-person multicultural celebration. Knowing whether you are hosting 100 or 500+ people is the single biggest factor influencing your budget. (Read more about managing a large guest list in our Logistics Guide).
Step 3: Secure the Date and Venue
Now the fun begins. Your venue sets the tone, locks in your date, and dictates your catering options. When exploring London venues, look beyond the chandelier and check the contract:
- What is Included?: A full-service venue, like Palace Banqueting, often includes tables, chairs, staging, security, and AV equipment in the package. This can save you thousands in external rental fees compared to a “blank canvas” venue.
- Accessibility: Is it easy for guests to reach? Is there parking?
- Catering Policy: Does the venue allow external caterers (dry-hire)? This is crucial if you have specific cultural dining needs.
Step 4: Assemble Your “Dream Team” (12-18 Months Out)
Once your venue is secured, the clock starts ticking for your other major suppliers. The best vendors in London get booked 12–18 months in advance, especially for peak-season Saturdays.
Book these immediately:
- Photographer & Videographer: Their style needs to match your vision, and they can only be in one place at a time.
- Entertainment: A great DJ or band makes or breaks the party.
- Caterer: If your venue is dry-hire, securing your catering team is your next priority. (Check out our Culinary Guide for tips on choosing the perfect menu).
Pro-Tip: Ask your venue for their ‘Preferred Supplier List’. These are vendors who already know the space and have a trusted track record.
Step 5: Curate the Details (6 Months Out)
With the heavy logistics handled (Venue, Food, Media, Music), you can finally focus on the fun, personal touches that make the day yours.
- The Timeline: Create a detailed schedule for the day. Every element, from hair and makeup to the final dance, needs a start and end time.
- Decor & Atmosphere: Now is the time to think about lighting, centerpieces, and floral designs that enhance your venue. (Looking for inspiration? See our 2025/2026 Wedding Trends report).
A Journey, Not a Race
Planning a wedding is a marathon, not a sprint. By tackling it one step at a time, you can create a celebration that is beautiful, memorable, and perfectly ‘you’. The most important step is finding a venue and a team you trust to support you through this journey.
