Plan the Perfect Wedding Timeline
12-9 Months Before Your Wedding
Securing your venue and date early sets the tone for everything that follows and gives you a solid foundation to build on. Popular vendors in the Shenandoah Valley tend to book quickly, especially during peak seasons, so checking these items off early brings a real sense of relief. During this time, we recommend couples:
Reserve the Venue and Sign Contracts
Lock in your date at Big Oak Ranch so the rest of your planning has a home base.
Book a Wedding Planner or Coordinator
Whether you need full planning or day-of coordination, partners like Wildflower Weddings (based in Staunton, VA, with 70+ weddings planned since 2018) or Dusk to Dawn Events (which also offers floral design through their sister business, Rita's Roses) can help shape your weekend from the start.
Secure your Caterer
This is one of the first vendors to book, especially during peak season. Hank's Grille & Catering brings 20+ years in the wedding catering business with made-from-scratch menus, action stations, and certified bartenders. For couples wanting a Mediterranean or Turkish-inspired menu, Otto Eats & Catering offers customizable fine dining options including vibrant vegan dishes.
Book your Photographer and Videographer
Simply Southern Photography specializes in warm, natural moments that highlight genuine emotion. For cinematic video coverage and live streaming, C King Media delivers clean, documentary-style footage. The Virginia Wedding Photographer, Sean Miller, blends candid storytelling with editorial-inspired portraits.
Reserve Entertainment
Two Rivers Chamber Music offers everything from a String Quartet to DJ and emcee services, while Level Up Entertainment brings high-energy DJ, emcee, and live band options. Melodious Strings is another excellent choice for elegant ceremony and cocktail hour music.
Secure Event Insurance
Your venue will require it, and it gives everyone peace of mind.
Book Accommodations
Couples may also want to consider reserving the Manor House for their stay. Beautifully restored in 2022, the Manor House can sleep up to ten guests. It is an ideal place to relax, gather, and enjoy the full wedding weekend together. For additional lodging, guests can explore our sister property, Riverfront Pioneer Cabins, offering scenic riverfront accommodations just minutes away. Other local stays include Mayneview Bed & Breakfast (a historic home with mountain views, hot tub, and 6 bedrooms), Carriage Stone Farm (six guest rooms with sweeping ranch views, also great for rehearsal dinners), South Court Inn (a charming 1875 manor house), and Madeline Farms (a five-star farm stay on 40 acres).
6 Months Before Your Wedding
With your major vendors booked, this phase is all about shaping the look and feel of your day. Around this time, we recommend couples:
Schedule a Venue Walkthrough
Walk Big Oak's property with your planner or coordinator. Seeing the ceremony meadow, reception barn, and Manor House in person helps you finalize your layout, flow, and décor vision.
Finalize Floral and Décor Plans
Vivian's Flower Shop in Luray creates beautiful, custom arrangements for weddings and special events. For full event décor and design (including setup and breakdown), Visualize This with Tricia Hilliards will bring your vision to life.
Book your Cake or Dessert Vendor
Melissa's Simply Sweet is a nut-free and allergy-friendly bakery specializing in custom cakes and dessert bars. Main Street Bakery in Luray offers freshly baked cakes, pies, and pastries with full-service catering available. Autumn's Cake Company offers beautiful custom cakes and sweet treats perfect for celebrating your special day. For something unique, Love & Sweets Bakery & Cafe brings imaginative, high-quality baked goods with a heartfelt story behind every dessert.
Confirm Rehearsal Dinner Plans
If you are not having your rehearsal at the venue, Castle Vineyards offers a relaxing country setting with indoor and outdoor seating and mountain views, a perfect fit for a rehearsal dinner. Chop House Bistro (LOCAL Chop & Grill House's Luray location) features farm-to-table dishes and handcrafted cocktails for an elevated pre-wedding gathering.
Coordinate Bar and Beverage Service
Blue Shepherd Distillery offers professional mobile bartending and can craft custom signature cocktails tailored to your style. West Main Market also offers bartending services alongside their delicatessen.
Secure Rentals and any Remaining Décor Pieces
Confirm tent, tables, linens, lighting, and signage so your design team has a clear plan heading into the final months.
3 Months Before Your Wedding
As the big day gets closer, planning becomes more detail-focused. While some of these items may not feel glamorous, they play a big role in making sure your guests are comfortable and your vendors have everything they need to prepare.
Confirm your Guest Count and Finalize Seating Arrangements
Share your updated numbers with your caterer and venue coordinator so everyone can prepare properly.
Schedule Hair, Makeup, and Wellness Appointments
Lydia J. Designs offers both hairstyling and makeup services with deep experience in the wedding industry, working out of studios in Mt. Jackson and Luray. For a flawless glow, Bronzed N' Beautiful Tanning provides customized luxury spray tanning with locations in Harrisonburg and Winchester. Consider booking a pre-wedding session at Abracadabra Massage & Wellness for massage therapy, facials, and relaxation treatments.
Finalize your Ceremony Details
If you have not yet, secure your officiant. Robert L. Knight, Jr. is a compassionate and experienced officiant who specializes in meaningful, personalized ceremonies.
Confirm Transportation Logistics
Shenandoah Shores Management Group offers full-service concierge and transportation for guests visiting the Luray, VA area. If you have not added services to your venue contract, ensure you have parking attendants lined up.
Order Custom Apparel or Wedding Party Gifts
Clothes On offers design assistance and a wide range of custom printing options (screen printing, embroidery, and more) with fast turnaround.
Samantha Kaplan is a great point of contact.
Touch Base with your Photographer and Videographer
Share your shot list, confirm the timeline, and discuss any must-have moments.
1 Month Before Your Wedding
The final month is all about communication and bringing everything together. With everyone on the same page, things will start to feel calm and under control.
Schedule your Final Walkthrough with Big Oak
Walk the property one more time to confirm layout, setup zones, and logistics.
Share your Full Vendor List and Insurance Certificates with Big Oak
This ensures the venue team knows exactly who will be on-site and when.
Confirm your Event Timeline with All Vendors
Send your ceremony-to-reception schedule to your planner, caterer, photographer, entertainment, florist, and officiant. Make sure everyone has the same version.
Finalize Food and Beverage Selections
Confirm your final menu with your caterer (whether that is Hank's Grille, Otto Eats, or another partner) and lock in your bar selections with your bartending service.
Confirm Floral Delivery and Décor Setup Windows
Coordinate timing with Vivian's Flower Shop or Visualize This so setup flows smoothly on the day.
Reconfirm Lodging for the Wedding Party
Ensure your guests have their accommodations set at the Manor House, The River, or one of the local stays like Mayneview, Carriage Stone Farm, or South Court Inn. Delegate as much as you can.
1 Week Before Your Wedding
The final week is about securing last details and handing things off so you can focus on enjoying your moment.
Drop Off Décor, Signage, and Supplies on your Scheduled Day
Coordinate with your planner or décor partner to make sure everything is staged and accounted for.
Check In One Last Time with Big Oak's Venue Team
Confirm setup and teardown timing, parking arrangements, and any last-minute questions.
Confirm Beauty Appointments
Double-check your hair and makeup schedule with Lydia J. Designs and your spray tan appointment with Bronzed N' Beautiful.
Send a Final Timeline to the Wedding Party
Everyone involved should know where to be and when.
Take a Deep Breath
The planning is done. Everything is in place. It is time to enjoy every moment leading up to your wedding day.
