Welcome! Planning a wedding in the spectacular landscapes of northwestern Montana brings its own special joys and unique challenges. Whether you’re exchanging vows near the shores of Lake McDonald, beneath the peaks of Glacier, or hosting your reception under big-sky Montana evenings, this checklist is designed to guide you step-by-step. It combines the essential timeline from leading industry references with tailored details for our region — from park permits and mountain lighting to guest lodging blocks and local weather considerations. Use it as your planning companion: keep it updated, check off tasks, and let the scenery take care of the magic. We’re honoured you’re considering our venue, and can’t wait to help you bring your dream Montana wedding to life.
Foundation & Big Decisions
☐ Define your vision, style & priorities: intimate vs large guest‑list; adventurous/outdoors vs traditional; lodge vs park vs private estate.
☐ Set a date (or date range) and pick season: note high visitor traffic in Glacier NP summer months; consider shoulder seasons.
☐ Establish budget including travel, lodging, permits (especially if using park or wilderness site).
☐ Draft preliminary guest list (to estimate size, budget, venue fit).
☐ Choose and reserve ceremony & reception venues (one or two sites). If inside Glacier NP: check permitting, guest/vehicle limits.
☐ Hire wedding planner/coordinator if desired.
☐ Begin building vendor list (photographer, videographer, officiant, florist, caterer)—prioritize vendors experienced with mountain terrain, remote logistics, early‑morning/late‑day light.
☐ Announce engagement, send save‑the‑dates (especially if many guests are travelling).
☐ Research lodging and transport for guests: nearest airport (Glacier Park International Airport – FCA), car rental, group blocks for rooms.
Lock‑in Big Pieces
☐ Submit venue rental contracts and permits. If inside the park, secure Special Use Permit and any vehicle/timed‑entry reservations.
☐ Finalize ceremony location (within park or alternate)—check access, parking/vehicle rules, guest count limits.
☐ Finalise lodging blocks and guest room group rates.
☐ Choose your wedding party.
☐ Select overall theme, color palette, and mood.
☐ Secure major vendors: photographer, videographer, caterer, florist, entertainer (band/DJ).
☐ Decide on guest travel logistics: recommend shuttle/parking plans if site is remote or within park.
☐ Begin dress / suit shopping—especially if custom or destination styling.
☐ Begin designing your wedding website or invitation site (include travel/guest info specific to the region: lodging, map to park, local attractions).
☐ Book engagement photos (ideally region‑specific scenery).
☐ Set up guest mailing list and wedding registry.
Mid‑planning Push
☐ Finalize menu and catering/truck or plated; consider local flavors (Montana game, local ☐ produce, seasonal trout).
☐ Secure décor, rentals (chairs, tables, linens, lighting) especially if venue is remote or off‑the‑grid (may need vendor transport).
☐ Book hair & makeup stylists and hair/makeup trial.
☐ Arrange transportation or shuttle service for guests (especially if ceremony inside park and lodging outside).
☐ Begin planning ceremony & reception timeline (include guest travel time, photo ☐ locations, natural‑light windows).
☐ Finalise honeymoon planning if applicable.
☐ Order invitations (or design them) with guest details, lodging/travel info, and note any region‑specific logistics (mountain weather, sturdy shoes, insects, etc).
☐ Create backup/emergency plan for weather, wildlife (especially if outdoors) and vehicle access.
☐ Choose and order wedding rings.
Fine‑Detailing
☐ Send formal invitations; include RSVP and travel‑info.
☐ Finalise seating chart and guest logistics (hotel room list, welcome packets).
☐ Confirm all vendor contracts, scope of services, payment schedule.
☐ Confirm ceremony logistics: access time, parking/vehicles, guest arrival path, guest safety (uneven terrain, wildlife).
☐ Order signage and printed items: welcome sign, guest book table, escort cards, menus, programs.
☐ Prep guest experience extras: welcome bags (map of area, local snacks, bug spray, sunscreen, info on area hikes/attractions).
☐ Final dress/suit fitting; order any additional outerwear/layers (northwestern Montana can be chilly even in summer evenings).
☐ Confirm honeymoon logistics.
☐ Start drafting vows or ceremony wording.
☐ If outdoors, plan for contingencies: blinds, tarps, blankets, mosquito repellent, umbrellas.
Nearly There
☐ Apply for the marriage license (check Montana county requirements).
☐ Final venue walk‑through or virtual review; check access for vendors, parking, restrooms, power supply, lighting, sound.
☐ Finalise guest count and pay any final deposits due.
☐ Confirm rental orders and delivery/setup times.
☐ Confirm lodging rooming lists and guest transportation/shuttles.
☐ Confirm timeline with all vendors: arrival times, setup, load‑in/out, vendor breaks.
☐ Send guest reminder: travel details, parking/venue access, suggested attire (layers, sturdy shoes, maybe boots/hiking shoes for photo‑spots).
☐ Print signage and seating charts.
☐ Pack “day‑of” emergency kit: sunscreen, bug spray, band‑aids, folding blanket, extra socks/shoes, tape, stain‑remover, charger.
☐ Organise wedding party roles: who hands out tips/gratuities, who is emergency contact, who watches things through load‑out.
☐ Work on playlist, finalising ceremony music, reception music, send list to band/DJ.
Final Countdown
☐ Final RSVPs. Provide final guest count to caterer rentals.
☐ Finalise photo list with photographer; indicate any alternate outdoor photo spots, sunset times (mountain light is golden earlier).
☐ Provide vendor arrival times, contact list, backup plan for inclement weather.
☐ Confirm final payments/tips and prepare envelopes (addressed to each vendor + assistant crew).
☐ Create wedding‑day timeline (from hair/makeup through last dance) and distribute to vendors and key wedding‑party members.
☐ Reconfirm details with lodging/hotel block & guest transportation.
☐ Prepare guest welcome packets (if offering) with local maps, travel tips, nearby hikes, sightseeing.
☐ Final dress/suit fitting, prepare emergency garment bag.
☐ Recheck weather forecasts; communicate expected conditions/must‑bring items to guests (layers, jackets, closed‑toe shoes, bug spray).
☐ Practice speeches/toasts; finalise wedding party responsibilities (ring‑bearer, ushers).
☐ Make sure any necessary park/venue permits are printed, accessible and vendor aware.
T‑Minus Seven
☐ Confirm vendor arrival times, load-in logistics, and set-up arrival times with venue.
☐ Pack wedding-week items: attire, rings, ceremony programs, signage, guest book, day-of kit.
☐ Visit or review the ceremony site (if possible) to ensure signage/planning aligns with terrain/access.
☐ If in the park, check road/vehicle conditions, timed entry passes, and wildlife advisories.
☐ Distribute final timeline to wedding party, designate point person for “day-of emergencies.”
☐ Take a deep breath—do something non-wedding that refreshes you both (hiking, local nature walk).
☐ Check in with spouse, share gratitude, keep the purpose of the day in view.
Time to Celebrate
☐ Start the day with a good breakfast, hydrate well, and build in time for the unexpected (especially outdoors: wildlife, traffic, weather).
☐ Ensure your day‑of kit is accessible (bug spray, blanket, extra shoes, tape, charger, etc).
☐ Assign someone to hold vendor contracts, permits, final guest list, timeline & contacts.
☐ Enjoy the moment. The mountain vistas are literal—slow down to soak them in, especially in the region you’ve chosen.
☐ At the end of the night: collect tips/envelopes, ensure someone gathers any personal items, coordinate guest departure and vendor break‑down.
Wrap‑Up & Reflect
☐ Send thank‑you notes to guests and vendors (ideally within 60–90 days).
☐ Share vendor reviews and testimonials.
☐ Retrieve and back up photo/video files; order photo albums/gifts for family.
☐ Return any rentals (chairs, lighting, décor) and settle any remaining invoices.
☐ If ceremony/reception was in a wilderness or park environment: ensure “Leave No Trace” cleanup—clear trash, remove signs, abide by park rules.
☐ Consider ways to preserve memories: framed prints, digital album, guest memorabilia.
☐ Reflect on your experience: what worked well, what to note for future events (anniversaries, vow renewals).
