Ringske

Wedding checklist for Belgium

What needs doing and when?

Over forty tasks for a wedding in Belgium, from the budget a year ahead to the thank-you cards afterwards. Including the marriage declaration at the town hall, the Unisono music licence and the numbers for the caterer. This is the list every couple gets in Ringske.

Fill it in and every task gets a date. Nothing is stored.

01

More than a year ahead

3 tasks

  1. 13 months ahead

    Set the budget — and who pays what

    Agree with the parents whether and how they contribute. Put it in Budget and you see right away what is still free.

  2. 13 months ahead

    Draw up a first guest list

    A rough count is enough: it decides which venues qualify.

  3. 12 months ahead

    Fix the date and venue

    Popular venues are booked a year ahead, especially Saturdays from May to September.

02

9 to 12 months ahead

6 tasks

  1. 11 months ahead

    Reserve the date and time at the town hall

    Many towns let you reserve up to a year ahead (Ghent, for example). A reservation is not yet the declaration.

  2. 11 months ahead

    Fill in your wedding site

    Timing, practical info, photos — so everything is ready for the save-the-dates.

  3. 10 months ahead

    Choose witnesses

    Optional: none up to four witnesses for the two of you together, and they must be adults. The town hall asks for their details with the declaration.

  4. 10 months ahead

    Book the photographer (and videographer)

  5. 9 months ahead

    Choose the caterer and plan a tasting

    Ask whether dietary needs and children's portions are included.

  6. 9 months ahead

    Book a DJ or band

03

6 to 9 months ahead

7 tasks

  1. 8 months ahead

    Send save-the-dates

    Especially for guests from far away or a date in the holidays.

  2. 8 months ahead

    Find the dress and suit

    Count on a few months of delivery time plus fittings.

  3. 7 months ahead

    Ask a master of ceremonies or speaker

  4. 7 months ahead

    Choose a florist

  5. 6 months ahead

    Rent equipment

    Tent, tables, chairs, glasses and cutlery, toilet trailer… Compare them in Vendors.

  6. 6 months ahead

    Discuss a marriage contract with the notary

    Optional, and always before the wedding. The notary registers the contract in the central register; the town hall no longer needs a certificate.

  7. 6 months ahead

    Arrange accommodation for guests

04

3 to 6 months ahead

7 tasks

  1. 5 months ahead

    Design and print the invitations

    Put your RSVP link or QR code on the card — you find it under Inviting.

  2. 4 months ahead

    Choose and order the cake

  3. 4 months ahead

    Choose the wedding rings

    Engraving often takes a few weeks.

  4. 3 months ahead

    Hair & make-up: trial session

  5. 3 months ahead

    Arrange transport

    For yourselves, and maybe a shuttle for guests.

  6. 3 months ahead

    Book the honeymoon

  7. 3 months ahead

    Send the invitations

    Tick in the guest list who got a card.

05

1 to 3 months ahead

6 tasks

  1. 45 days ahead

    Follow up on RSVPs

    In the guest list, filter on "no answer yet".

  2. 6 weeks ahead

    File the marriage declaration at the town hall

    By law at the earliest 6 months and at the latest 14 days before the wedding date. Many towns ask earlier (Ghent: at least 6 weeks) — check what yours asks. Bring your ID card; the town usually requests the birth certificate itself. One of you can also file it alone, with a power of attorney from the other.

    All about the marriage declaration →
  3. 1 month ahead

    Pass the menu and dietary needs to the caterer

    The dietary list is ready under RSVP.

  4. 1 month ahead

    Request a music licence (Unisono)

    Music at a party in a venue, with guests who are not family? You usually need a licence from Unisono; the venue's own licence does not always cover your party. Check with the venue or DJ and request it at unisono.be.

  5. 1 month ahead

    Draw up the schedule of the day

  6. 1 month ahead

    Choose texts and music for the ceremony

06

The last month

5 tasks

  1. 3 weeks ahead

    Make the seating plan (for a seated dinner)

    Only when your guests get a fixed seat at a table. Walking dinner, food trucks, a buffet or just a reception? Then simply skip this task. A seated dinner: turn on "fixed seats" under Moments and seat your guests under Seating — that is also where you print the plan and export the dietary list for the venue and the caterer.

  2. 3 weeks ahead

    Final fitting

  3. 3 weeks ahead

    Plan the vendors' balances

    Add the payments to each expense in Budget and they show up in the daily mail.

  4. 10 days ahead

    Pass final numbers to the caterer and venue

    The numbers per moment are under RSVP.

  5. 1 week ahead

    Confirm vendors: times and address

07

The last week

2 tasks

  1. 3 days ahead

    Have the rings ready and brief the witnesses

  2. 2 days ahead

    Pack an emergency kit

    Plasters, needle and thread, safety pins, painkillers, charger.

08

After the wedding

5 tasks

  1. 3 days after

    Return the rented equipment

  2. 2 weeks after

    Look through the Rolleke photos

  3. 1 month after

    Send thank-you cards

  4. 1 month after

    Thank the vendors (and leave a review)

  5. 45 days after

    Share photos with the guests

Questions

How far ahead do you start planning a wedding?

Count on a year. Popular venues are booked a year ahead, especially Saturdays from May to September, and many towns let you reserve the date up to a year in advance. Photographer, caterer and music follow in the months after. It works with less time too: then start with the venue, the town hall and the caterer.

When do you make the marriage declaration?

By law at the earliest six months and at the latest fourteen days before the wedding date, at the town hall where one of you lives. Many towns ask for it earlier — Ghent, for example, at least six weeks ahead — so check what your town asks.

Do you need a music licence for a wedding party?

Usually yes, when music plays at a party in a venue with guests who are not family. You apply for it at Unisono; the venue's own licence does not always cover your party. Ask the venue or the DJ.

When do you give the caterer the final numbers?

The final numbers usually about ten days ahead; the menu and dietary needs a month ahead. Agree on the exact deadline in the contract.

Do we need a marriage contract?

No, it is optional. If you want one, a notary draws it up, always before the wedding. The notary registers it in the central register; a certificate for the town hall is no longer needed.

This list, with your date, in your calendar.

In Ringske every task sits on your wedding date, everything moves along when the date changes, and every morning you get what needs doing that week. Starting is free.

Start for free