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Your Ultimate Wedding Planning Checklist: Everything You Need to Do to Plan Your Wedding

Posted: 17th September 2024

So, you’re engaged! Congratulations! Now comes the exciting (and sometimes overwhelming) task of planning your big day.

If you’re feeling a bit lost about where to start, don’t worry—you’re not alone. Many couples find wedding planning daunting, but with the right timeline and checklist, it becomes a fun and manageable experience. Below is a comprehensive, step-by-step guide that will take you through every stage of planning, from 12 months out to the moment you say “I do.”

Whether you’re planning a grand celebration or a simple, intimate gathering, this guide will cover all the essential details you need to know—plus expert tips and tricks to make your journey smoother.

Order of Contents (Click To Jump):

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12 Months to Go: Set the Foundation

At the one-year mark, the planning officially begins!

This is the time to lay the groundwork for your wedding and make those crucial decisions that will shape the rest of your planning journey.

Piggy bank budgeting wedding

1. Set a Budget

Budgeting is the first and most critical step in wedding planning. It will guide every decision you make going forward, from choosing your venue to selecting your vendors.

  • Break down your budget into categories: venue, catering, attire, photography, entertainment, etc.
  • Always leave some room for unexpected expenses (many couples recommend allocating 5-10% of your budget for surprise costs).
  • Don’t be afraid to prioritise: If photography is more important than flowers, allocate more money there.
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2. Create Your Guest List

Your guest list will determine the size of your venue, your catering needs, and even your overall wedding vibe.

  • Start with a rough draft and expect to revise it a few times.
  • If budget is a concern, think about trimming the guest list—it’s one of the easiest ways to cut costs.
  • Include your families in this process early on, as their input can be helpful (and avoid misunderstandings later).
Clare Adam 12

3. Choose Your Wedding Date

The date sets everything in motion and impacts your venue availability, guest attendance, and even vendor pricing.

  • Be flexible! If you can, pick a few potential dates and then see what’s available with your venue and vendors.
  • Consider the season. Summer weddings are popular, but spring and autumn weddings can be just as beautiful and may offer more affordable venue options.
  • Keep holidays and major events in mind—these can affect availability and costs.
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4. Choose Which Type Of Ceremony You Want

There are three main ceremony choices to choose from.

  • Civil Ceremonies: There are non-religious ceremonies conducted by a registrar at a registry office or an approved venue.
  • Religious Ceremonies: Can be held in churches, monsques, synagogues and other places of worship, as long as the officiant is legally authorised to marry you.
  • Humanist Ceremonies: Popular in Scotland and Northern Ireland, humanist ceremonies are legal, but in England and Wales, a separate civil ceremony is required for legal recognition.
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5. Book Your Venue

Your venue will determine the location, style, and capacity of your wedding, so it’s a top priority.

  • Visit multiple venues and compare their offerings (some venues, like The Gamekeeper's Inn, offer in-house catering and decor that can save you time and money).
  • Ask what’s included—tables, chairs, linens, lighting, and more—so you know exactly what you’re paying for.
  • If you're working with a wedding planner, they can often recommend venues that fit your style and budget.

Looking for a country wedding venue in the Yorkshire Dales?

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6. Book Your Registrar & Give Notice of Intent

Contact your local council to get the legal part sorted!

  • Registrars are bookable within 2 years of the wedding date. Make sure you book your registrar ASAP to avoid missing out on the date of your choice.
  • You are required to give a Notice of Intent before you can legally marry. You can do this no earlier than 12 months before your wedding date, and no later than 29 days before your ceremony (this may be extended to 70 days if one partner doesn't have settled status in the UK to allow time for the Home Office to investigate).
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7. Get Wedding Insurance

While optional, wedding insurance is highly recommended, especially for larger weddings.

  • Wedding isnurance can conver unexpected costs like vendor cancellations, venue issues or weather problems affecting your plans.
  • Some venues will require that you get wedding insurance; be sure to check for this in your terms & conditions.
  • Compare prices across a range of insurance companies, and look for policies that cover venue cancellations, suppliers not showing up, or damages, particularly if your venue is outdoors.

10-9 Months to Go: Start Defining Your Vision

This stage is all about shaping your dream wedding ideas.

From choosing your style to selecting your vendors, it’s time to start making the day truly yours.

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1. Choose Your Wedding Party

Your bridal party will support you through the planning process, so choose people you trust and cherish.

  • Don’t feel pressured to include someone just because you were in their wedding. Choose people who are genuinely supportive of you and your partner.
  • Keep numbers manageable, especially if you're on a tight budget—larger bridal parties can increase costs for attire, gifts, and transportation.
Amy Richard Hall Charlotte White Weddings 3

2. Begin Wedding Dress Shopping

Wedding dresses often take several months to arrive, and you’ll need time for alterations.

  • Do some research on dress styles before hitting the shops so you have a sense of what you like.
  • Set a budget for your dress and stick to it. Don’t forget to account for alterations, shoes, and accessories!
  • Bring a small, trusted group with you to fittings—too many opinions can be overwhelming.
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3. Book Key Vendors (Photographer, Caterer, Entertainment)

These are some of the most essential elements of your wedding day, and good vendors get booked quickly.

  • Look for vendors who fit your style and personality. For instance, if you want candid, natural photos, find a photographer who specialises in that.
  • Ask for references and read reviews before making any commitments.
  • Meet with your vendors, in person or virtually, to ensure you're a good match.
Save the date example

4. Send Out Save-the-Dates

Save-the-Dates give your guests a heads-up and allow them to mark their calendars, especially if your wedding is during a busy time of year.

  • If you have a wedding website or something similar, include this on the Save-the-Date so guests can get more information about accommodations, gift registries, and more.
  • Consider sending digital Save-the-Dates to save on postage and reduce paper waste.
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5. Look At Accommodation and Travel Logistics For Your Guests

This will give you ample time to book hotel rooms, arrange transportation if needed, and provide guests with the information they need to plan their attendance.

  • Once your venue and wedding date are confirmed, reach out to hotels near the venue and ask about blocking rooms for your guests. If your venue has its own accommodation, they will arrange this with you. Many hotels offer discounted rates for wedding parties especially if you book in advance.
  • Consider if your guests will be travelling from other cities, regions or countries. Look at the nearest airports, train stations and other transport options.
  • If your ceremony and reception are at different venues, or if the venue is remote, think about whether you'll need to arrange transportation (e.g. shuttles or buses) for your guests.
Rumah Desai Photography

6. Cultural and Religious Considerations

Depending on your cultural or religious background, there may be additional ceremonies or considerations to plan for.

  • If you're having a multi-cultural wedding, you may want to combine elements from both cultures, which could involve extra ceremonies or rituals.
  • Some religious institutions have specific requirements for couples before marriage. Make sure to factor these into your timeline.

6-8 Months to Go: Bring Your Vision to Life

Now that the big decisions are made...

It’s time to focus on the details that will make your wedding uniquely yours.

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1. Decide on a Wedding Theme or Style

Your theme and style will inform your choices for décor, invitations, attire and more.

  • Popular themes include rustic, vintage, bohemian, modern and classic. Choose a theme that reflects your personality as a couple.
  • Use Pinterest and Instagram for inspiration, but be sure to tailor ideas to fit your budget and venue.
  • Colour schemes should complement your venue and the season. For example, soft pastels work well in spring, while deep jewel tones are perfect for autumn.
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2. Book Your Florist

Your florist will help bring your theme to life with beautiful arrangements, centerpieces and bouquets.

  • Meet with your florist to discuss your vision. Bring inspiration photos and be clear about your budget.
  • Choose flowers that are in season—they’ll be fresher and more affordable.
  • Ask about adding greenery to fill out arrangements without adding too much cost.
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3. Order Your Wedding Cake

Wedding cakes take time to design and perfect, especially if you want something custom.

  • Schedule cake tastings and don’t be afraid to get creative with flavours.
  • Consider alternative options like cupcakes, doughnut walls or a dessert bar if you want to break tradition or save money.
  • Double-check if your venue has any restrictions on outside cakes or desserts.
Amy Richard Hall Charlotte White Weddings 7

4. Book Wedding Transportation

Getting to and from your wedding in style is important for both you and your guests.

  • Book early, especially if you’re getting married during peak season.
  • If budget allows, consider hiring transport for guests between the ceremony and reception if they’re at different locations.
  • Check whether your venue offers shuttles or discounted rates for group bookings.
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5. Confirm Your Accommodation and Travel

This will ensure that your guests have enough time to book, and avoid any last-minute stress.

  • Check in with hotels to finalise room blocks and ensure you've secured enough rooms for out-of-town guests.
  • Finalise any transportation arrangements.
  • Share the details about hotels, trvel options and special rates in your Save-the-Dates or on your wedding website. This allows guests to start making their travel plans.

4-5 Months to Go: The Finishing Touches

Now that you've laid all the foundations...

It’s time to focus on the finer details that will make your day special.

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1. Plan Your Ceremony

The ceremony is the heart of your wedding day, and it should reflect you and your partner.

  • Meet with your officiant to discuss the flow of the ceremony and any traditions or customs you want to include.
  • If writing your own vows, start working on them now. Don’t leave them until the last minute!
  • Choose music for your ceremony, including processional, recessional and any special songs for key moments.
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2. Book Hair and Makeup Artists

Professional hair and makeup will help you look and feel your best on your wedding day.

  • Schedule a trial to make sure you love the look. Bring photos of hair and makeup styles you like (and examples of what you don't like!).
  • Consider the weather when planning your look. For example, if you’re getting married in summer, opt for long-lasting, sweat-proof makeup.
  • Factor in hair and makeup for your bridal party when budgeting.
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3. Choose Wedding Rings

These are the rings you’ll wear for the rest of your lives, so take your time selecting them.

  • Start shopping early so you have time for resizing if needed.
  • Decide whether you want your rings to match or reflect your individual tastes.
  • Consider engraving your rings with something meaningful, like your wedding date or a special quote.
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4. Select Attire for the Bridal Party

Your bridal party’s attire should reflect your wedding style, while making sure everyone feels comfortable and confident.

  • Consider choosing different dress styles for bridesmaids in the same colour palette. This way, each bridesmaid can choose a style that suits her body type and personal style while keeping the look cohesive.
  • For groomsmen, decide whether you want a traditional suit, tuxedo, or a more casual outfit that fits the wedding’s theme. Consider renting to save on costs.
  • Coordinate accessories like ties, shoes and jewelry, but let each individual’s personality shine through.

2-3 Months to Go: Invitations and Personal Touches

Most of the big decisions are now behind you

Now's the time to focus on the details that will add a personal touch to your big day.

Wedding invitation

1. Send Out Invitations

Invitations set the tone for your wedding and provide essential details for your guests.

  • Include all necessary information such as the date, time, venue address, dress code and RSVP instructions.
  • Set an RSVP deadline of 3-4 weeks before the wedding date to ensure enough time to finalise catering and seating arrangements.
  • If you're using a wedding website, include the URL on the invitations for additional information like accommodation suggestions, transportation options and your gift registry.
Wedding favours plants

2. Order Wedding Favours

Wedding favours are a thoughtful way to thank your guests for celebrating with you.

  • Choose favours that reflect your personality as a couple, like personalised keepsakes, edible treats or small plants.
  • If you’re looking to save money, consider DIY favours or donating to a charity on behalf of your guests.
  • Display the favours creatively—like placing them at each guest's seat or arranging them on a table for guests to take as they leave.
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3. Finalise Your Ceremony and Reception Details

You’ll need to finalise the flow of your ceremony and reception to ensure everything runs smoothly on the big day.

  • Work with your officiant to finalise the ceremony structure, including any special readings or music you want to include.
  • Create a detailed reception timeline with your wedding planner or venue coordinator, outlining when the meal will be served, when speeches will take place and when the first dance will happen.
  • If you’re planning a special exit (like a sparkler send-off), make sure to confirm it with your photographer and venue.
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4. Prepare For The Weather

The UK is notorious for unpredictable weather. If you're planning an outdoor ceremony or reception, or outdoor elements to your day:

  • Plan for rain: have a backup plan in place (such as a marquee or indoor option) and be prepared to make a call on the weather a few days in advance.
  • If your wedding is in autumn or winter, or runs into the evening, you may need outdoor heaters or additional lighting to keep guests comfortable.
  • If it's looking like the weather won't be great, why not provide umbrellas or blankets as fun, practical favours to keep guests warm and dry!
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5. Start Writing Your Vows

Personal vows are a special way to express your love and commitment to each other.

  • Start early! Writing meaningful vows can take time, so give yourself at least a couple of months.
  • Reflect on your relationship—what brought you together, your favourite memories, and what excites you about your future together.
  • Practice reading your vows aloud to ensure they feel natural and not too long.

1 Month to Go: Final Preperations

With just a month left, the excitement is building!

Now is the time to tie up any loose ends and make sure all the final details are in place.

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1. Confirm with Vendors

Confirming all your vendors ensures there won’t be any last-minute surprises.

  • Reach out to your vendors (photographer, florist, caterer, DJ, etc.) to confirm all details, including arrival times and any specific requests.
  • Provide your vendors with a timeline for the day so they know when to arrive and set up.
  • Don’t hesitate to ask for advice—your vendors have likely worked at many weddings and can offer helpful tips to make your day run smoothly.
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2. Create Your Seating Chart

A well-organised seating chart helps your guests feel comfortable and ensures the reception flows smoothly.

  • Once you’ve received all your RSVPs, start arranging your seating chart. Group guests by relationship, mutual friends, or shared interests.
  • If possible, seat older guests away from the speakers or entertainment to reduce noise levels.
  • Consider creating a large, easy-to-read seating chart at the entrance of the reception so guests can find their table quickly.
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3. Have Your Final Dress Fitting

Your final dress fitting ensures that your dress fits perfectly and is ready for the big day.

  • Bring your shoes, accessories and undergarments to the fitting to see how everything works together.
  • Practice walking and moving in your dress to ensure you're comfortable on the day.
  • Pick up your dress and store it in a safe, dry place until the wedding.
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4. Prepare Your Wedding Day Timeline

A well-structured timeline keeps the day running smoothly, so everyone knows where they need to be and when.

  • Work with your wedding planner or coordinator to create a detailed timeline, including when hair and makeup will begin, vendor arrivals, the ceremony, cocktail hour and reception.
  • Share the timeline with your wedding party and key vendors to make sure everyone is on the same page.
  • Assign someone you trust (like a maid of honour or best man) to keep an eye on the timeline on the day of the wedding so you can focus on enjoying yourself.

1 Week to Go: Relax and Enjoy!

With only one week left, all the hard work is done!

Now it’s time to relax, enjoy the moment, and look forward to the big day.

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1. Pick Up Your Wedding Attire

Make sure your attire is ready and fits perfectly for your walk down the aisle.

  • Pick up your wedding dress, groom’s suit, and any bridal party outfits.
  • Double-check that all accessories (shoes, veils, cufflinks, etc.) are packed and ready to go.
  • Store everything in a safe place to avoid any last-minute mishaps.
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2. Confirm the Final Headcount

Your final guest count will determine how much food, drink and seating you’ll need.

  • Contact any guests who haven’t RSVP’d yet. It’s essential to have an accurate count for catering and seating arrangements.
  • Confirm the headcount with your venue and caterer.
  • Make any necessary adjustments to your seating chart based on last-minute RSVPs or cancellations.
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3. Rehearse with Your Wedding Party

A rehearsal helps everyone understand their roles and ensures the ceremony runs smoothly.

  • Organise a wedding rehearsal a day or two before the big day with your wedding party and officiant.
  • Practice walking down the aisle, positioning during the ceremony, and any special rituals you’ve planned.
  • Follow up the rehearsal with a fun dinner for your bridal party and close family—this is a great opportunity to relax and celebrate before the big day.
Wedding emergency kit

4. Pack a Wedding Day Emergency Kit

Having an emergency kit on hand will help you handle any unexpected situations on the day.

What to include:

  • Safety pins, plasters, mints, tissues, deodorant, hair pins, lip balm, stain remover, pain relievers and a sewing kit.
  • Pack a small bag with everything you might need, and assign someone to carry it for you.

The Big Day: Enjoy Every Moment!

It’s finally here—your wedding day!

After months of planning, all that’s left to do is enjoy every moment and celebrate your love with family and friends.

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1. Assign Someone to Handle the Details

You want to be able to relax and enjoy your day without worrying about logistics.

  • Assign a trusted friend, family member or coordinator to handle any last-minute details or issues that arise.
  • They can take care of vendor payments, oversee the timeline, and make sure everything runs smoothly, so you don’t have to stress.
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2. Take a Moment for Yourselves

Amid the excitement and celebration, it’s easy to get swept up in the day without spending time together as a couple.

  • Schedule a few private moments for just the two of you, whether it’s before the ceremony, during cocktail hour or at the reception.
  • Use this time to soak in the moment, reflect on your journey, and appreciate your first few moments as newlyweds.
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3. Have Fun!

This is your day—celebrate, dance, and enjoy the memories you’re making with your loved ones.

  • Don’t stress over minor details—by now, everything is in place, and it’s time to relax and have fun!
  • Focus on the love and joy surrounding you, and enjoy every second of the day you’ve worked so hard to plan.

After the Wedding: What to Do Once the Big Day is Over

After months of planning and celebrating, the post-wedding phase brings its own set of important tasks.

While the fun part might be over, there are still a few things to take care of to ensure everything is wrapped up smoothly and to start your married life on the right foot.

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1. Say Your Thank-Yous

Your guests, vendors and anyone who helped make your wedding special deserve to be thanked.

  • Send Thank-You Cards: Write personalised thank-you cards for your guests, especially those who gave you gifts or traveled long distances to attend. Aim to send these no later than within 2 to 3 months of the wedding.
  • Thank Vendors: Don’t forget to thank your vendors as well. If you were happy with their service, consider leaving a positive review online or recommending them to future brides and grooms.
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2. Collect Wedding Photos and Videos

Your wedding photos and videos will be cherished memories for years to come.

  • Review Your Photography Contract: Many photographers deliver final photos anywhere from 4 to 12 weeks after the wedding. Make sure you know when to expect them.
  • Select Your Favourite Images: Once you’ve received the photos, take time to choose your favourite images for your album, prints or thank-you cards.
  • Share with Guests: If you used a photographer who provides digital access, share the link with your guests so they can download their favourite pictures.
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3. Return Rentals and Handle Any Vendor Follow-Up

You don’t want to incur late fees or lose security deposits.

  • If you rented items like suits, dresses, décor or furniture, make sure everything is returned on time. Assign this task to a trusted friend or family member if you’re leaving for your honeymoon.
  • Double-check that all vendor payments are complete. Some vendors may require a final payment after services are rendered.
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4. Preserve Your Dress and Keepsakes

Your wedding dress and other keepsakes, such as your bouquet or veil, hold sentimental value and can be preserved for the future.

  • If you plan to keep your wedding dress, have it professionally cleaned and preserved as soon as possible after the wedding. Some dry cleaners offer special wedding dress preservation services.
  • If you want to keep your bouquet, consider having it professionally dried or preserved. There are also services that press flowers and turn them into artwork or keepsakes.
  • Set aside other keepsakes like your wedding invitations, favours or guestbook for safe-keeping.
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5. Change Your Name (If Applicable)

If you or your spouse plan to change your surname after the wedding, there are several official documents that will need updating.

  • You’ll need to update your name on your passport, driving license, bank accounts, credit cards, health insurance and utility bills. To change your name legally in the UK, you’ll need to provide your marriage certificate to these organisations.
  • Don’t forget to inform your employer, HM Revenue & Customs, and any relevant pension or financial services.
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6. Handle Marriage Registration and Certificates

Registering your marriage is essential for legal recognition.

  • In the UK, after the wedding, your officiant will submit the marriage details to the local registry office. You can apply for your official marriage certificate, which may be necessary for legal and financial matters.
  • If you plan to change your name or need proof of your marriage for legal reasons, it’s a good idea to order multiple copies of your marriage certificate.
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7. Review Your Finances as a Married Couple

Marriage can affect your finances, taxes and legal rights, so it’s important to review your financial situation together.

  • If you plan to merge finances, now’s a good time to set up joint bank accounts or update any shared assets.
  • Ensure that your wills, life insurance policies and other beneficiary designations are updated to reflect your new status as a married couple.
  • Look into potential tax benefits for married couples, such as the UK’s Marriage Allowance, which allows you to transfer a portion of your personal allowance to your spouse.
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8. Plan a Post-Wedding Celebration or Honeymoon

This is a great opportunity to relax and celebrate your new life together.

  • If you postponed your honeymoon, now’s the time to plan a trip. Many couples delay their honeymoon for a few months, allowing time to recover financially or manage other post-wedding commitments.
  • If you had a smaller wedding due to restrictions or preferences, consider hosting a larger celebration or party after the wedding for friends and family who couldn’t attend the ceremony.
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Final Thoughts: Enjoy Married Life!

Planning a wedding can feel overwhelming, but with this step-by-step guide, you’ll have everything you need to stay on track and make the journey enjoyable. Take your time, stay organised, and don’t forget to savour the process. This is the start of a beautiful new chapter in your life!

Good luck, and here’s to a wedding day filled with love, laughter, and unforgettable memories!

Weddings at The Gamekeeper's Inn

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