‘What is Involved in Wedding Planning’
Here is a full comprehensive (unstructured) list of everything we coordinate and do throughout the planning process.
We only focus on what we need to, when we need to. Everything is broken out into bite-size pieces to make the planning process as smooth and stress-free as possible. Typically planning calls take place every 2 weeks.
Many of these are overlapping along the timeline of being completed:
Send Wedding budget questionnaire to couple to complete
Create a preliminary budget based on the questionnaire and conversations with the couple
Review the budget in detail and make revisions as necessary
Create planning docs and folders in Google Drive
Share planning docs and folders with the couple
Have the first planning call to review those docs and folders and explain to the couple how they will be utilized throughout the planning process
Assign first tasks to be completed between planning calls
Give the couple a detailed bullet list to focus on when adding more pins to their Pinterest board to prepare for our Inspiration Board call.
If they have a wedding party, have them begin thinking about how they want to ask each person to participate
Discuss what website platform we will want to use for the wedding website
Partial Planning: Send them some options with pros and cons to review
They then need to begin creating the website
Full Planning: Discuss with them the design options
Begin creating the wedding website
Website needs to include room block info/cut off dates, Q&As, Dates, times, shuttle details, etc
Discuss the importance of a registry and begin creating one
Discuss wedding dresses and wedding dress shopping - when will we want to begin doing this?
Wedding Guest List - Couple needs to start putting everyone into the appropriate spreadsheet in our shared folder
Do we know who will be officiating? If not, the couple should be thinking about this.
Reach out to any places you feel would be good for potential room blocks
Create an Accommodations Inquiry Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and a bullet list of what can be compared between the hotels/accommodations as apples-to-apples as possible. Include what liabilities exist for each, distance to venue, drive time to venue, cost range for rooms, number of rooms, and number of people who can stay at each.
Once you hear back from all of the Accommodation options, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate accommodations to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Hotel/Inn/etc
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Hotel/Inn/etc- be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Create a preliminary shuttle schedule based on tentative timelines and locations (just to get the shuttles on hold - go back at a later date to update specifics)
Reach out to Shuttle companies you think will be a good fit for the Venue and Budget
If available, send the preliminary shuttle schedule and billing info for pricing/contract details.
Create a Shuttle Inquiry Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared. Be sure to note if gratuitity is/isn’t included for each. Include what liabilities exist for each (cancelation policy).
Once you hear back from all of the Shuttle Companies, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Shuttle Companies to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Shuttle Company.
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Shuttle Company - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Reach out to Restroom Trailer Companies (if needed) you think will be a good fit - make sure to get travel details and the number of stylists.
Create a Restroom Trailer Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared.
Once you hear back from all of the Restroom Trailer Companies, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Restroom Trailer Company to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Restroom Trailer Company
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Restroom Trailer Company - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Update the budget and vendor information docs to be up to date based on vendors contracted so far
Reach out to Caterers for pricing and availability
Ask any questions necessary to be sure you have all of the information needed to make an informed decision about Catering
Save each Caterers pricing and package info in our shared Google Drive folders
Create a Catering Inquiry Tracking Doc to include applicable links, availability, links to their custom proposals, and a bullet list of what can be compared between caterers as apples-to-apples as possible. Include what we have budgeted for Catering and how they compare to that budgeted amount
Once you hear back from all of the Caterers, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Caterer to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Catering Company
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Caterer - be sure to get a countersigned contract back
Let the Caterer know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Ask the couple if they have decided who will be in their wedding party (if applicable) and if so, how they plan to ask them to participate.
Have a call with Catering to review everything needed for rentals based on their preliminary menu
Have the Inspiration Board call to design the entire wedding together
Create sample layouts based on the Inspo Board call so they can decide which style layouts to move forward with - including for inclement weather
Begin rental order based on inspo board, catering, and other vendor needs, layouts, etc
Send some examples of different styles of photography so we can narrow down what photographers will be a good fit
Once you hear from them which styles they prefer:
Reach out to Photographers for pricing and availability
Ask any questions necessary to be sure you have all of the information needed to make an informed decision about Photography (travel costs, etc)
Save each Photographers pricing and package info in our shared Google Drive folders
Create a Photography Inquiry Tracking Doc to include applicable links, availability, links to their custom proposals, and a bullet list of what can be compared between photographers as apples-to-apples as possible. Include what we have budgeted for Photography and how they compare to that budgeted amount
Once you hear back from all of the Photographers, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Photographer to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Photographer
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Photographer - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Update the budget and vendor information docs to be up to date based on vendors contracted so far
Reach out to Florists you think will be a good fit for the couple’s inspo board designs and budget
If they are available, send the inspo board, layouts, list of what we are looking for, billing info, etc so they can create a detailed proposal
Create a Florist Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared. Be sure to note the differences as they are never exactly apples-to-apples when received.
Once you hear back from all of the Florists, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Florist to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Florist.
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Florist - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Review rental order received from the rental company, make any necessary revisions, and update distribution instructions
Once the rental order is ready to have everything put on hold - send the contract and deposit information to the couple
Send the signed contract to the Rental Company - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Reach out to DJ/Band you think will be a good fit for the couple’s vision and budget - include a basic breakdown of preliminary timing and what parts of the day we are looking to have performers for. Be sure to get ceremony sound system info, emcee details, etc.
Create a DJ/Band Inquiry Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared. Be sure to note the differences as they are never exactly apples-to-apples when received.
Once you hear back from all of the DJs/Bands, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate DJ/Band to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the DJ/Band.
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Be sure to get any repertoire and/or questionnaire links from them to save for later in the planning process - add to the schedule
Send the signed contract to the DJ/Band- be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Reach out to String Musicians for Ceremony/Cocktail Hour (if separate from DJ/Band) you think will be a good fit for the couple’s vision and budget - include what part of the day you are looking to have them perform
Create a String Musicians Inquiry Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared.
Once you hear back from all of the String Musicians, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate String Musicians to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the String Musicians
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Be sure to get any repertoire and/or questionnaire links from them to save for later in the planning process - add to the schedule
Send the signed contract to the String Musicians- be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Reach out to Hair and Makeup Companies you think will be a good fit - make sure to get travel details and the number of stylists.
Create a Hair/Makeup Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared.
Once you hear back from all of the Hair & Makeup Companies, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Hair/Makeup Company to request a contract for review.
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Hair/Makeup Company
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Hair/Makeup Company - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Update the budget and vendor information docs to be up to date based on vendors contracted so far
Create what is necessary to track ongoing payments to Vendors (schedule, etc)
Confirm the couple has officially asked everyone in their wedding party (if applicable) to be in their wedding party.
Begin discussing the bridesmaid dresses (if applicable) - based on designs we put in our Inspo Board
Are there appointments scheduled for wedding dress shopping? If not, we need to get some dates on the calendar.
Begin thinking about Save the Date designs.
We should know if we are hiring an officiant or having a friend/family member do it
Discuss if we think we will need golf carts. If so, how many, do we need drivers, etc.
Begin designing the Save the Dates
Review the guestlist to see if any updates need to be made
Website 1st draft should be ready for review - review and update as needed
Update Layouts if needed
If it is decided we would like to reserve golf carts: Reach out to the golf cart rental company
Get a contract for review from the Golf Cart rental company
Send the Golf Cart Rental contract with notes to the couple to review
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Golf Cart Rental Company - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Save the Dates should be printed or e-Save the Dates ready to be sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Update the budget and vendor information docs to be up to date based on vendors contracted so far
Wedding dress should be purchased
Where do we plan to have alterations done? Research if needed
Everything should be finalized with the Officiant. Assuming a friend/family member is doing this - they should be asked.
Send them some ceremony samples, outlines, how to get ordained, and other information they may find helpful.
The website should have all updates completed before sending the Save the Dates
Save the Dates should be sent to guests
If the Save the Dates were printed - be sure to set aside a clean un-mailed copy for the photographer
Update addresses in Guest List Tracking if any Save the Dates are sent back
Have the bridesmaid dresses (if applicable) been purchased?
Discuss with the seamstress the schedule for dress alterations. Set a reminder if needed to schedule the fittings at the appropriate times
Begin discussing and planning the Auxillary Events (Rehearsal Dinner/Welcome Drinks/After Party/Brunch)
Do we need a microphone for speeches for any of these events?
Reach out to Rehearsal Dinner locations you think will be a good fit for the couple’s vision and budget
If they are available, send them everything needed to put together a proposal
Create a Rehearsal Dinner Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared.
Once you hear back from all of the Rehearsal Dinner locations, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Rehearsal Dinner location to request a contract for review or to make a reservation (depending on how casual it will be)
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Discuss documents needed for your Marriage License
Send the list of questions to the Rehearsal Dinner location.
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Rehearsal Dinner Location - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Reach out to Welcome Drinks locations (if different from where the Rehearsal Dinner will be hosted) you think will be a good fit for the couple’s vision and budget
If they are available, send them everything needed to put together a proposal
Create a Welcome Drinks Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared.
Once you hear back from all of the Welcome Drinks locations, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Welcome Drinks location to request a contract for review or to make a reservation (depending on how casual it will be)
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Welcome Drinks location.
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Welcome Drinks Location - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Start thinking about if you want to write your own vows
Reach out to After Party locations (if applicable) you think will be a good fit for the couple’s vision and budget
If they are available, send them everything needed to put together a proposal
Create an After Party Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared.
Once you hear back from all of the After Party locations, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate After Party location to request a contract for review or to make a reservation (depending on how casual it will be)
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the After Party location.
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the After Party location - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Do you want to have hotel gift bags? If so, discuss who will be responsible for assembling and delivering them.
Reach out to Brunch locations (if applicable) you think will be a good fit for the couple’s vision and budget
If they are available, send them everything needed to put together a proposal
Create a Brunch Tracking Doc to include applicable links, availability, links to any paperwork they may share with you, and pricing to be compared.
Once you hear back from all of the Brunch locations, polish out the inquiry tracking doc and send it to the couple with notes for things to keep in mind when reviewing.
Review with the couple, answer any questions and once there is a decision reach out to the appropriate Brunch location to request a contract for review or to make a reservation (depending on how casual it will be)
Review the contract in detail, send it to the couple with a list of questions you know you will want to ask, and get any questions from them they would like to add.
Send the list of questions to the Brunch location.
Send responses to the couple to review with any applicable notes you think they may find helpful
Once all questions are answered and the contract has been updated (if needed) send the most up-to-date contract version to the couple with a list of what is needed next (signatures, deposits, etc - with addresses to send checks if applicable)
Send the signed contract to the Brunch location - be sure to get a countersigned contract back
Let them know how the deposit is being sent
Be sure to receive written confirmation the deposit has been received
Save fully executed contracts, deposit info, Q&As, etc to our shared folders for future referencing
Update the budget and vendor information docs to be up to date based on vendors contracted so far
Review the registry to be sure it is up to date, and adjust if needed (anything is out of stock, etc)
Talk about what kind of Thank You cards you want - if they are not part of the invitation suite, what do you want to order?
Discuss if we are doing wedding favors. If so, what do we want to do?
Start thinking about what you want your wedding rings to look like
Begin discussing shoes, jewelry, undergarments, shirts, etc for the wedding day
Will the couple be going on a honeymoon? If so, they should start thinking about where
Discuss with the florist when they would like to have their finalization meeting to review the final design - get a date on the calendar
Begin the ‘Purchase and Locate List’ - guest book, pens, any signs, ring box, hotel gift bag items, etc
add links, suggestions, etc for the couple to review
Does the venue have a steamer? If not, how do we want to source one?
Discuss food for during the day when everyone is getting ready
Get some pricing and options for the couple to review
Begin thinking about Wedding Invitations
If one of the couple is planning to wear a suit, begin discussing where that will be purchased
Has an outline for the ceremony been started?
Bridesmaid dresses (if applicable) should be purchased - ask everyone if they know how they are managing their alterations if needed
Update any tweaks to the layouts needed
Begin designing the Wedding Invitations
Order your Thank You Cards and stamps
Will you want to get gifts for any of your wedding party/parents, etc?
Schedule a tasting with the Caterer if you haven’t already
Discuss where the bride/groom and their friends will be getting ready
Have any plans been made for the honeymoon? Plane tickets, accommodations etc?
Begin the Day of Schedule if it hasn’t been started yet
Who will be giving speeches at the reception and/or rehearsal dinner?
Talk to those people about giving speeches at the events
Once Invitation proofs have been received make adjustments as needed until they are ready to go to print
Review Guest List one final time
Create a Guest List for the Rehearsal Dinner
Review the Purchase and Locate List again - order everything we can
Schedule a time to go shopping for wedding rings
Update all of the paperwork to include where the bride/groom will be getting ready, and the ceremony/reception times
Double-check all Vendor Contracts to know who needs accommodations secured - make sure those are taken care of
Has the suit been purchased (if applicable)?
All of the bridesmaid dresses (if applicable) should be all set for alterations at this stage.
Schedule more appointments for wedding ring shopping if needed
Are you writing your own vows? If so, you should be working on them
All jewelry, shirts, shoes, etc should be purchased or located/decided on
Create and share docs to help take the most helpful notes possible at the Catering tasting
Schedule an appointment to see the rental showroom
Start thinking about music for the ceremony, first dance, entry to the reception, parent dances, etc
Will we have anyone giving a reading at the ceremony?
If so, talk to those people about it
Final orders for Favors should be placed
“Week of Schedule” should be started (with packing and shopping lists)
If hotel gift bags or other projects have been delegated to someone else, check in with them to be sure they are still on track to have them completed on time
Begin writing and sending your Thank You cards if you have begun receiving gifts
Make sure you have your next fittings scheduled
Do you need insurance for the event (many Venues require this) - if so, secure the insurance with the appropriate wording required by the Venue - and include all auxiliary events.
Begin acquiring certificates of insurance from all of the Vendors - be sure to get the required wording per the Venues parameters
Update the rental order based on tasting notes and showroom visit
Once all of the Certificates of Insurance have been retrieved from the Vendors, send them all to the Venue with the Vendor Information list
Do we want to donate flowers after the wedding to a local hospital or nursing home?
Begin ‘End of Planning Communications’ spreadsheet for everyone more than just ‘a guest’ so Cathy can send them custom emails the week of the wedding with schedules, maps, etc.
Print Wedding Invitations
Be sure to set aside a clean un-mailed copy for the photographer
Begin creating wedding signs and seating chart or escort cards
Update the website for RSVPs - include food choices, allergies, etc (if applicable)
If one of the couple is wearing a suit, did they order it? Do they have a tailor secured?
The honeymoon should be all planned
If you want to get gifts for any of your wedding party/parents, etc - order them, wrapping paper, etc
Organize and type up all of the notes from the tasting
Do we want to have signature cocktails? Do they require any specialty glassware to be added to the rental order?
Update Layouts to include power drops for Band/DJ, Catering, etc
If we have someone giving a reading at the ceremony, what will those readings be?
Begin Photo List for Photographer
All printed items - Signs, seating chart/escort cards, etc should be finalized
Schedule a time for all of us to go to the Venue together at least once before the wedding weekend
Schedule with Catering and the Venue the ‘Final Walkthrough’ the week of the wedding
Start polishing out the ‘Week of Schedule”
Schedule our ‘Finalization Call’ for 6-8 weeks before the wedding
Update reception layouts to include table numbers and discuss min-max numbers who can fit at each table
Seating assignments should be started for those you know are definitely coming
60 days before the wedding - go get your marriage license
Wedding rings should be ordered
Everything on the purchase and locate list should be ordered
Everything on the purchase and locate list should be moved over to the ‘Set up Instructions’ and applicable items should be added to the couples packing list on the ‘Week of Schedule’
Create a doc with the preliminary menu selections and color code any outstanding decisions that need to be made
Start making selections for music for the ceremony, first dance, entry to the reception, parent dances, etc
If we have readings at the ceremony, who will have the printed readings? The officiant, the readers, etc?
All printed items - Signs, seating chart/escort cards, etc should be printed and shipped
Double-check the ‘End of Planning Communications’ list and update it as needed
Mail Wedding Invitations
Reach out to all of the Vendors to get arrival times, allergies/restrictions, day-of contact info, etc
Ask Catering any questions necessary to finalize menu selections
Finalize menu selections and send them to the Caterer
Finalize music for the ceremony, first dance, entry to the reception, parent dances, etc
Schedule final fitting - make sure to get a video of your bustle for Cathy (if you have one)
Start tracking down RSVPs
Create and finalize the seating chart (who is sitting at what tables)
If one of the couple is wearing a suit, they should have it, alterations should be completed.
Update Guest List Tracking to include all RSVP data
Cancel any unnecessary shuttles
Create an email outlining everything that is still outstanding on our Day of Docs so the couple can review before we have our ‘Finalization Call’
Have a ‘Finalization Call’ to go over all Day of Docs, review anything outstanding and make all outstanding decisions
Confirm we have the wedding rings, they have been tried on and fit correctly
Create a Catering BEO listing everything Catering needs to know for set-up the day of the wedding - including how each of the rentals correlates to the menu and event schedule
All of the Final Day of Docs (layouts, seating charts, schedule, etc) should be finalized and sent to all of the Vendors
Update and finalize rental orders
Send all final information to the Vendors for review
Review Florist's updated contract for accuracy based on finalized layouts and guest counts
Review Catering’s updated contract for accuracy based on all finalized information
Think about how you want to formally invite guests to the rehearsal dinner
Finalize everyone’s transportation, including any special plans for family and/or wedding party members (outside the shuttle schedule)
The ceremony outline should be finalized
Vows should be finalized and sent to Cathy for review
Try to practice your first dance (in your day-of shoes!)
Any day-of food orders should be finalized
Polish out the Week of Schedule - print it or save it to your phone to have it on hand the week-of
Send invitations for the rehearsal dinner
Be sure you received all of the RSVPs back for the rehearsal dinner
Vows should be written in vow books (if applicable)
Confirm the ‘End of Planning Communications’ spreadsheet is 100% done
Create and send custom emails to everyone on the ‘End of Planning Communications’ spreadsheet
Website - remove any passwords if you have them and confirm all details (especially shuttles) are up to date and easy to locate
Have a call to discuss the weather and if we will need to go to ‘rain plan’
We will be on-site to check in all of the rentals, label all of the tables and linens, greet and direct all vendors, etc.
Have the Ceremony Rehearsal so everyone knows where to go, what to do, etc
Drink some water with liquid IV and have fun!