| Get Organized |
Set up organizing system with binder and dividers
Use other organizing tools (calendar, PA, index cards and worksheets)
Make wedding planning schedule
Make wedding day agenda
Copy and give wedding day agenda to all involved including vendors,
wedding party and parents |
Break larger categories into subcategories
with dividers |
| Keep all receipts |
| Print schedules and agendas |
| Keep all contracts |
| Keep all fabric samples |
| Use worksheets for contact information
and other wedding planning data |
| Keep contact information for wedding party
and vendors on worksheets |
| Set up wedding budget spreadsheet for receipt
entering |
| Include note, paper, calendar and calculator |
Your Wedding Vision
|
Describe any ideas and visions you
have for your wedding |
Style of wedding - season, modern, traditional or theme |
| Colours (Usually 2-3 that compliment each other) |
| Decide Number of Guests Inviting |
| Decide wedding date (have backup
date incase venues are not available on your 1st choice) |
| Choose the formality of wedding (formal,
informal, semi formal) |
| Other Visions - outdoor, special events |
| Wedding Budget |
Make Budget Plan |
Details of total wedding budget available |
| Break down budget into categories |
| Discuss and decide who's paying for what
wedding details |
| Keep all receipts and enter into database |
| Wedding Party |
Choose your wedding party members
and assign positions in wedding |
Organize get together to meet and get to
know each other |
| Discuss requirements of wedding party |
| Fill out and distribute wedding party contact
list to all members |
| Use wedding party duties lists if asked
for |
Wedding Ceremony
Decide wedding ceremony location
Book ceremony location, date and time
Sign contract if required |
Type of wedding ceremony:
Religious, spiritual, nondenominational, inter-faith, traditional,
contemporary or theme ceremony
Make deposit |
Discuss Vows - Write if writing your own |
| Discuss type of wedding ceremony that best
suits you as a couple |
| Check in with vendor and confirm details
(if different than officiant) |
| Make final payment |
| Decor |
Lighting |
| Pew Bows |
| Decorations other than flowers |
| Candles |
| Isle Runner |
| Extras |
Officiant
Set up meeting to discuss wedding details and requirements
Make deposit |
Apply for marriage Licence / take to officiant |
| Marriage classes required by officiant? |
| Check in with vendor and confirm details |
| Pay Fees |
Ceremony Music
Interview music providers, listen to demos
Decide on music for all parts of ceremony
Book vendor
Sign contract if required
Make deposit |
Prelude |
| Processional |
| Interlude |
| Recessional |
| Special songs, music or instruments |
| Entertainment for time of marriage licence
signing |
| Check in with vendor and confirm details |
| Make final payment |
| Special Readings/Poems |
Select, arrange and pay any fees
More meaningful if family or close friend can do this. |
| Check in with vendor and confirm details |
Special Ceremony Items
Discuss in integrating any special wedding ceremony options |
Candles, Glasses, Family Medallions for
any religious or cultural rituals |
| Dove or Butterfly release |
| Bubbles or other special effects |
| For outside weddings, please see our planner
for more ideas and things to consider |
| Wedding Ceremony Rehearsal |
Plan rehearsal time with officiant - don't
be late |
| Notify attendants, parents, and/or vendors
attending |
| Plan rehearsal dinner date, location and
time |
| Wedding Rings |
Choose and buy wedding rings |
| Size and engraved |
| Pick up and check sizing |
| Put in safe place, tell someone trust worthy
where |
Wedding Reception
View locations check total capacity and layout of venues
Book place of reception
Sign contract if required |
Wedding Venue/Hall
Check for rules and procedures
Find out what's included
Times of access and vacate
Make deposit |
Is insurance and/or liquor licence needed |
| Make floor plan of venue for planning layout
(include windows, washrooms door ways, stage, electric outlets.) |
| Table sizes - number of place settings
per table |
| Number of tables and chairs available |
| Clean up guidelines and requirements |
| Arrange key pick up and drop off if needed |
| Check in with vendor and confirm details |
| Make final payment, arrange for deposit
refund after wedding if one is taken |
Food/Catering
Interview caterers
Taste testing
Book caterer
Sign contract if required
Make deposit |
Arrange reception menu |
| Make guests' seating list |
Coffee, Punch and something to nibble on
for wedding guests as they waiting for you while pictures are
being taken
Arrange someone to manage this |
| Pay and sign contract |
| Appetizers for meet and greet |
| Chocolate fountain - order/reserve, setup,
serving maintenance and cleanup |
| Buffet - arrange food and serving |
| Plates, glassware, flatware, serving utensils,
platters, pitchers provided |
| Desserts other than wedding cake |
| Other bar such as candy or sushi |
| Serving instruments (Spoons, Platters etc.) |
| Napkins |
Coffee, Punch and something to nibble on
for wedding guests as they waiting for you while pictures are
being taken
Arrange someone to manage this |
| Make final payment |
| Give final guests count to caterer |
Bar
Hire bartenders if needed
Apply for liquor licence
Wine making if making your own wine for reception and/or
favours |
Cocktail Napkins - Paper for bar |
| Liquor licence - posted at reception |
| Wine bought |
| Champaign bought if having for toasts |
| Liquor brought |
Juices for mix |
| Soda |
| Tickets and cash box and float if cash
bar |
| Glassware for bar |
| Dispensers / Bar Mixing Instruments |
| Specialty drink ingredients if making drink
for Your Wedding with fun name |
| Openers for bottles and wine |
| Check in with vendor and confirm details |
| Make final payments |
Music
Interview musicians and/or disc jockeys
Book musicians and/or disc jockey
Time of arrival and playing time for disc jockey or musicians
Sign contract if required
Book special dancers or cultural music performers to entertain
guests
Make deposit |
Fill out Reception Plan with disc jockey
to layout events and music for reception, keep copy |
| Make list of Special Dances
and the Music to Be Played at reception |
| List of wedding party's names and position
in wedding party to disc jockey if they doing MC announcing |
| Arrange and go to dance lessons or song
routine for first dance |
| Find out if any games or other evens are
planned for reception |
| Check in wit vendor and confirm details |
| Make final payment |
Toasts and Speeches
Assign your Master of Ceremonies |
Give list of wedding party names and their
relationship to bride and/or groom. |
| Ask anyone that will be doing a speech,
give them a time limit for the speech |
| Bride and Groom Glasses for Toasting |
| Give list of speeches in order and who
will be giving each speech |
| Write your thank you speech |
| Write thank you speech for any other events
like showers and buck and does |
| Plan on who will announce your arrival
to reception |
| PA system if venue doesn't have one |
Rentals and Decor
Interview event decorators if having decorations done professionally.
Look at pictures of work
Book decorator
Reserve rentals and decor for renting
Make deposit |
Buy and needed decor items |
| Linens |
| Tables |
| Chairs |
| Chair covers |
| Plates, flatware, glassware or other dishes |
| Back drops |
| Ceiling canopy |
| Make list of rentals and arrange for someone
to return them |
| Special Effects (lighting, fog, fireworks,
bubbles) |
| Decorations |
| Lighting |
| Make list for reception cleanup and put
someone in chare of cleanup |
| Arrange setup and deliveries |
| Centerpieces other than flowers |
| Find out if there are any decorating restrictions
at reception location |
| Check in with vendor and confirm details |
| Make final payment |
| Setup and Cleanup |
Make list of items to go to reception |
| Make floor plan of place of reception for
setup |
| Make up box with duct tap, string, scissors,
garbage bags, tacks, paper towel, cleaning supplies, air freshener,
masking tape, ribbon, extension cords and anything else for
setup - take when setting up for wedding |
| Set up tables for bar, music, food/caterer,
gifts, head table, dessert, cake, and guest book at entrance |
| Stationery |
Invitations, reply cards and all envelopes |
Double check wording and addresses |
| Order all stationery |
| Fill out and keep track using our wedding
guests worksheet |
| Pay for stationery |
| Arrange for email address if accepting
reply by email |
| Save the date cards |
Send out in advance of invitations to out
of town guests |
| Thank you cards |
Fill out as gifts are received |
| Fill out and send for any shower gifts |
| Maps for invitations |
Print and place in invitations |
| Postage |
Buy enough postage for invitations, replies
and thank you cards |
| Check completed invitation to confirm postage
is adequate |
| Mail wedding invitations |
| Invitation follow ups |
Contact people that do not respond by deadline
to see if they are attending (ask parents for help with this) |
| Registry Pen and Book (Guest Book or other guests
registration item) |
Decide which items are being
used and buy |
| Bring to place of reception |
| Table place settings and table chart |
Use place seating chart worksheet to organize |
| Make place cards and/or chart |
| Make tags for favours if needed |
| Make ceremony programs |
Bring to ceremony and distribute to guests
before ceremony |
| Wedding Announcements |
Place Engagement/Wedding Announcements
in paper and/or online |
| Gifts |
Wedding Gifts
Register for at least two wedding gift registries
Use wedding guests tracker worksheet or wedding gift tracker
worksheet |
Set up wedding gift table |
| Keep track of gifts and thank you cards
sent |
| Arrange for Gifts to go on display if arrive
before wedding |
| Wedding Favours |
Buy or make favours |
| Place on guests' tables at reception |
| Gifts for Attendants, Parents and Any Others |
Buy gifts for attendants, parents and each
other. Decide when you will be handing them out (usually at
rehearsal dinner) |
| Gifts for Each Other |
Buy, wrap and arrange for delivery if needed |
| Baskets |
Baskets for out of town guests to hotel
rooms |
| Send basket with wine and chocolate to
honeymoon suite for yourself |
| Baskets in restrooms with toiletries |
| basket for flower girl if needed |
| Thank you baskets to be sent to helpers
after wedding |
| Gift Table |
Decorate wedding gift table |
| Make or buy Basket for Wedding Gift Envelopes
take to reception |
| Arrange for someone trustworthy to take
and care for wedding gifts after reception |
| Wedding Cake |
Interview cake decorators, look at past work
Taste testing cake flavours
Order - size (enough to serve invited guests) style, colour
and flavour
Make deposit |
Arrange for deliver and setup |
| Decorate wedding cake table |
| Make final payment to vendor |
| Check in with vendor and confirm details |
| Buy Cake Knife |
Engrave cake knife, bring to reception
place |
| Buy cake top if using one |
Give to baker for making cake |
| Photos and Video |
Photography
Interview photographers
View photographers' portfolios
Book photographer
Sign contract if needed
Make deposit |
Photographer's contact information on vendor
contact worksheet |
| Time of arrival, location and hours hired |
| Give photographer a list of Photo Shots
you want |
| Plan location of photo shooting |
| Arrange backup location plan for rain |
| Order albums arrange pickup date |
| Disposable Cameras for wedding guests to
use on guest's tables |
| Arrange any past photos for wedding reception
tables, posters or slide shows |
| Take your own photos of events before photographer
shows up including rehearsal, rehearsal dinner, and getting
ready on wedding day |
| Check in with vendor and confirm details |
| Make final payment |
Videography
Interview videographers
View demo DVD's
Book Videographer
Sing contract if required
Make deposit |
Videographer's contact information on
Vendor Contact List Worksheet |
| Give videographer a list of video scenes
you want taken |
| Set Time of Arrival and Location with Videographer |
| Take your own video of events before videographer
shows up including rehearsal, rehearsal dinner, and getting
ready on wedding day |
| Check in with vendor and confirm details |
| Make final payment |
| Flowers |
Interview florists
Choose flower type, colours, foliage and extra embellishments
Order flowers for wedding
Make deposit |
Centerpieces for ceremony and reception
tables |
| Bouquets |
| Boutonnieres |
| Corsages |
| Baskets |
| Flowers for hair |
| Flowers for decorating |
| Check in with vendor and confirm details |
| Make final payment |
| Attire |
Attire for Men / Boys and Groom
Order rentals/ buy tuxedos, suits or other attire for men and
boys
Pay for or make deposits |
Sizes and Fittings |
| Shoes and Accessories (Ties, cufflinks,
etc.) |
| Confirm pick up and return dates |
| Hair cuts and grooming appointments |
Attire for Women / Girls
Order gowns or other attire
Make deposits |
Order Gowns or other attire |
| Fittings |
| Make final payment when picking up |
| Accessories and Jewellery |
| Undergarments |
| Shoes |
| Make appointments for hair and makeup for
women wanting appointments on wedding day |
| Wedding day hair appointment |
| Wedding day makeup appointment |
Attire for Bride
Go gown shopping - bring one other person
Order gown - find out arrival date and manufacture
Make deposit |
Book and attend Fittings |
| Buy undergarments that work with gown -
wear to all fittings |
| Order Veil |
| Buy garter |
| Buy shoes - make sure of comfort |
| Buy accessories and jewellery |
| Book and attend pre-wedding Hair |
| Book and attend pre-wedding makeup appointment
(if doing own makeup, do trail and take photos) |
| Book and attend wedding day hair appointment
(wear button front shirt) |
| Book and attend wedding day makeup appointment
(wear button front shirt) |
| Book and attend massage to help you relax |
| Book and attend nail appointment |
| Book and attend other beauty appointments |
| Arrange for safe place for gown to be kept
before wedding - Pickup gown and keep out of site of groom |
| Arrange for someone to clean and preserve
wedding gown after wedding |
| Get together something old, new, borrowed
and blue |
| Attire for Parents |
Buy or rent attire / fittings
Hair appointments
Makeup for Moms
Accessories, shoes and jewellery |
| Transportation |
Decide on transportation method
Limo, Bus, Car, Horse and Carriage, SUV, Antique Car
Book transportation after viewing actual vehicle renting
Reserve - Place, time and amount of time rented for
Sign contract if required
Make deposit |
Decorations for vehicles |
| Transportation arranged for guests for
"Safe Home Arrival" program |
| Check parking availability and/or cost |
| Check in with vendor and confirm details |
| Make final payment |
| Honeymoon |
Make reservations
Make deposits/payments if required |
Air transportation |
| Land transportation |
| Accommodations |
| Meals |
| Special Events |
| Honeymoon night if different than vacation |
| Check in with vendor and confirm details |
| Make any final payments needed |
| Pack for Honeymoon |
Pack and give bags to someone to bring
along and keep safe |
| Passports up to date |
| Take care of home issues when going on vacation |
Arrange for someone to take care of mail,
pet care, newspapers, shoveling, grass cutting, plant care |
| Other Details |
Website up and maintained |
Send text, photos, email address to webmaster |
| Slide shows to entertain guests |
Arrange for someone to operate slide show
and record voice over or do script |
| Go to local wedding shows |
Find wedding shows in our Wedding Show
Listing - mark on calendar and invite someone to go with you |
| Find wedding vendors, get wedding planning
information and ideas |
| Finalize "Wedding Day Agenda" |
Ensure all parties involved in your wedding
day including wedding party members, parents of children in
wedding, parents and vendors |
Emergency bag with "Just incase items" for wedding
day.
Nail polish, gum, mints, tissues, deodorant, makeup, hair spray,
hair pins, needle and thread, scissors, safety pins. |
Pack and assign someone in charge of bringing
it to each part of the wedding. |
| Arrange greeter at reception to greet guests as they arrive
before wedding party arrives. |
Have them greet people as they arrive at
your reception. Ask them to sign your guests book (or other
guests signing item). Invite them to gave a drink and snack
while they wait. Make introductions |
Arrange for any lighting or doors handling that needs to
be done for wedding ceremony or reception |
Issues may arise where at certain parts
of the wedding ceremony or reception you may need doors opened
or closed, or lighting reduced or brightened. Plan ahead and
give instructions to person. Make sure they know when, where
and how |
| Hotel reservations for guests |
Reserve a block of rooms at a local hotel
if you have many out of town guests coming to your wedding.
Include hotel information in Save-The-Date cards |
| Changing Bride's Name |
Collect needed forms and documents
See our list of possible name changing places |
