WEDDING PLANNING CHECKLIST
VENUE
CATERING
DESIGN
FLORALS
CEREMONY
RENTALS
WEDDING CHECKLIST
FIRST & FOREMOST... Here are some essential questions to begin your planning:
1. What is your maximum budget you would like to spend? 2. How many people do you envision attending? 3. What season…month…date is ideal? 4. What’s your dream venue and scene? 5. What do see, feel and hear when you envision your wedding? 6. What are 4-5 words that would explain you and your finance’s style? 7. What are some of the things you really liked and appreciated at someone else’s wedding? 8. Anything stand out from other weddings that you really didn’t like? 9. Do you have any dream vendors…photographers, florists, musicians, etc? 10. How involved would you like to be in the planning process with Heirlooms? 16–9 MONTHS OUT Start a Pinterest Board for ideas Establish ideal budget Pick your wedding party or not? Start your guest list Reserve your date & venue Think about an officiant...and book Begin researching and comparing your ideal wedding specialists photographers, florists, caterers, musicians/bands, etc. Throw an engagement party!
Collect ideas for style, themes, decor, etc. Determine how much you want to spend, based on family contribution Select friends and family to be in your wedding party or forgo bridesmaids and groomsmen to just be you two! Select guests for an A List and a back up B List, depending on budget, venue and choice of attendance size Separate locations for ceremony and reception? Factor in travel between two locations. A friend, family member, spiritual/religious leader... You can start looking around or just work with Heirlooms to curate the “best of” list for all wedding creatives
Just remember that your invitees should also be on your wedding guest list
8–10 MONTHS OUT Settle on and schedule photographer
Discuss overall vision and desired type of shots, duration of coverage for the day/night
Book the entertainment/band/ music choice
Heirlooms will hunt down the most ideal sound, based on your overall vision, taste and ideal situation
Select and meet caterers Find a dress!
Once we understand your vision and budget, we will nail down a select list of options and help coordinate meal selection Plan on at least three fittings.
Look into guest reservation options & book! Register!
Create a wedding website Select your music
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There are so many unique wedding registries now. It’s common to register at least three retailers (Target, Crate & Barrel, etc.) or create your own at SimpleRegistry.com Create your own free wedding webpage to host all info on your upcoming big day. Try Minted.com, MyWedding.com, TheKnot.com A band, an Ipod, a DJ? Before, during and after ceremony? During cocktail hour, dinner and dancing? Keep a running list of favorite songs, especially for first dance, father-daughter and mother-son dance.
7–6 MONTHS OUT Select and purchase paper goods / invites Plan a honeymoon Select bridesmaid styles Meet with the officiant
There’s a whole slew of options here, depending on your taste, budget and vision for your wedding communications - all the way down to a calligrapher and special stamps Passports, schedules, etc... Allow at least 6 months for dresses to be ordered and sized Map out the ceremony and confirm you have all official documents for the wedding (vary by county and religion)
Send out “Save the Date” cards Reserve larger, special decor and props Book a florist
Arrange transportation
Portable toilets, special lighting, heater lamps, seating, etc.
Florists can typically serve multiple clients on one day, which is why you can’t wait too long to book! This also helps firm up your wedding color palette Consider local limo services, minibuses, trolleys, or rental company options
Begin composing a day-of timeline
Draw up a rough draft of wedding day with slots for special components, blended with traditional transitions and highlights (musicians, readings, ceremonial elements, toasts, cake-cutting, first dance, etc)
Schedule hair and makeup
Start a Pinterest board to start collecting ideas for your hair and makeup. Check out and compare the options available through your planner.
6–4 MONTHS OUT Book the ceremony rehearsal and rehearsal-dinner venues Create a wedding website
Figure day-of traveling for attendees and transition between ceremony and reception sites when selecting sites. Create your own free wedding webpage to host all info on your upcoming big day. Try Minted.com, MyWedding.com, TheKnot.com
Check on the wedding invitations
Ask for samples, review and revise for final proofs
Select & order your desserts and cutting cake
Check with your baker on her timeline needs. Set up a tasting and confirm style and color scheme (in coordination with invitations, flowers, color palette, etc.)
Send your guest list to the host of your shower
Your shower may either be well known by you or a surprise? Either way, you most likely know the person(s) who’d be throwing it, so you can direct or at least hint at a guest list.
Schedule hair and makeup trial
Start a H&M list for bridesmaids and family members interested in which services and determine who is covering cost.
3 MONTHS OUT Finalize the menu of flowers
Bouquets, ceremony sight, reception tables, food tables, accents, etc?
Think about welcome baskets or favors, if desired.
Favors and welcome baskets can be one of the most creative pieces in a wedding celebration. Don’t settle for the generic, get creative about what represents you and holds meaning from you to your guests.
Check on the wedding invitations
Ask for samples, review and revise for final proofs. Select special stamps and last chance for selecting a calligrapher!
Finalize the order of the ceremony and reception
Make a list of people doing readings, blessings, musical interludes, those giving toasts at the reception and any other special elements
Print menu cards, if you like, as well as programs Purchase the rings!
If this isn’t really in your budget - no worry. These are easy to print off at home or delegate to a creative find (if your planner is not taking care of this already) This gives you some time for resizing and engraving.
2 MONTHS OUT Any final details?
This is the time to finally nail any remaining florist, caterer, musician and venue questions
Finalize playlist with band, dj or IPod
Create at least a wish-list for the band, but know they have they’re own creative freedom with the playlist
Send out the invitations Submit a newspaper wedding announcement
Rule of thumb is to mail invitations 6-8 weeks before the ceremony , setting the RSVP cutoff at least 3 weeks after postmark date. Why not share your announcement in your respective hometowns, unless you like your privacy.
Enjoy a bachelorette party! 1 MONTH OUT Enter RSVPs into guest-list for final count
Now is the time to notify vendors, such as caterer, baker and rentals, of your final numbers
Get your marriage license Visit the dressmaker for final fittings Stock the bar
This process can take up to a week. If you’re changing your name, order several copies. Rule of thumb is to mail invitations 6-8 weeks before the ceremony , setting the RSVP cutoff at least 3 weeks after postmark date. Now that you have a firm headcount, you can stock accordingly. Use Martha Stewart’s party calculator for proper amounts.
Send out as many final payments as you can ahead of time. Confirm schedule for hair, makeup & all vendors Assign seating, if desired Establish your escort card station Consider (and purchase) bridesmaid wedding party gifts Write your vows!
Treat yourself & relax!
Your wedding planner should have this covered.
Draw out table shapes on a floor plan layout of space to help plan place settings. Decipher difference between males and females. Think about type and location of escort cards - what may be fitting for your theme, location and style. These can be presented at the rehearsal dinner or a bridal luncheon
Now is the time to really start planning the flow of your ceremony and what you ‘d like to share as your vows. Draw from letters, poems, scripture, songs, etc Treat yourself to a spa day - you’ve earned it!
WEEK OF THE WEDDING Reconfirm arrival times with vendors Finalize “small” wedding day tasks Pick up your dress!
Call all vendors to check in on arrival time and any last minute details. Your wedding planner or day-of coordinator will be overseeing this. Signage placement, greeters, wedding party transitions into ceremony, dress bustling, collection of things (purse, scarves, etc.), gifts, vendor payments, restocking port-o-johns, etc Do you need to have a steamer on hand?
Final check in with photographers Set aside vendor payments Book a spa treatment or something special for day-of Confirm final headcount with all vendors
For those who have not been, for day-of payment a massage or simply plan on having a relaxing bath or yoga session.
caterer, venue (place settings), bar, etc.
Break in your shoes? Ready welcome baskets, if desired Finalize special additions Pack for your wedding night and honeymoon
Start wearing those beauties around the house when your finance is out. Time to assemble your welcome baskets with local gifts.
Hairpiece, shawl, a special family heirloom to have on hand? Pack that new special silky something or other and anything else that is part of this most special night . Also consider what you will need for your morning after and any family gatherings you plan for a send-off.
We look forward to assisting you on your biggest & most beautiful day!
Elsa Jagniecki Owner | Stylist Heirlooms 970.769.9019
www.heirloomsdurango.com hello@heirloomsdurango.com