Wedding Planner Template

Page 1


the best thing

to hold onto in life is each other


WHO‘S GETTING MARRIED

&

WEDDING DATE


Congratulations on your engagement! You’ve found the love of your life and you can’t wait to share your joy with all of your family and friends. It’s going to be an amazing day and a beautiful start to a wonderful life together. But first, there’s some planning to do so you can have the best day ever. This planner will help you to...

design your perfect day so let’s get started!


table of contents Overall Prep Contact List Budget Breakdown Timeline

Bridal Prep

Wedding Dress Bridesmaid Dresses Formal-wear Flowers Shoes. Hair & Makeup Bridal Party Bridal Shower Bachelorette Party Gift Registry & Log

Event Prep Venues & Officiant Hotel Guest List Seating Chart Music Photographer Videographer Food Cake

Day of Schedule Ceremony

Honeymoon Prep Planning


on

we’ve decided

forever


WEDDING CONTACT LIST


Bridal Party Maid of Honor

Bridesmaid #1

Bridesmaid #2

Bridesmaid #3

Bridesmaid #4

Bridesmaid #5

Flower Girl Parents

Ring Bearer Parents

Name

Phone

Email


Groom Party Best Man

Groomsman #1

Groomsman #2

Groomsman #3

Groomsman #4

Groomsman #5

Groom’s Parents

Bride’s Parents

Name

Phone

Email


Vendor Wedding Planner

Rehearsal Dinner Venue

Ceremony Venue

Reception Venue

Hotel

Transportation

Photographer

Videographer

Name

Phone

Email


Vendor Cake

Florist

Caterer

Furniture Rental

Music

Officiant

Hair & Makeup

Dress

Name

Phone

Email


share the love


the more the merrier


by

You always gain

giving love

~Reese Witherspoon


BUDGET BREAKDOWN


STEP 1 Decide the overall budget

Maximum Amount You Want To Spend $$

MINIMUM AMOUNT YOU WANT TO SPEND $$


STEP 2

Decide who will contribute what $ or %

Bride’s $$ Contribution

Groom’s $$ Contribution


bride

expenses Dress Shoes Jewelry Hair & Makeup Bridesmaids Gifts Gift To Groom Bridal Shower Bachelorette Party Parent Gifts Honeymoon Clothes Nails Garter Belt Florist

Total

Estimate

Actual

Difference


Groom

expenseS Tux Shoes Groomsman Gifts Bachelor Party Parent Gifts Honeymoon Clothes

Total

Estimate

Actual

Difference


Other

expenseS Ceremony Venue Officiant Photographer Videographer Music Caterer Cake Reception Favors Furniture Rental Invitations Calligrapher

Total

Estimate

Actual

Difference


money may not buy love

but fighting over it will bankrupt

your relationship


a perfect marriage is


2 imperfect people who refuse to give up on each other


the supreme happiness in life

consists in the conviction that one is loved


TIMELINE SCHEDULE


day of the event


12 months before

• Announce your engagement with a cute WE’RE ENGAGED • • • • • • • •

photo Buy every bride and honeymoon magazine out there Determine your overall wedding budget Have your ring appraised & insured Set a date and time after checking with important guests Create a wedding website Start researching ceremony and reception venues Determine any religious conversions that need to be made by either party Hire a professional wedding planner


• • • • • • • • • • •

9-11 months before

Secure a ceremony venue Book your wedding reception venue Book an officiant Plan your engagement party Select your bridal party, groomsmen, flower girl and ring bearer Choose your wedding colors and style Start researching caterers Start wedding dress shopping Research photographers, videographers, bakers, DJs and bands Setup florist appointments Research furniture rentals if needed, depending on your venue


• • • • • • • • • • • • •

6-8 months before

Select a final wedding dress Create a gift registry Select bridesmaid dresses + let your bridal party schedule fittings Start premarital counseling Plan out ceremony with officiant Book your florist, cake, photographer, videographer, DJ/band Get engagement photos taken Start researching honeymoon ideas Reserve a hotel block for out of town guests near the reception Send out save the dates to all guests with hotel information Schedule the Rehearsal Dinner Order wedding invitations Finalize menu with caterer


• • • • • • • • • • • • •

4-5 months before

Confirm your bridesmaids have ordered their dresses Find matching shoes and jewelry for your bridesmaids outfits Research wedding insurance Research centerpieces Finalize your floral bouquets and arrangements with your florist Choose what the groom and groomsmen will wear Find a calligrapher + ensure she can send you the envelopes at least 3 months in advance of the wedding date Finalize your furniture rentals for the reception and ceremony Plan a welcome party Start making honeymoon travel reservations: flights, hotel, excursions, ground transportation Book your rehearsal dinner venue and menu Sign up for dance lessons Order the groom’s cake


2-3 months before

• Confirm bridesmaid dress, accessories and shoe deliveries & • • • • • • • • • • •

confirm hairstyles Research marriage contracts for the ceremony Buy/Rent any additional ceremony decorations Book pre-wedding beauty care appointments: facial, haircut & color) Shop for wedding ring bands Buy wedding or love theme postage stamps and drop all invites in the mail at the 3-month mark Choose wedding favors Schedule a bridesmaid luncheon Confirm day of transportation for you, the wedding party and guests Schedule your wedding dress fittings Have your bridal shower Determine ceremony readings & assign them to different guests


• • • • • • • • • •

2 months before

Create your song list: both must play and do-not play Write your vows Have your bachelorette party Create the ceremony program Buy your wedding veil, shoes and all accessories before the final fitting Find something old, new borrowed and blue Arrange for childcare or activities for kids at your reception Schedule trial hair and makeup appointments Find thank you cards for wedding gifts Attend your 1st dress fitting


1 month before

• Review ceremony schedule with officient • Send out rehearsal dinner invites - these are sometimes already • • • • • •

included in the official wedding invitation Create your ceremony program Create an hour by hour schedule for the day of Plan a day-after brunch for guests Order in-room welcome baskets: Fruit, water, chocolate and a nice note and directions for out of town guests at their hotel Purchase gifts for parents, wedding party and each other Plan out a night before activity for out of town guests


1-2 weeks before

• Call any guests that have no RSVP’d • Give the caterer, cake baker and reception venue a final head • • • • • • • • •

count Create the seating chart and create table assignments Create escort cards Confirm all vendors and honeymoon reservations Prepare wedding toasts Attend final dress fitting + pick up dress Arrange final payments and any vendor cash tips into separate envelopes and give to the wedding planner to distribute Confirm photo pose list with photographer Obtain marriage license Create day of emergency kit or confirm wedding planner will have one on hand


• • • • •

1 day before

Get a mani/pedi Pack for your honeymoon Give wedding party their gifts during the rehearsal dinner Remind wedding party of the day of schedule Get to bed early!


Marriage Definition

an endless sleepover with your favorite weirdo


BRIDAL

DRESS


DRESS

wedding dress inspiration board


STYLE

let’s narrow it down

Circle your first choice! Formal

vs Informal

Ornate vs Spare & Simple Modern vs Traditional White vs Color Conservative vs Sexy Fitted vs Flowy Sexy vs Lots of coverage Classic vs Unusual

Circle your first choice! Ball Gown vs Sheath A Line vs Mermaid

shape

Circle your first choice! Scoop neck vs Plunging cleavage neckline

Strapless vs Off the shoulder Halter Top vs Sabrina Bateau


let’s narrow it down

STYLE

Circle your first choice! Short sleeves vs Long Sleeves

Circle your first choice! Lace vs Ruffles Beading vs Floral appliques Busted fabric vs Smooth

Circle your first choice! Floor length vs Kneed length Chapel Length vs Cathedral

length

Circle your first choice! white vs ivory color

champagne vs cream bright colors vs pastels


BRIDAL STORE What to ask before buying 1. What size sample dresses are available to try on (it’s usually 8-10) 2. Do you need to schedule an appointment with someone 3. Do they carry the dresses that you’re interested in looking at -

4. 5. 6. 7.

name the designers you found in your bridal magazines - and if not, will they order a sample for you to try on? What are their lowest and highest prices Should you bring your own shoes and bustier for try ons? What is the lead time from order to arrival of your dress Can they rush orders

8. Will alterations be done on-site or do they send them out


BRIDESMAIDS DRESSES

bridesmaid dresses inspiration board


What to ask before buying Are there color swatches for different styles Do you need to make an appointment How long is the lead time for ordering a dress Do they do alternations on site Can they ship the dress directly to out of town bridesmaids Can you get a discount or free alterations if you order the bridesmaid dresses from the same store as your wedding dress 7. Does the store carry matching shoes and accessories 1. 2. 3. 4. 5. 6.

groomsmen formal wear tip • Pay to rent all formal-wear at once and let them

men reimburse you - they are too irresponsible to get their orders in on time • Designate someone to collect all formal-wear the morning after and return it to the rental location so you are not charged late fees


GROOM

groom & groomsmen Inspiration board


STYLE

let’s narrow it down

Circle your first choice! 3-Button vs Double Breasted Shawl Label Tux vs Mandarin Jacket Tailcoat vs No Tailcoat Tux vs Suit vs Military

Circle your first choice! Black vs Navy

color

Gray vs Brown White/Cream vs Color

Circle your first choice! Tie vs Bowtie neck wear

Suspenders vs Cummerbund Vest

Circle your first choice! Evening vs Daytime

color

Current vs Classic Formal vs Informal vs Semi-formal


it’s not just

another dress


it’s the dress

you’ll remember forever


a woman’s dress should be like a barbed wire fence

serving its purpose without obstructing the view


FLOWERS


BOUQUETS

floral decorations inspiration board


let’s narrow it down

STYLE

Circle your first choice! Traditional vs Modern Minimal vs Ornate Rustic vs Beachy Romantic vs Bold Whimsical vs Practical Old World vs Corporate

Circle your first choice! Berries vs Exotics

flowers

Traditional vs Succulents Milk Glass Vases vs Reclaimed Wood Seasonal Flowers

Circle your first choice! Mo n o c h r o m a t i c s v s A l l - w h i t e colors

Dark Hues vs Citrus Shades Traditional White & Pastels vs Multicolored


WHERE Ceremony • • • • • • • • • • •

Bridal bouquet Tossing bouquet Bridesmaids bouquets Groom’s boutonniere Corsages for mothers & grandmothers Groomsmen boutonnieres Flower Girl Altar Rose petals for tossing Archway Bridal Path


TO ADD FLOWERS Reception • • • • • • • • • • • • •

Centerpieces Cake Table Dinner Table Assignment Cards Bar Bathrooms Reception Area Doorway Archway Welcome Party Rehearsal Dinner Chairs Lights Aisle Runners


flowers are

happiness


SHOES HAIR & MAKEUP


SHOES

his and hers footwear inspiration board


let’s narrow it down

STYLE

Circle your first choice! Heels vs Tennis shoes Open Toe vs Closed Toe

heels

Strappy Sandals vs D’orsay Chunk& Wedge Heels vs Stilettos

Circle your first choice! style

Ornate vs Plain Velvet vs Satin Leather Vs Plastic Seen vs Unseen - depending on dress length


HAIR & MAKEUP beauty inspiration board


let’s narrow it down

STYLE

Circle your first choice! Up-do vs Down Straight vs Curly vs Waves Hairpiece vs Free Flowing Braided vs Unbraided Veil vs Tiara Headband vs Barrette

Circle your first choice! Light vs Dark Daytime vs Evening

make up

Natural vs Heavy

hair & makeup tips

Schedule multiple trial sessions until it’s perfect Bring examples of what you love Show examples of what you hate Color your hair at least 2 months ahead Schedule a touch up appointment one week before the big event


makeup is art

beauty is spirit


BRIDAL PARTY


BRIDAL SHOWER

bridal shower ideas

spa day

formal afternoon tea or party

informal cheese & crackers at someone’s house


how to plan it

INVITES Who’s Invited Family & Friends Close girlfriends only Men and women

Who’s Paying Maid of Honor Bride Groom Groom’s Family Bride’s Family Attendees

Logistics Reserve a venue + buy decorations Decide on a menu and desserts Create a bridal registry Send out invites at least 2 months in advance Follow up on unanswered RSVPs Give final headcount to venue


BACHELORETTE PARTY going out

Who’s Planning it Maid of Honor Bride

When A week before the wedding

Where Usually local

staying in


how to plan it

INVITES Who’s Invited Close girlfriends only Coworkers Men and women

Logistics If it’s a destination party like Vegas, plan it at least 2 months in advance If it’s an informal stay at home night in, send out invites a month out If it’s a fun night out on the town, send out invites a couple weeks out Get a fun veil + Team Bride t-shirts for everyone


friends are the

sunshine of life


GIFTS


GIFT REGISTRY

advice

Who Register for gifts together at each store - either online or in person

What Use a universal gift registry so you don’t have multiple stores with individual accounts at each

When At least 6 months in advance - well before you send out invites so those not attending can send a gift instead.

What Else If you’re merging two households, do an inventory first of what you both already have before registering for new items


GIVING who you need to buy gifts for ahead of time - add in your gift ideas

Each Other

Bridesmaids

Groomsman

Bride’s Parents

Groom’s Parents

Flower Girl

Ring Bearer

___________

___________


Bridal Shower Gifts

From

Thank You card SenT


Wedding Gifts

From

Thank You card SenT


the more you thank life

the more life gives you to be thankful for


VENUES


CEREMONY VENUE

Possible locations

religion

church | temple | synagogue | megachurch

Possible locations

outdoors

beach | park | vineyard | castle | rooftop

Possible locations

indoors

hotel | theme park | auditorium | barn


OFFICIANT find someone you both like

or ask a friend to get ordained

Potential Officiants list names | contact info | availability | costs


QUESTIONS

TO

ASK

Are there any restrictions on music at the ceremony site i.e....... do you have to use inhouse musicians

What will the site supply: aisle runners, wine goblets, prayer bibles for a full mass

Are there restrictions on decorations or rules on photography or video

Can you write your own vows

Are there any attire restrictions


RECEPTION gothic interior

castle

all-inclusive resort


RECEPTION destination resort

favorite reception venues

definite no’s

venues to visit


REHEARSAL rehearsal dinner restaurant

menu

invite list


Venue type

Ceremony | Reception | Rehearsal

Name + Address

Cost $


Officiant Name

Contact Info

Cost


a sweet ending

to a new beginning


HOTEL


HOTEL ROOM BLOCK Negotiate a discounted rate for guests

Supply Welcome Gifts

Ensure transportation is available to all venues

Schedule a morning after brunch at the hotel

Find out the cancellation policy


considerations

HOTEL Price Point Are there rooms available at all price points

Amenities Gym Restaurant Cafe Lounge Entertainment

Child Care Are there babysitting services and activities available for kids


considerations

HOTEL

Kid Activities Are there nearby Gymborees or other kid-friendly venues that parents can explore

Pets are dogs and cats allowed in hotel guest rooms

Kid Food All of your events should have kidfriendly food expect parents to be annoyed when you don’t provide a kids menu at events


Hotel Name

Address

Cost


and together

they built

a life they loved


&

GUEST LIST

SEATING CHART


GUEST LIST

hers


GUEST LIST his


LIST RULES Stick to your budget which is.....

Split your list into Friends vs Family in order of priority - cut the bottom

Can you remove the PLUS GUEST option to save money

Even if you say adults only, parents WILL bring their children so just accept it and budget for it

Pushy parent rule: Extra parent requests must be financed by said parents


SEATING CHART

Must have items 1. 2. 3. 4. 5. 6.

Head table for the wedding party Parents table Cake Table DJ/Music Table Seating Card Table Gift Table

Your venue will have suggested seating arrangements


falling in love

is the beginning

of everything


MUSIC PHOTO

VIDEO


MUSIC Potential DJs

Potential Bands


SONG must play

LIST do not play


PHOTOS

wedding photo inspiration board


QUESTIONS

Is the photographer open to a list of musthave poses or does he like having free rein

Will s/he be shooting any other weddings that same day

How soon will the gallery of photos to choose from be available

What kind of lighting will her use

What exactly is included in the fee: time, editing, transportation


VIDEOS

wedding video inspiration board


QUESTIONS How will s/he stay unobtrusive during the event

How long will it take to get the finished video

Who will be shooting the wedding

Does s/he have other weddings that same day

What exactly is included in the fee: time, editing, transportation


vendor type

Music | Photo | Video

Name + Address

Cost $


vendor type

Music | Photo | Video

Contact Info

Cost


photography

helps people to see


FOOD & CAKE


MEALS TO PLAN rehearsal dinner

cocktail hour

passed hors d’oeuvres


MEALS TO PLAN dinner

brunch


QUESTIONS Can your caterer accommodate infinite individual Dietary Restrictions

Is there a separate setup fee included

Who is responsible for breaking down the food and cleaning

What happens to the leftover food

Will they provide kids meals for children


let’s narrow it down

MENU

Circle your first choice! Sit down vs Buffet Passed hors d’oeuvres vs buffet White glove service vs informal Food Stations vs Family Style

Circle your first choice! Open Bar vs Cash Bar

drinks

Wine vs Beer Signature Cocktail vs Specialty Bar

main course options Beef Seafood Chicken Pork Pasta Lamb Vegetarian Vegan

courses Starter Appetizer Palate Cleanser Soup Salad Fruit & Cheese Amuse-bouche Antipasto Main Dish


MENU courses

menu items


CAKE

wedding cake inspiration board


let’s narrow it down

CAKE

Circle your first choice! Round vs Square Ornate vs Simply Traditional vs Quirky Modern vs Classic Tall & grand vs Petite Cupcakes vs Cake

Circle your first choice! Primary Desserts

feature

or Photo Opp Only

Circle your first choice! toppers

Monogram vs Theme Family Topper vs Couple Flowers vs Unique Piece


DECISIONS Cake Filling

Color & Theme Ideas

# of slices

Icing Fondant vs Buttercream

Cake Budget $


Meal Vendors

Rehearsal | Wedding

Name + Address

Cost $


Cake Vendors Cake | Dessert | Cupcakes

Contact Info

Cost


photography

helps people to see


CEREMONY


sample day of schedule


YOUR SCHEDULE Time

am | pm

activity

who


MORNING OF Check the weather + plan accordingly

Grab Emergency Kit or check that Weeding Planner has one on hand

Remind wedding Tipper to bring cash envelopes with to wedding

Text Good Morning to entire wedding party

Bring a backup copy of your vows


Contact Bride Groom Maid of Honor Best Man Flower Girl’s Parents Bridesmaid #1 Bridesmaid #2 Bridesmaid #3 Bridesmaid #4 Bridesmaid #5 Groomsman #1 Groomsman #2 Groomsman #3 Groomsman #4 Groomsman #5 Bride’s Parents Groom’s Parents

Cell

Hotel Info

Alternate Contact


and we’re married


HONEYMOON


WHERE TO GO tropical

road trip

cruise


PREPARATION Request vacation + put an out of office autoreply

Confirm Pet-sitters, Babysitters (or bring the kids with) & Plant Waterers

Confirm your travel itinerary

Book travel insurance in case of weather or illness

Pack Passport, Global ID Card & Paper Copy of Itinerary


W


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