Countdown to the big day

COUNTDOWN TO THE BIG DAY Selecting your DATE | Setting your BUDGET | Choosing a THEME | Planning TOOLS

Before you begin your journey into the world of wedding planning, you want to be prepared with several factors. By making these choices early on in the process, you will save time, money, and lots of headaches!

“Planning your wedding can be a challenging and emotional time.

It’s important to keep the following tips in mind as you go through the process.”

STEP 1: SET YOUR BUDGET STEP 2: DECIDE ON YOUR GUEST LIST STEP 3: SET YOUR IDEAL WEDDING DATE STEP 4: DETERMINE YOUR STYLE/THEME STEP 5: DECIDE INDOOR OR OUTDOOR WEDDING STEP 6: CHURCH OR ON SITE CEREMONY STEP 7: PRIORITZE YOUR WISH LIST STEP 8: BE WILLING TO COMPROMISE STEP 9: STAY FOCUSED AND STICK TO YOUR DECISIONS STEP 10: LET’S GET STARTED

EXPERT ADVICE | MAGGIE | LEAD PLANNER

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GETTING STARTED IN 10 EASY STEPS STEP 1: SET YOUR BUDGET- -determine how much money you want to invest on this special occasion.

Please keep in mind it’s a once in a lifetime experience, but you must be practical. Unless you have an endless amount of money, it is important to consider it’s one night, several hours, and the only people who need to be happy with everything selected Is you and your hubby! Attempting to please 100 or more guests every step of the way with every decision will be nearly impossible. Make it about you guys, not everyone else. We have included a budget tool document that lists almost everything you need to account for in your budget. Budget tools are great because they give you an at-a-glance perspective on your overall wedding spending.

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STEP 2: Decide on how many guests to invite: -It’s important to poll everyone with invite power early on.

Ask for lists from both sides of the family so you can have a good estimation of how many guests will be invited. Always remember factors like children, logistics, and traveling may limit some of your guests from attending. If your inviting 150 guests for example, you will probably end up with 105 to 140 guests.

STEP 3: Set your ideal wedding date: -Very important! Depending how far in advance you’re planning, have several date options. If you’re doing a church ceremony and off site reception, you will need to be lucky to have your selected date available at 2 places. This is why it’s important to have a few dates you like in mind.

STEP 4: Determine your style/theme (Beware of Pinterest!): -Do you want boho camping, rustic vintage, romantic garden, or modern pop? Decide what style you like so once you begin your search, you can focus on venues and vendors that fit your design ideas.

STEP 5: Determine indoors or outdoors: -Combine all of the above and decide if your ideal wedding date, guest count, budget and style are best for an indoor or outdoor ceremony and/or reception.

Step 6: Church or on site ceremony: -important early on because many churches have rules and regulations that include marriage prep courses, counseling, and extensive paperwork. Depending on your access to documentation, you may need more time than anticipated to gather everything. Also remember if you’re having out of town guests, it may be hard for them to get around town. Select a church and venue close to each other.

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STEP 7: Priority List: -What are the most important things for you on your big day? Do you want a dress that’s out of this world and you’re willing to spend 25% of your wedding budget on it, or do you want a breathtaking venue that leaves you with a small budget for food and party? Decide what are those services you can’t live without and work your way down the list. This will help put all of your expenses into perspective and help you save time when calling on vendors.

1. ________________________________________________________________________________________________ 2. ________________________________________________________________________________________________ 3. ________________________________________________________________________________________________ 4. ________________________________________________________________________________________________ 5. ________________________________________________________________________________________________ 6. ________________________________________________________________________________________________ 7. ________________________________________________________________________________________________ 8. ________________________________________________________________________________________________ 9. ________________________________________________________________________________________________ 10. _______________________________________________________________________________________________

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STEP 8: Compromise to avoid disappointments: Keep an open mind during the planning process. Always have a plan B and enjoy the journey. It’s what you will want to remember for years to come.

STEP 9: Make decisions on the above: Decide and try to stick to your plan. It’s easy to get sidetracked or influenced by crafty sales pitches and emotional propaganda during the purchasing process. But, stay focused, on point, and on budget. It will alleviate stress.

Budget:

_________________

Number of guests: _________________ Wedding Date:

_________________

Theme/style:

_________________

Indoor/outdoor: _________________ Ceremony site:

_________________

Priority #1:

_________________

Priority #2:

_________________

STEP 10: Start your planning!!!

Where do you begin now that you have checked off the first 10 items on your planning list?

Hiring a wedding planner or coordinator?

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THE DIFFERENCE BETWEEN A WEDDING PLANNER AND WEDDING COORDINATOR: Even before you got engaged and started the wedding planning process, you might have heard the term “wedding planner” or “wedding coordinator” and thought they were pretty much the same person. While a full-service wedding planner that is with you throughout the majority of your wedding planning process will take on the role of a wedding coordinator on the day of your wedding, a wedding coordinator is generally considered a separate person for those brides doing the majority of planning themselves.

Wedding Planner: Think of a wedding planner as your new best friend. This person has no other job but to make sure your wedding is exactly what you want it to be (so pretty much the most amazing best friend ever). When you choose to hire a wedding planner might vary, but theoretically they are the person you call shortly after you get engaged and after you figure out a general budget (and whether or not you can afford a wedding planner, which we’ll get to in another post). Once you hire a wedding planner, you give them a very broad (or very detailed) vision of your wedding and they can then help you pick out everything from a wedding venue to wedding florists, caterer, furniture rentals, invitations, and more. Depending on your time and budget constraints, you can then be as involved as you want to be. If you’re super busy at work or in life and don’t have 150 hours to dedicate to wedding planning, they can take it over for you. Or if you have time for certain aspects of it but not others, they can work with you as much or as little as you want. Wedding planners can help you not only create a detailed timeline and budget but hopefully help you stick to it. And if they’re worth their salt they will be able to offer a vast amount of knowledge and insight into the best vendors in your area to bring your wedding vision to life.

Wedding Coordinator: The wedding coordinator is the woman or man behind the curtain, making sure that your wedding day goes as smoothly as possible so you (hopefully) don’t have to worry about ANYTHING. They are not the person you call after you get engaged to help you pick out the perfect wedding venue, caterer, florist, or other design details, but they will take all the hard work and research you’ve done and turn those plans into reality. You typically meet with a wedding coordinator several months or several weeks (depending on the service level you opt to get from them) before your wedding to go over your wedding timeline, guest count, venue details, and more. A wedding coordinator makes sure the tables are set on time, the guests are seated in the right spot, the ceremony starts and ends on time, things are packed up and sent back to the vendors and that everything is running as smoothly as possible. One thing to keep in mind is that your wedding venue might offer varying levels of wedding planning and coordination, so it’s good to check with them to make sure you’re not doubling up. Also, a lot of times even if a wedding venue has a coordinator their services might differ from that of a traditional wedding coordinator, so you’ll want to make sure what they offer and what you need before you decide whether or not to hire additional help. Depending on your budget and the time you have to dedicate to planning a wedding, I highly recommend using either a wedding coordinator or a wedding planner.

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Before you decide whether to go with a wedding planner or wedding coordinator, be sure to ask yourself these questions: What is your general budget?

Are you willing to spend at least 10-15% of that budget on a wedding planner?

If not, a wedding coordinator could be more friendly on your wallet.

How much time do you have to dedicate to planning a wedding?

If it’s less than 3-5 hours a week, a wedding planner might be the way to go.

Do you have a lot of people in your family or circle of friends weighing in with conflicting opinions on all things wedding?

If so, a wedding planner could help deflect all those little things that might come directed towards you or your fiancé.

Do you feel like you have the vision but don’t know the formalities of a wedding (like how to plan a seating chart or how long the ceremony should last?).

A wedding coordinator could be a good option for you.

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1 year prior to the big day: ❑ Compile your guest list ❑ Determine the size of your guest list ❑ Set the wedding budget & decide who will pay for what ❑ Plan a get together for your families to meet, celebrate, and discuss wedding plans ❑ Announce your engagement ❑ Set your reception date and choose your venue Call Inspired Events @ 305.421.6335 for assistance ❑ Hire your caterer, band, DJ, musicians, photographers, and florist – with just one call 305.421.6335 Inspired Events ❑ Choose and reserve the ceremony site ❑ Settle on a wedding style and color scheme.

Marsala wine is the color of the year for 2015 ❑ Choose your officiant or clergy member ❑ Hire organist/musician and soloist for ceremony 10 months prior to the big day: ❑ Register for gifts before the engagement party ❑ Plan and host the engagement party ❑ Select your bridal party 9 Months prior to the big day: ❑ Order and send save the date cards, especially to out of town guests. Visit www.miamiweddingsandevents.com and clink invitation link. Get 10% off total purchase. As an Inspired Events client use your personalized website as a save the date and save $$$ ❑ Begin shopping for your wedding gown and bridesmaid dresses ❑ Finalize your guest list 8 Months prior to the big day: ❑ Meet with officiant to determine ceremony content ❑ Attend premarital counseling, if applicable ❑ Obtain visa/passports for foreign travel ❑ Select travel agent, if desired ❑ Start planning your honeymoon ❑ Research accommodations for out of town guests

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7 Months prior to the big day: ❑ Print and email engagement announcements 6 Months prior to the big day: ❑ Order your wedding gown, if you haven’t already ❑ Order your headpiece ❑ Schedule fittings for your gown and bridesmaids’ dresses ❑ Select and buy your bridal shows, lingerie, handbags, hosiery & accessories-bring them to your fitting ❑ Reserve accommodations for out of town guests ❑ Order wedding rings; Have them sized and engraved ❑ Order bridesmaid dresses ❑ Meet your Inspired Events team members: photographer, DJ, etc. ❑ Schedule a design meeting with our floral partner, call us to schedule it for you! 305.421.6335 email info@miamiweddingsandevents.com or find the vendor contact information in the event details section of your portal.

5 Months prior to the big day: ❑ Email the planning team at Inspired Events to schedule menu and cake tastings-call or email: info@miamiweddingsandevents.com or 305.421.6335. Tastings are usually scheduled on a Saturday 1x month. ❑ Book your honeymoon ❑ Reserve a romantic room for your wedding night ❑ Finish planning your honeymoon ❑ For a Jewish wedding, order yarmulkes ❑ Select wedding favors ❑ Take your engagement photos ❑ Schedule your linen selection mtg with Inspired Events ❑ Arrange wedding day transportation (includes bride & groom, bridal party and out of town guests). Our transportation partners are great!

Call Inspired Events for your referral.

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4 Months prior to the big day: ❑ Order/make arrangements for grooms attire and schedule fittings ❑ Have mothers select attire ❑ Select and order groomsmen attire and schedule fittings ❑ Purchase cake knife and cake server, have engraved.

Visit http://inspiredevents.carlsoncraft.com/.

Receive 10% off your purchase ❑ Arrange an appointment to get your marriage license.

Visit https://www2.miami-dadeclerk.com/MLSWeb/PreApp.aspx for marriage pre application and information on necessary documentation ❑ Determine items that need to be rented and make arrangements 3 Months prior to the big day: ❑ Assemble, address, and stamp invitations ❑ Purchase cake topper ❑ Buy gifts for bridal party and parents ❑ Buy gifts for each other ❑ If you haven’t registered, do so prior to sending out invitations so you can include registry information with invitations. ❑ Schedule bridesmaid luncheon 2 months prior to the big day: ❑ Finalize all honeymoon arrangements ❑ Call us to set up your appointment if you haven’t already visited our cake designer, our cake partner- call 305.421.6335 – info@miamiweddingsandevents.com ❑ Select readings/songs for ceremony; ask people to do the honor ❑ Write your vows-review your vows with officiant

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2 months prior to the big day: ❑ Finalize all honeymoon arrangements ❑ Call us to set up your appointment if you haven’t already visited our cake designer, our cake partner- call 305.421.6335 – info@miamiweddingsandevents.com ❑ Select readings/songs for ceremony; ask people to do the honor ❑ Write your vows-review your vows with officiant & finalize ceremony details ❑ Select songs for your reception. !st dance, cake cutting, bouquet toss, etc. If using our DJ partner, log on to your exclusive portal and choose away! ❑ Send out invitations ❑ Purchase guest book and day of details.

Visit http://inspiredevents.carlsoncraft.com and receive 10% off ❑ Meet with hair stylist & make up artist to try out wedding day look w/headpiece ❑ Schedule wedding day beauty appointments ❑ Send hotel, transportation, and area attraction info out to out of town guests. If using our planning software www.planningpod.com just blast info on your website. ❑ It’s bridal shower time! ❑ Schedule rehearsal and rehearsal dinner ❑ Get name change forms (if you’re planning to change your last name) ❑ Shop for honeymoon and going away outfits 1 month prior to the big day: ❑ Get marriage license ❑ Give musicians and vocalists a copy of the music selections ❑ Confirm details with all wedding professionals. If using Inspired Events, schedule your walk thru and let us confirm details. ❑ Finalize all transportation details ❑ Attend final dress fitting/bridesmaids final fitting ❑ Groom & groomsmen final formalwear fitting ❑ Pick up wedding dress and all accessories ❑ Pick up wedding rings and have them insured ❑ Make sure all day of details are purchased- ring pillow, toasting goblets ❑ Review attendant duties with the wedding party ❑ Track gifts and send thank you notes for gifts already received ❑ Put together welcome baskets for out of town guests ❑ Write shower thank you notes ❑ Send invitations or call invitees for rehearsal and rehearsal dinner ❑ Consider wedding insurance from www.wedsafe.com

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3 weeks prior to the big day: ❑ Complete reception seating arrangements ❑ Create/order wedding programs. Visit http://inspiredevents.carlsoncraft.com and receive 10% off your order ❑ Call guests you have not yet responded ❑ Compose toasts for rehearsal dinner 2 weeks prior to the big day: ❑ Give us your final head count so we can prepare your invoice and collect final payment ❑ Finalize seating plan & write place cards ❑ Confirm directions for pick up and drop off points with limo service ❑ Send shot list to photographer and videographer ❑ Re-confirm all wedding details with professionals ❑ Groom schedule hair cut ❑ Continue to send out thank you notes for gifts received ❑ Confirm beauty appointments ❑ Confirm lodging for out of town guests ❑ Confirm honeymoon plans ❑ Confirm wedding night reservations ❑ Pick up tickets and traveler’s checks ❑ Give final head count and confirm details for rehearsal dinner 1 Week prior to the big day: ❑ Make sure you have your marriage license ❑ Pack your wedding day supplies, box together and label as to where they should be delivered ❑ Make sure all vendors are paid and contracts are signed ❑ Get crisp bills from bank for gratuities, put tips in labeled and sealed envelopes ❑ Review seating arrangements with Inspired Events representative.

Email us your seating chart including how many guests per table. ❑ Confirm time for photographer and bridal party to arrive for pictures ❑ Select a relative or friend for day of communication ❑ Steam your wedding dress, make sure it fits properly, etc. Our partner Society Cleaners offers a fantastic day of wedding valet service to steam dress on site and help the bride get dress.

Call or email us for details. 305.421.6335 or info@miamiweddingsandevents.com ❑ Assign someone to pick up and return formalwear and rental items ❑ Confirm bridal party pick up of attire ❑ It’s bachelor & bachelorette party time! ❑ Get ready for the honeymoon! Start packing  ❑ Present gifts to attendants at the rehearsal dinner or bachelor/bachelorette parties

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1 Day prior to the big day: ❑ Drop off welcome baskets for out of town guests (or assign someone to do this) ❑ Drop of wedding favors and items for reception @ Inspired Events

Time Saving Tips: - 1st look pictures before ceremony with bridal party - Limit cocktail hour to ½ hour -Limit toast to 1-2 people - Limit the size of your bridal party - Pre-pose for your cake pictures while your guests are having dinner Timeline: Guests arrival - 30 min prior to ceremony Processional - 10 min Recessional - 5 min Bridal party pictures - 30-45 min Cocktail hour - 30-45 min Guests move from cocktail area to reception 10-15 min Introductions - 5 min 1st dance/parent dances - 10 min Toast - 5-10 min Blessing - 2 min Dinner - 40-60 min Cake - 5 min Dancing - 1 ½ -2 ½ hrs Garter / bouquet toss – 10 min Bar closes 15 min before end of party Last Dance 5 min End of party Typical timeline 4-5 hours event

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7 Clever Ways to Have a Luxury Wedding You Can Afford: 1. Buy your wedding dress at the end of season sale.

Sign up for email list announcing sales at your local wedding dress shops 2. Have a small bridal party to save on bouquets/flowers 3. Recycle ceremony flowers to reception area 4. Avoid peak season – select a Sunday on a holiday weekend.

Usually venues are more affordable on Sundays 5. Skip the wedding programs and menu printing 6. Skip on the wedding favors- a nice reception will be remembered for a life time.

Favors are not necessary 7. Stick to butter cream‌it tastes better, looks great, and is affordable - make a cake for less than your number of guests

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