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Wedding Planner.Checklists.Worksheets

Looking for checklists to keep you on track?  Starting to plan your wedding, and don’t know where to start?  Here are some tips and links to help you out.   ~ Happy Planning ~

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First you need to sit down with your future husband/wife and decide how much money you can afford to spend on the wedding. Look at how much you can take out of savings, and how much you can save per week in the next year.  Then you can find a Budget Calculator tool to help estimate how much you can distribute to each portion of the wedding to stay on budget.     These can be found via google on theknot, weddingwire, or even http://www.ritzcarlton.com/en/Events/Weddings/Calculator.htm

If you are not sure how much weddings in your area cost, check out this site.
http://www.realsimple.com/weddings/budget/wedding-cost-calculator-00000000008302/index.html
Here is a more detailed breakdown of a cost estimate.  Enter your zip code and see what comes up.  http://www.costofwedding.com/index.cfm/action/costest.index

Then, think about the size of your event.  Also have an idea of what mood and atmosphere you want your celebration to have.  Are you going traditional, casual, intimate, elaborate, unusual, unique?  Do you want a small wedding 20 – 40? More around 100-130? Huge with 200 plus? Remember the more people the more you will spend on dinner and drinks. The venue (food and drinks) will take up most of your budget.

Once you have a budget and guest list, you can start talking to the venues to sign the ceremony location and reception location. Check out the amount the Budget Calculator distributed for Reception: Food & Beverage.  Take that amount and divide it by the number of guests  you plan to have.  This will give you your “Dollar Per Plate” amount.  You will need to know this amount so you know how expensive of a location and meal choices are available in your budget.

If you don’t care When you get married, you can get some great deals if you pick a date in the off-season.  The most popular dates are May – October.  But off-peak wedding months vary according to regional climate and the desirability of the weather.
*Be sure to find out the policy on changing dates just incase something comes up.
After you sign contracts you can think about colors. You don’t want to pick Colors and a Mood for your wedding and have the atmosphere of the venue clash with your choices. You can always start with a favorite flower and find things to match it.

Take a look at this site for some ideas. They have some really great color combos to consider. http://www.squidoo.com/weddingcolorcombinations

A great site to see color combinations in a new way
http://design-seeds.com/index.php/search

Here is a color wheel site
http://colorschemedesigner.com/
You can slide the little dot around to pick your first color. Then pick what type of color combination you want. You can move those dots around to do the following:
Mono- different shades of the same color
Analogic – colors that are next to each other on the color wheel
Complements – colors oposite on color wheel – give the most contrast
Triad – three colors spaced an equal distance apart
Tetrads: color harmonies 4 colors

***  LOOKING FOR A WAY TO ORGANIZE ALL YOUR THOUGHTS AND FINDINGS? ***

Here is a link to a 57 Page Wedding Planner  by Russell and Hanzel that you can print out and place in a binder to help you with your wedding planning.  I wrote a table of contents for you, so you can print the whole thing, or just the pages you need.  Some pages, i.e. Guess List tracker, you would print out multiple pages as needed.

http://www.russellandhazel.com/PDF/WeddingTemplate.pdf

Page 1 – 5 : Monthly Timeline Checklist
Page 6 – 7 : Beauty Worksheet
Page 8 : Wedding Party Contact Worksheet
Page 9 : Bridal Salon Appointment
Page 10 – 11 : Bridesmaid/Bride Fashion Worksheet
Page 12 – 16 : Budget Worksheets
Page 17 : Ceremony Worksheet
Page 18 : Day of Wedding Checklist
Page 19 – 20 : Destination Wedding Event Schedule/Travel Worksheet
Page 21 : Emergency Kits
Page 22 – 24 : Floor Plans
Page 25 : Flower Worksheet
http://www.russellandhazel.com/PDF/wedding/FlowerWorksheet.pdf
Page 26 – 27 : Groom & Groomsmen Fashion Worksheet
Page 28 : Guest List Tracker
Page 29  : Honeymoon Travel Details
Page 30 : Menu Worksheet
Page 31 :  Music Play/Do Not Play Worksheet
Page 32 : Music Planning Worksheet
Page 33 : Photo Shot list
Page 34 – 36 : Registry Worksheet/Registry Checklists
Page 37 – 39 :  Rentals Worksheet
Page 40 :  Transportation Worksheet
Page 41 :  Travel & Accommodations Worksheet
Page 42 – 52 : Vendor Contact Information
Page 53 : Wedding Cake Worksheet
Page 54 : Wedding Day Timeline Worksheet
Page 55 : Wedding Gown & Accessories Order Worksheet
Page 56 – 57 : Wedding Invitation Worksheet

and here is a link  to “The Packet”
15 page itinerary
It is more for the week/day of the wedding. (for the OCD bride or great for OOT weddings)
www.weddingbee.com/2008/08/07/the-packet/

Wedding Day Timeline

One of the most commonly asked questions I’ve seen is “How do I create a timeline?”.  So, here are some tips to help you create a timeline of events for your wedding day.

"Created by Hayley"

“Created by Hayley”

TIP #1 –  Talk to your officiant about how long the ceremony should last.  If at a church find out how early you can get in there and how late you can stay.

TIP #2 – Talk to your venue on how long dinner should last and when they like to cut the cake.  They might go down to a minimum staff and want the cake cut before a certain time.  Also, they would know Best how long dinner will take with the size of your guest list and the type of meal you are serving.

TIP #3 – Ask your DJ for a sample timeline.  This is their Job!  To keep the flow and momentum of the night going all night long.  Different regions do things different from others.  What is normal in your area might not be normal in another.  Also, tradition and culture might add different events to your timeline.

TIP #4 – Talk to your photographer!  You need to tell them how big your families are and the size of your wedding party.  Also, you will need to discuss your photo expectations.   Waiting to take ALL your photo combinations until After the ceremony and before dinner will drastically cut down on the number of combinations you will be able to get done.   I highly encourage you to get some photo combinations done before the ceremony with your family and wedding party.   The photographer will be able to tell you how much time to set aside to do this.

TIP #5 – Talk to your hairstylist and make-up artist about how much time they will need.  Be sure you know how many in your family and wedding party wish to also get their hair and make-up done.

TIP #6 – BUFFER!!!!  Add 10 – 15 min to every drive time.  If you home is 10 min from the ceremony location, give yourself 20 min to get there.  Put a buffer in your time line when ever you can.  If you need your family to all be at your home for pictures at 1:30, tell them to arrive at 1:00.  This gives those running late time to be “on time.”   If you wish to have pictures getting into your dress, you will want your family and bridal party IN their dresses for the shots, not in their shorts and tee’s.  Getting them at the location early gives them time to get dressed before your photos start.

TIP #7 – Look at your timeline from the point of view of your guest.  Do your best to start your ceremony on time.  Try to be no more than 10 min late  if things get delayed.  There is nothing worse than showing up to an outdoor wedding fifteen minutes early just to sit there for and additional thirty minutes waiting for the ceremony to start.  Add on the thirty minutes for when the ceremony finally begins, makes it over an hour of being in the Hot Summer sun.  Also, think of how long your guests have gone without eating.   For a 4:00 wedding, as a guest, I would need an hour for my husband and I to get ready and 30 – 60min for a drive time.  That has me eating 1:30 – 2:00 (or earlier).  If my last meal was at 1:30, I am going to be Starving if you don’t have appetizers and make me wait until 9:00pm to eat dinner because you  took pictures for 2 hrs between ceremony and reception, have  a wedding party intro, a first dance, 30 min of toasts, and a prayer all before dinner.  Check how long your guests are being asked to Sit in their chairs waiting for the dance floor to open.  If guests are being asked to sit down at 6:30 and you don’t have the dance floor open to them until 9:30, that is a long time for them to wait for all of your events to be done before they can get out on the dance floor and boogie.  Also, some of your guests with  babysitters or your elderly guests might want to leave between 9 and 10pm.

TIP #8BE SURE YOU EAT!!!!!!  Bring breakfast to your hair appointment, grab a snack on the way to the make-up artist, have non-messy snacks available while getting dressed and taking photos.  Have a straw to drink with.   Do not have your first meal at 7:30 at night.

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*** How to write your Timeline ***
First collect all of the known times.

– Reception ends at 11:00pm
–  Dinner will last for 60 – 70 min
– Cocktails/Appetizers for 50 – 60 min
– Reception starts at 6:00pm
– Driving time from Ceremony to Reception 20 min real time
– Start time of Ceremony 4:00 pm – sharp –
– Driving time from Getting ready location  (Photo location) to Ceremony 15 min real time

Then start filling in all the events on the night by working backwards.  Again, use the tips you received from your vendor on HOW LONG events should take and What Time they suggest you do them.

There are pros and cons to 1st dance before or after dinner. You need to decide which sounds like a better idea to you.

 1st dance (before dinner)

Pros

* no food in teeth
* no stains on dress/tux
* dress not wrinkled from sitting
* make-up still fresh

 Cons

* interruption in the tempo of the night – Upbeat intro, slow dance 1st dance, then mellow dinner. Then increase tempo again after dinner. When after dinner, you are building up the excitement and have it reach a plateau right after dinner.
* guests might be hungry

 If you do your dance before dinner, I suggest toasts/speeches during dinner after everything is served. That way your guests are not sitting in their seats for a long period of time with no food. When they need to sit too long to watch dances and listen to toasts the food gets cold, their drinks get empty, their tummies start to rumble, and the guests get restless.

Cake Cutting

This is another event that the start time is determined by where you live and what is the norm for your area.  Some cut the cake after dinner and their first dance.  Some cut the cake near the end of the night.  Again, talk to your venue on what works best for you and them.

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*************  Be sure to check out my Post on Timeline Templates *****************

https://weddingtips101.wordpress.com/2013/12/08/timeline-templates/
***************************************************************************************
**** A Sample Timeline Ceremony-Reception ****
break down in Minutes – not actual clock time
– 0:15 – 0:00 People arrive (Bride in bridal room doing touch ups)
0:00 – 0:25  Ceremony
0:25 – 0:35  Hug/greet guests
0:30 – 1:30  Cocktail hour (Bride & Groom take pictures)
1:30 – 1:35  Guests find a seat – Wedding party lines up
1:35 – 1:45  Wedding Party Introductions – people make their way to the table
1:45 – 1:55  Bride & Groom 1st dance
1:55 – 2:00  Welcome/Prayer – Start Meal
2:00 – 3:00  Meal (2:30 – 2:45 – You can have toasts During dinner, no reason for staff to wait until 3 toast are done to start bringing out the food)  * 2:45 – 3:00 walk around to say “Hi” to guests
3:00 – 3:15  Father/Daughter – Mother/Son dance
3:15 – 3:20  Anniversary dance? to Open the Dance Floor
3:20- 4:30  Open Dance Floor
4:30 – 4:40  Cut Cake
4:40-4:55   Bouquet/Garter *serve cake
4:55 – 5:55  Open Dance
5:55 – 6:00  Last Dance

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****** How to Write your Morning of Timeline *******
Your wedding day will FLY by.  You will look at your watch and wonder where the time went.  If you do not have a coordinator to set up your decorations I BEG you to find family members (Aunts, cousins) or friends to do the set up.  You and your bridal party should be enjoying your time together getting pampered at the salon,  Not getting all hot and sticky running around hanging tulle and filling vases with water and flowers.

Give yourself 1-2hrs blocked off for Bridal hair.  *2hrs might be needed if you have really long hair and never had a trial.  You want to have a buffer in there if things are not going well and you need to start over.   50 – 60 min for Bridal make-up.  Ask the salon how many stylists they will need, and how much time, to do your family and bridal party.

Getting into your dress can take 30 min or more.  Corset ribbons take time to get flat and perfect.  Buttons loops are Super tight and you should get a Crochet Loop to help get the buttons done.

Crochet hook – from joann.com

Getting everyone out of the house is going to take 10 min.  Everyone needs to find their keys, their phones, their bags, a snack;  you need to make sure all the lights are off, the curling iron is unplugged, the dog has been taken out, the house is locked – it all takes Time.  Be sure you build a buffer into getting Out of the house and on your way.  Arrive at the ceremony location 20 – 30 min early to give you time to not be seen by your guests and get in to the bridal room for a potty break and touch ups.

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Allow about 20 – 30 min per combo

* 20 min Bridal Shots
* 30 min Bride w/wedding party and her family
* 30 min Groom w/wedding party and his family
* 20 – 40 min Bride and Groom  and Giant family shots at altar/stairs/etc
* 20 min  of just the Bride and Groom (at a pretty park?)
* 10 min of fun shots of the Bride and Groom with the wedding party (optional, but fun)

Google images

Google images

Allow 10 – 30 min for First Touch or First Look photos
* 5 -10 min first touch (10 – 20 min first look)
If you are DEAD SET against “first look” photos, please try to get some time set aside for a “first touch” session.  You will have a door or a corner blocking the site of view from your husband and yourself.  I have seen some AMAZING first touch photos and I just think they are beautiful.  It gives you a chance to hold hands to calm your nerves and say a few words of encouragement and love to each other.
Pictures examples of Grooms Blown away by their Bride – 18 of the 24 examples are “First Look.”

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**** A Sample Timeline Morning of ****
if you have no drive times you can bump everything – things are also different if you have 2 photographers

7:00AM  Wake up, shower, EAT, drive to appointment
8:00  Hair appointment
10:00  Make-up – drive to location getting dressed
11:15   EAT lunch – tell Wedding party and parents to be at location to get dressed
11:30  Start getting into dress (could take up to 30 min – stubborn button loops/twisted corset ribbon)
12:00 – 12:20  Bridal shots
12:30 – 12:55  Bride combo shots with family & wedding party
1:00 – 1:20  Groom does his combos with family and WP – Bride does touch-ups
1:20  Pack up to leave
1:30  Drive to park/beach – pretty outdoor location for photos
2:00 – 2:40  First look photo – a few bride and groom shots – B&G with Wedding Party
2:45 – 3:15 Drive to ceremony
3:20 – Arrive at Ceremony: Set up any decorations, Bride does touch ups,  Groom does some altar photos
4:00 – 4:25 Ceremony
4:25 – 4:35 hug/greet guests – move them out to do Grand Exit photo (bubbles/ribbon wands)
4:45- 5:20  Bride and Groom with Family shots
(6:00 – 6:45 Cocktails for Guests)
5:40 – 6:10 Fun outdoor shots (Bride and Groom shots, Bride & Groom with Wedding party)
6:30 Arrive at Reception
6:35 Touch ups
6:40 Gather everyone and Line up for Introduction – Guests asked to take a seat
6:45 – 6:55 Intro
6:55  Prayer    (6:55 First Dance) (7:00ish Welcome & Prayer)
7:00 Start dinner (7:10 Dinner starts)

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clipartsfree.net


Some other GREAT tips here   –>  www.stylemepretty.com/2011/06/27/wedding-day-timing-tips-from-robert-kathleen-photographers/

********  A Photographer’s Sample Breakdown ********

After the ceremony, I allot 45 minutes for the following at the altar or on the grounds of the ceremony site:

B/G/Officiant

B/G/Bride’s Parents
B/G/Both sets of Parents
B/G/Bride’s immediate family
B/G/Bride’s extended family (one shot and everyone in such as aunts, grandma, etc)

B/G/Groom’s Parents
B/G/Groom’s immediate family
B/G/G’s extended family

This list becomes MUCH more complicated if there are divorces, remarriages, or additional shots requested….

After those shots are done, I do:
Bridal party at altar/ceremony site with bride and groom
Bride and groom at altar

The list above (starting with Officiant and ending with bride and groom at altar) takes 45 minutes to be safe. A good rule of thumb is allow 5 minutes per image. Someone will wander off, it takes five minutes for people to make their way back inside, someone is using the restroom, etc.

Then, we take the bridal party and bride and groom alone and work with them for 45 minutes at another location, or in a more casual setting.

*** In 45 to 60 minutes, you can do 9 to 12 different combinations of people, less if they are very large shots and more if they are small combinations of people.

– Kristen Wynn Photography  – reply posted on a question on weddingwire.com

AND ……
A few more links to sample detailed timelines, if you rather look at someone else’s and try to make it your own.


~ Morning of Timeline ~
http://www.weddingwire.com/wedding-forums/please-share-your-day-of-schedule/fe527567358a1a05.html

~ Reception timelines ~
http://www.weddingwire.com/wedding-forums/wedding-time-schedule/160e7b6b50c89909.html

Invitations – Time Lines – How to Address

Invitation Wording Examples (lots of different options)

http://www.invitationconsultants.com/samplewording.aspx?p_subcategory=1

How to address your envelopes (print to reference when addressing invites)

http://www.wedalert.com/content/articles/address_invitations.asp

Creating Address Labels without retyping everything (step by step mail merge instructions)

http://office.microsoft.com/en-us/templates/mail-merge-made-easy-TC102129550.aspx

 

**Invitations/RSVP Questions**

Invites: 6 – 8 weeks
Out of Town guests, Holiday weekend, Destination wedding invites: 8 – 10 weeks
Save The Dates: 6 – 9 months before
Destination or holiday weekend Save The Dates: 9 – 12 months before

*highly suggest Save The Date if destination or holiday weekend wedding

RSVP = 12 – 18 days before your counts are due to the venue (so no more than a month before your wedding date)

Example:
count due Aug 5th
rsvp return by July 20th
(2 weeks to track them down)

count due July 30th
rsvp July 15th … hopefully they drop them in the mail and you have them by July 21 and you have 9 days to track people down….

 

“A-List” and “B-List” – How To

First find out when your final head count is due
Then you start to work backwards

With an “A” and “B” list…. the “B” list shouldn’t be TOO big, so there shouldn’t be too many names to hunt down. Your “B” list RSVP can be around 7 -9 days before your head count is due. You would “like” the “B-list” to have 2.5 – 3 weeks to respond to the RSVP so it doesn’t “feel” like a “B-list” (the mail out date for B-list is RSVP date for A-list)

Then count back another 3 – 4 weeks for when you mail out the “A” list.
Ex. Wedding 6/30
Head count due 6/22

RSVP “B-list” June 13 (should have all back by the 18th)
RSVP “A-list” May 21th (mail out 1 B-list as each “no” comes in – this date give B-list almost 3 weeks to respond * and is 5 weeks before the wedding)
Mail out “A-list” April 20th * 10 weeks before the wedding * (They should all receive them by April 25th – gives them just under 4 weeks to respond)