The 20 tip checklist to successfully planning your dream Wedding

From a 10+ year Wedding Planner

1. Get an initial guest count - This will help determine your budget.

2. Set a budget - Be prepared to change it, don't worry that's common.

3. Find your venue - Venues that offer both ceremony & reception are easier to coordinate, begin planning walkthroughs/visits to find which location best fits your vision.

4. Source your Coordinator/Planner -  You can utilize their knowledge to review contracts, refer vendors, and help guide the overall process.

5. Book your photographer - Take engagement photos to also be used with the send save the dates, booking both engagement photos with wedding day can often include a discount.

6. Start thinking about décor - Schedule a walkthrough with your coordinator and venue to be able set designs for each station, i.e., sweetheart table, reception table.

7. Look for your dress! - Dresses take about 6 months to arrive, alterations take 2 weeks to 2 months, so buy with ample time.

8. Send your Save the Dates - These should be sent 6 to 8 months before the wedding, this is where the engagement photos come in handy.

9. Begin sourcing the remaining vendors - Visit expos and or check with your coordinator for preferred/trusted vendors.

10. Review your budget - Adjust for changes and contract updates.

11. Create the preliminary timeline - This helps to gain an understanding of what the day will look like and to help give the vendors a better view of their scheduling.

12. Set the theme/vibe - Choose your story or style you want to set for your wedding.

13. Finalize the wedding party - Maid of honor, Best man, bridesmaids, etc.

14. Choose the color and style for the bridal party - Decide on bridesmaid dresses, tuxedos, color schemes.

15. Gather inspo pics - This will help your vendors and stylists understand your vision.

16. Book your remaining vendors -  Finalize contracts, deposits are due at time of signing.

17. Send your Invites - Confirm your guest list, usually sent 3-4 months in advance.

18. Start buying the decorations - Advance purchases and sales are your friend, plan on how to transport.

19. Choose your songs and playlist - Father daughter, bride & groom, bridal party entrance

20. Final meetings with vendors -  At least 1 week to 1 month before a wedding, allow your coordinator take the lead.

Written By    

                                                                                      Olivia Cee

Print out this list to follow your progress! New tip blogs being added every month. Contact us if you would like more info on our services.


5 Reasons you would benefit from hiring a Wedding Coordinator

Most people are unaware the amount of work that goes into coordinating weddings. However, thousands of people get married every year, and without much information they set themselves a monumental task for their wedding. The average cost for a wedding is $30,000, not including the engagement ring! With this much money being thrown around, you can see how paying for experience and knowledge can ease the burden of planning. Lacking information and resources, it can often make sense to seek out the help of professionals to help assist and advise on their most important day.

 

1. Plan and Strategy. Without a wedding coordinator, all of the planning leading up to and on the day of the event will leave the bride and groom overwhelmed and scrambling to manage the schedule and errands on top of their 9-5, instead of keeping their original role as guests of honor. On average, a wedding coordinator usually works 20 hrs per wedding. This begins with the over the phone or face to face preliminary planning and ongoing communication with vendors, creation of timeline, decor lists and etc. This continues all the way to the day of, where a coordinator and their team can work a typical 12-hour day executing all of the required tasks.

 

2. Set-up and break down. A good coordinator will have a solid team that will assist with the timely set-up on the day of. This can be anywhere from table setting, signage or decoration of the venue, ensuring a perfect start. Break down can also be included which ensures the bride and groom or their guests are not required to scramble to clean up after the event. Most venues have a strict deadline and usually charge fees if required to stay later to wait for cleanup.

 

3. Event Coordinator. A coordinator communicates with all vendors and the venue gathering contracts and floor plans to ensuring proper updates as they occur. This keeps a buffer between the vendors and bride and groom, allowing them to focus on more personal aspects. Coordinators also communicate with the venues gathering all necessary information required. On the day of, the coordinators help run errands and assist the bridal party with personal requests.

 

4. Advice & Experience. Experienced wedding coordinators have coordinated hundreds of events, gaining years of experience and knowledge based on type of venue, location, and time of year among other factors. Event companies such as Zoo-Bear.com distinguish themselves by utilizing a greater catalog of information from their years of knowledge in the event planning and coordinating industry, but also offering floral design, bridal dress design/sales, and photo booth rentals. With this extra knowledge customers can benefit from companies like Zoo Bear Events various industry expertise. Customers then have the option to use the additional services or just seek out advice if they have a preferred vendor.

 

5. Peace of Mind. It’s an emotional day! If not, one of the most important! That being said, coordinators bring value in the way of peace of mind. Knowing that you paid an experienced professional that has a plan to handle the operations of your event to ensure proper execution, timely updates, and communication throughout to bring your vision to life is priceless!

 

                                                                      Written By    

                                                                                      Olivia Cee