Wedding planning should be treated like any other significant project project.
That means you need a plan. The plan begins with a budget, a guest list and
a schedule.
The following is a detailed planning schedule that Lisa Light developed for
her upcoming book on how to plan a wedding anywhere in the world. Although
it can be used to plan any wedding it is really geared toward planning a
destination wedding, which differs a bit from planning a wedding near home.
You have more issues to think about like travel arrangements, marriage laws,
and working with people you have never heard of before when you are dealing
with a far-away destination.
Also, when you are planning a destination wedding, you do not have the luxury
of having multiple meetings. If your wedding is really far away, you will
want to try to do all of the hands-on planning and face-to-face meetings
during one long planning trip and then plan to arrive several days ahead
of the wedding to confirm everything face-to-face. The advantage is that
the planning meetings are not dragged out over time, the disadvantage is
that you have to make sure you fit everything that you need to see, hear,
touch, smell and taste into the planning trip since that cannot really be
done over the internet. Hence, the planning trip is very important
and should not be rushed. You need to take the time to really research the
locations and the people you will want to meet with before you go, then set
up the meetings, confirm them and then go on the trip with your mission in
hand. Know the questions you need to ask, what you need to see, feel, taste
and hear, what you need to measure and take lots of pictures of everything
to help jog your memory later when you are trying to finalize details. You
may have to plan a week to do this and you should not think of the trip as
a vacation….you will most likely have a meeting every minute of the day or
you will be checking out restaurants or looking for neat decorations or favor
ideas.
You will want to take the list below and customize it by taking out line
items that do not pertain to your plan and adding others that might. Then
you assign the date it should be done by and the person in charge. If you
become totally overwhelmed, call a destination wedding planner that can help
you get through it. If you would like a digital copy of the planning schedule
below you can call 518.392.7766 or email lisalight@destinationbride.com.
Bio: The editor wants the info on the fact that this is an excerpt from the
book I am writing for them.
Lisa Light is an international wedding planner located in Chatham, NY. To
read more about her and the services they provide, go to www.destinationbride.com. The
following planning schedule is an excerpt from a book she is writing about
how to plan a wedding anywhere in the world. The book will be released in
late 2005 by North Light Books, an imprint of F+W Publications, Inc.
You can edit down if you want…..not sure what can be cut without sacrificing
flow and comprehension. I would like to see the final copy before you post
it. Thanks so much!
STEPS TASK PERSON COMPLETE
√
PHASE 1: READY, SET, GO
12 MONTHS BEFORE…Get Organized
Organize Your Binder and Digital Files
Set Up a Planning Schedule
Purchase Wedding Insurance
Put Together Your Guest List
Empower Yourself with a Budget
Set Up a Service Provider Sheet
Enlist a Wedding Planner and/or Travel Consultant
PHASE 2: WHEN AND WHERE IN THE WORLD
11 MONTHS BEFORE…The Destinations
Profile Your Destination
Research Wedding Destinations and Locations
Verify Legality in both Church and State
Decide on a Date
Research Travel and Accommodation Options and Rates
Check for Travel Advisories
Get Family Approval
Research and Select Honeymoon Destination
Decide Whether or Not You Need to Take a Planning Trip
PHASE 3: THE PLANNING
10 MONTHS BEFORE…The Planning Trip
Reassess Your Need for Assistance
Make Travel Arrangements for the Planning Trip
Figure Out Your Mission – Make a plan
Research Possible Service Providers
Qualify Service Providers (check references)
Set Up Meetings with the Service Providers
Confirm Meetings with the Service Providers and Locations
Pack for the Planning Trip
A Planning You Will Go
Tour Reception Locations and Meet with Banquet Managers
Decide on a Reception Location
Taste the Reception Food and Work Out the Menu
Interview Local Wedding Coordinators
Meet with Officiates Both Civil and Religious and Select
Decide Between Civil and/or Religious Wedding
Decide Where the Ceremony Will Take Place
Meet with Your Officiate and Work Out Ceremony Details
Figure Out Who Will Help You with the License
Find Out Where You Will File Your License.
Visit Guest Accommodation Options: Hotels,Villas, Resorts,
etc
Interview and Select a Pastry Chef to Provide the Cake
Check Out and Select Music Options
Check Out Salons and Stylists by Having Trials Done
Interview Photographers
Interview Videographers
See What Kind of Wedding Transportation You Can Hire
Research Favor/Welcome Gift Ideas and Resources
Explore Artisan and Fabric Shops and Markets for Design
Resources
Find Out if There are Any Rental Companies
Browse Through Jewelry Stores for Wedding Rings
Try Different Restaurants for Rehearsal Dinner or Welcome
Party
Research Other Activities for Guests
Decide on the Rest of the Itinerary
Find a Tour and/or Transportation Company for Ground Transport
Talk to Banks About Opening a Bank Account and Get One
If You Wish
Think About Where You Would Like to Honeymoon
9 MONTHS BEFORE…Contracts
Reassess (Wo)man Power
Contract All Service Providers and Send Deposits
Start Getting Your Legal and Religious Documents in Order
Make All Travel Arrangements
Book All Accommodations
Finalize the Tour and Activity Itinerary
Book Ground Transportation
Purchase Travel and Wedding Insurance
Start Writing a Detailed Order of Events
8 MONTHS BEFORE…Begin Design and Guest Communication
Register for Gifts
Decide on Wedding Style/Theme/Colors
Set Up Planning Website or Write First Info Letter
Design, Print, Send Out Save-the-Dates and Info if Necessary
Start Designing or Purchase Stationary: Invites, Programs,
Seating, Menus, Thank Yous
Find and book a Calligrapher
7 MONTHS BEFORE….Fashion
Select/Order Bride’s Gown
Buy Bride’s Accessories: Shoes, Head Piece, Jewelry, Makeup,
Perfume
Select Bridesmaid Gowns, Measure Them, Order Gowns
Select and Order Groom’s Tuxedo/Suit
Buy Groom’s Accessories: Tie, Jewelry, Perfume, Shoes
Select Groomsmen Tuxedos, Measure and Order
Buy the Trousseau and Honeymoon Wardrobe
Find and Order Wedding Rings
6 MONTHS BEFORE…Design Details and Updates
NOTE Final Deadline to Order Traditional Bridal Salon Wedding
Gown if You Have Not Already Done It
Finalize Menu(s)
Finalize Cake
Choose Flowers and Decor
Send Pictures to Florist/Decorator
Get a Floral Estimate
Work on the Details of Your Ceremony
Purchase Ceremonial Items
Select Music and Entertainment
Consider Special Effects
Hire Your Wedding Transportation
5 MONTHS BEFORE…Gifts
NOTE Deadline to Order Tuxedos and Bridesmaid Gowns
Purchase Your Wedding Gift to Your Betrothed
Order Your Welcome Gifts
Order Your Favors
Buy Bridal Party Gifts
Consider Your Service Providers
4 MONTHS BEFORE…Invitations etc.
NOTE Honeymoon Deadline if You Have Not Already Booked
It
Finish Stationary Design or Order Invitations
Address and Send Invitations
RSVP Coordination
3 MONTHS…Updates and Welcome Letter
Review Hotel Contracts and Release Any Unnecessary Rooms
Update Website and Send Out Final Update Letter
Write Welcome Letter/Order Maps and Brochures
2 MONTHS BEFORE… Responses and Marriage License
RSVP DATE
Release Unreserved Hotel Rooms
Finalize the Marriage License
PHASE 4: CONFIRMATION
1 MONTH BEFORE…Final Orders
Floor and Seating Plans
Final Team Meeting
Final Order of Events
Final Updates
3 WEEKS BEFORE…Confirmations
Send Confirmations to the Service Providers
Update Your Service Provider Sheet
Confirm Travel
Organize Your Final Payments
1 WEEK BEFORE…Pack
Pack for the Wedding Trip
3 WEEKS BEFORE…Departure and Vis a Vis Confirmations
Departure
Drop Off Your Gown to be Steamed
Meet with Your Team in Person
Face to Face Confirmations
Assemble and Deliver Welcome Packages
Pick Up Your Gown and Tuxedos
1 DAY BEFORE GUESTS ARRIVE…Beauty
Get Massage, Facial, Nails done
Relax
Music Selections
Decide on Cake Design and Send Photo
Updates: Website, Guest Update, Order of Events,
Budget, Payments
5 MONTHS BEFORE…Gifts
NOTE Final Deadline to Order Tuxedos if you have not already
done it.
Decide on and Order Gifts
Wedding Gift for Your Betrothed
Welcome Gifts
Favors
Bridal Party Gifts
Parent Gifts
Service Provider Gifts
4 MONTHS…Invitations etc
NOTE Honeymoon Booking Deadline if you have not already
done it.
Finish Stationary Design or Order Stationary
Stationary Designs Go to the Printer
Stationary Arrives and Invitations are Delivered to the
Calligrapher
Invitations are Addressed and Sent
3 MONTHS…Updates and Welcome Letters
Updates: Website, Guest Update, Order of Events, Budget,
Payments
Review Hotel Contracts and Release Rooms as Needed
Write Welcome Letter / Itinerary
Order Tourism Brochures and Maps for the Welcome Packages
2 MONTHS…Responses and Marriage License
RSVP Date
Call Guests Whom Have Not Responded
Start Plugging in Seating as People RSVP
Review Hotel Contracts and Release Rooms As Needed
Finalize Marriage License
PHASE 4: CONFIRMATION
1 MONTH BEFORE…Final Orders
Release Final Un-necessary Hotel Rooms
Final Meeting with Coordinators and Banquet Manager in
Person or Via Phone
Finalize all documents: Order of Events, Budget, Vendor
List
Confirm Travel Reservations and Seating
3 WEEKS BEFORE…Confirmation Emails/Faxes
Send Confirmation Emails/Faxes Along with Order of Events
& Final Numbers to All Service Providers
Organize Final Payments and Pay Any Due Before the Event
Start Packing
1 WEEK BEFORE…Packing
Finish Packing
PHASE 5: COORDINATION
3-5 DAYS BEFORE…Departure and Vis a Vis Confirmations
Arrive at the Wedding Destination
Meet with the Banquet Manager and Wedding Coordinator
Meet with All of the Service Providers
Assemble and Deliver the Welcome Packages
Get Nails Done, Massage, Facial etc…
Get Your Gown/Tux Steamed
Pick Up Tuxedos if Necessary
1 DAY BEFORE GUESTS ARRIVE…Preserve Your Sanity
TOTALLY RELAX
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Article is copyright July 30, 2004 By Lisa Light any use must include her
byline and link along with credit to Afwpi.com