wedding day templates

Any wedding planners out there who feel comfortable sharing (blank) templates of their wedding day timeline, bridal brief sheets, day of contact sheets, day of event schedules etc. I'm sure you all call them something different.
I have just started business and now have 3 weddings on the books (delighted!). I am trying to do a template myself to keep each wedding organized but none that I make seem to encompass everything I need.
Examples or hints and tips would be most welcome. You can email me directly and attach if you like.
annie@aislinnevents.com. or reply here to chat.
Thanks!

▶ Reply to This

Replies to This Discussion

Permalink Reply by Caren Jeanty on February 15, 2010 at 11:57am

Here's a time line you can use:

12 month
Announce engagement to friends and family
Make sure both families meet
Throw engagement party if desired
Choose a style, theme, or color combination
Set a date
Decide on basics [season, outdoor, formal, etc]
Decide on ceremony location
Budget
What are the wedding priorities [guest, food, etc]
Determine who will pay for what
Open a wedding bank account
Consider cash back or airmile card
If considering a prenuptial, contact lawyer
If you have preferred ceremony book now
Decide on ball park number of guests
Look through magazines to get ideas
Research potential DJ, florist, bands etc
Have engagement ring appraised and insured
Book photographer for engagement photos
Think about attendants
Start collecting addresses for guests you plan on inviting
Mail out save the date cards [especially for holidays & destination]
Setting up a wedding website
Purchase thank you cards

11 month
Consider wedding insurance
Finalize theme/style of wedding & reception
Meet with several caterers
Meet with bands or DJ's; listen to demo CDs & request song lists
Visit florists for sample bouquet & arrangements
Book ceremony venue & schedule rehearsal time
Book your reception venue & pay deposit; arrange parking & transportation
Rainy day contingency if outdoor wedding
Continue looking for dresses
Finalize who will be in wedding party
Meet with officiant, discussing readings & vows
Set honeymoon budget
Find out what you need for a marriage license

10 month
Select and order wedding gown
If ceremony is in a public place get necessary permits
Talk to wedding party about their responsibilities
Start pre-marriage counseling sessions
Visit lawyer to update your will

9 month
Set up gift registry
Make decision on type of reception [sit down, buffet etc,] amount of food, courses
Decide on liquor [open bar, part free, part pay, cocktails, beer & wine, do you need bartenders
Select & order veil or headpiece
Confirm delivery date of wedding gown
Start looking into airfare, hotel, car rental for out of town guests

8 month
Sign contracts with florist, caterer, photographer, videographer, baker & DJ; pay deposits as needed
Review budget
Start a detailed guest list
Bride should go for first dress fitting; bride should bring her shoes or ones with the same height
Choose style of bridesmaid dresses & accessories
Start a fitness plan if needed

7 month
Notify bridesmaids about dress fittings; collect measurements & order dresses
Decide on groomsmen attire [tuxedo, suit etc]
Select attire for ring bearer & flower girl
Choose style, font, paper & format for wedding invitations & any other stationary
If needed hire a calligrapher or printer
Decide on wording for ceremony programs [order of events should already be decided first]
Book a block of hotel rooms for your guests
Order wedding bands
Buy bridal acessories, including lingerie
Decide what you want guests to throw after the ceremony

6 month
Meet all vendors to verify & finalize selections [table settings, flower arrangements, style of menu etc]
Create maps & write directions for your guests
Hire limousine or car service
Approve proofs for professional printing or calligraphy & make orders
Start thinking of honeymoon plans
Schedule time off from work for last minute details [few days or a week]
Book hair & makeup appointments
Finalize guest lists
Select company to rent linens, place settings, silverware etc if reception site does not provide
Start mailing thank you cards if you've received gifts
Let bride/grooms mothers know what you expect for attire
Reserve grooms formal wear including shoes
Schedule groomsmen fittings & reserve their formalwear
Decide on wedding favors
If staying in a bridal suite book hotel now
Choose gifts for wedding party
Look into dance lessons, if needed
Engagement Party
Shopping for wedding bands
Officiate should be consulted

5 month
Finalize honeymoon destination, book flight & accomodations, verify documentation {passport etc}
Taste test wedding cakes, place order, sign contract, arrange delivery time
Make restaurant reservations for rehearsal dinner & select menu
Update gift registry & wedding website
Review readings & poetry for the ceremony
If writing vows start now

4 month
Finalize your wedding vows
Dress fitting with shoes & lingerie
Start addressing invitation envelopes
Purchase the grooms accessories [cufflinks, tie, socks etc]
Buy attendant gifts
Book trial hair & makeup appointments for bride & attendants
Provide a must play and do not play songs to band or DJ, outline of special dances, planned events [cake cutting, breaks, speeches etc]
Decide whether or not you & your partner will see each other before the ceremony
Book the restaurant for after wedding brunch & select menu
If traveling to a tropical destination, check with doctor whether you need shots before you leave
Bridal Shower

3 month
Weigh & pay postage for invitations
Mail out invitations
If you want wedding announcement in newspaper, submit photo & write-up
Discuss plans for bachelor, stag or doe party with attendants
Set date & time for bridesmaid luncheon
Add or update gifts on registry
Mail out "what to do in the city" newsletters
Select your attire for rehearsal dinner
Start assembling guest favors
Start assembling welcome gifts for guest hotel rooms
If you & your partner are planning to exchange gifts start looking now
Schedule spa appointments
Give photographer a list of must take photos
Book remaining ceremony & reception services [valet, coat check, parking, takedown crew, serving staff, wait staff, lighting, restroom]
Shopping for wedding bands

2 month
Secure a wedding day dressing room for bride, groom & attendants
Final dress fitting, bring lingerie, shoes, veil & accessories with gown, have final alterations made, pick-up or delivery
Assign someone to bring gown where it needs to be on wedding day
Purchase ceremony extras [wine glass, aisle runner, candles etc]
Blood test if state requires
Get marriage license
If partner is changing name get paperwork together
If you are moving after wedding send "change of address" information to post office
Meet with your bank to discuss joint account, change to insurance policies
Meet with lawyer to discuss wills & finalize prenuptial agreement
Double check sizing of wedding bands & check on engraving
Secure tent, chair, & table rentals
Make bookings/reservations for weekend activities you have planned
Buy a guest book
Check with bridesmaids dress alterations are complete, dress picked up, shoes & accessories
Check with groomsmen to make sure formalwear rentals are booked, shoes & accessories are in order
If writing your own marriage vows

1 month
Send out invitations for rehearsal & dinner
Confirm music list with DJ or band
If you need clothes, swimwear, luggage, shoes, accessories buy now
Go to trial hair & makeup, bring veil & hair ornaments plus fabric swatches, confirm wedding appointment
Order liquor if not provided
Confirm floral orders, delivery times for ceremony & reception
Decide how programs will be distributed at ceremony
Schedule setup & takedown times for band or DJ verify they have necessary electrical hookups for their equipment
Create seating arrangement for reception
Color or Highlight touch-ups
Confirm manicure/pedicure appointments
Finalize wedding day arrival & meeting location for photographer/videographer
Arrange for transportation to & from airport
Arrange for mail pick-up & pets
Double check passport & visa information
Make sure relative or friend has photocopies of your passports & copy of travel itinerary
Arrange to hae groom & groomsmen formalwear returned
Let attendants & special guests know how long speech or toast should be
Give copies of readings & poems to those who will need them
Designate master of ceremonies
If children are coming make arrangements for kid-friendly area
Assign task of handing out bubbles, confetti etc
Assign who will collect flower arrangement, candles, centerpieces
Make sure witnesses know who they are

8 weeks
Mail invitations 8 weeks before wedding date

3 weeks
Set RSVP deadline 2-3 weeks before wedding date

2 weeks
Call any guests who have not rsvp
Finalize guest list & give to caterer a final head count
Fill out place cards & finalize seating arrangements
Start wearing dress shoes around house to break them in
One last dress fitting complete with accessories & footwear
Bride/Groom should write speech or toast for reception

1 week
Start packing honeymoon bags
Exchange money for foreign currency
Have brides gown picked up or delivered
Update caterer on final number of meals needed
Have facials, eyebrows shaped, body treatment or spray tanning done now
Confirm hair & makeup appointments
Give wedding party & family list of phone numbers needed for ceremony
Organize envelopes with vendor payments & tips
Pick up wedding dress & take to to cleaning/preservation
Give wedding day schedules to all attendants
Bring honeymoon luggage to hotel
If doing speeches at rehearsal dinner, finanlize now
Wrap attendant presents to distribute at rehearsal dinner
Organize place to securely store wedding gifts
Take a break - day of rest

1 day
Drop off welcome baskets at hotel
Confirm all transportation arrangements
Attend manicure/pedicure appoinments
Attend rehearsal & rehearsal dinner go over everyone's duties
Mail out marriage announcements
Assign task for someone to bring marriage license to ceremony
Give wedding rings to designated attendants
Set your alarm have a back up ready

Day of
Take a deep breathe
Have luggage delivered to hotel
Switch engagement ring to other hand
Eat a good breakfast
Attend hair & make-up appointments
Get dressed
Have a great time!!!

After wedding
Arrange for transporation of gifts to bride/groom home
Pick up gown from cleaners
Submit name change forms
Send thank you cards
Return any gifts
View photo proofs & order desired prints
Update wedding website

▶ Reply

Permalink Reply by Annie Byrne on February 16, 2010 at 5:59am

Hi Caren,
Gosh! Thanks for that! I hope you copied and pasted!
I'm actually looking more for a on the day sample.
Like:
8 am Bride wakes up at Such and such hotel.
10 am hair dresser arrives Jane D
oe 310 555 1212
10.30 Makeup artist arrives
etc. and a layout of similar that can be given to other suppliers/ bridal party etc.
and something like a banqueting order also.
Does this all make sense?

▶ Reply

Permalink Reply by Taylor Made Invites on February 22, 2010 at 12:10pm

http://weddings.shanbritedesigns.com/templates.htm

There a LOTS of free templates on this site, very useful!!
GOOD LUCK...

▶ Reply

Permalink Reply by Sheila & Brian Idoby2celebrants on February 23, 2010 at 8:14pm

I'm not a planner but a celebrant.but sure we all have same issues regarding keep information organised. I keep a soft display folder for each couple which has plastic sleeves and a clear cover, In the first sleeve I make up a cover with the details of the couples names, date, time and location of the ceremony. I then have labelled sleeves marked with items I need from the couple eg NOIM, ID etc. I also have a timeline, contact sheet and a checklist for myself that I made up on excel. The sleeves for things like the NOIM act as a visible reminder of whether I have received essential documents or not.

My forms have gone through several transitions and probably will continue to do so. Each one of us, though we may offer similar services runs our business to our own rules and you will know best yourself what information you need to record