Complete Wedding Planning Guide

Transcription

Complete Wedding Planning Guide © 2013 WesterlyWeddings.com Planning a Wedding in Westerly, RI Starts Here! Use this Guide to plan your perfect wedding from start to finish! Westerly RI is the ideal destination for any special event, Especially Weddings! Westerly, Rhode Island is home to a variety of spectacular location options offering all the elements that make an event truly memorable. From a Historic Seaside Village setting to Quaint Country Inns and World Class Resorts, as well as a thriving Downtown Business District complete with a 14 acre Victorian Park and Historical Architecture, and don’t forget the Miles of Pristine Sandy Beaches… There is something for everyone in Westerly! The following is our COMPLETE Wedding Planning Guide including information and tools to help simplify the planning process. Wedding Planning Checklist 9 Months to One Year before the Wedding: Prepare Engagement Announcements
Set the Date
Work out your Budget
Make appointments with Venues and Vendors
Book your Church, Ceremony Location or Wedding Officiant
Reserve your Caterer
Select an Event Planner or Designer
and Florist
Book your Photographer and/or
Videographer
Choose your Wedding attendants
Begin shopping for your Dress and Accessories
6 to 9 Months before the Wedding: Begin working on Guest List
*(If you will be creating a Wedding Website, begin that
process now.)
Shop for Wedding Rings
Purchase Wedding Dress and Select
Wedding Attendants Attire
Order Invitations and Stationary
Order your Wedding Cake or Dessert
Book your Transportation
Reserve accommodations for Out-of-Town Guests
Schedule Vacation Time from Work
Plan and Book your Honeymoon
4 to 6 Months before the Wedding: Register for Gifts
Complete your Guest List
Purchase Bridal Wear Accessories, Shoes
Lingerie, Travel Wear
Plan and Book your Rehearsal Dinner
Location
2 to 4 Months before the Wedding: Purchase Décor, Accessories, Guest Book
Favors
Sign up for Dance Lessons
Plan your Ceremony
Update or Revise Legal Documents
Mail Invitations
Check for Marriage License Requirements
One Month before the Wedding: Schedule Final Fitting and Pick Up your Dress
Schedule a Spa Day and Trial Run with Stylist
Schedule a Final Meeting with Caterer
or Reception Site Coordinator
Plan out your Seating Chart and Place Cards
Contact all remaining vendors and
finalize all bookings, reservations and details
Create a Wedding Day Schedule
Confirm Honeymoon Travel Arrangements
Prepare Name Change Documentation
Prepare Marriage Announcements
One to Two Weeks before the Wedding: Prepare Toasts, Speeches, Vows
Make a list of items you will need to get
dressed, as well as a list of items you will
need at the ceremony and reception
Break in your Shoes
Give a Final Head Count to Caterer
Pack for Honeymoon
One Day before the Wedding: Confirm transportation arrangements to
Ceremony and Reception Site
Prepare Tips and Payment Envelopes
for Vendors
Ceremony Rehearsal and Rehearsal Dinner
Get a Good Night's Sleep!
Wedding Day: Get a Good Breakfast
Pack snacks, water or light lunch for
nourishment while getting ready
Allow approximately 3 Hours to get
ready
Relax and Enjoy your Wedding Day!
Congratulations!
Have a Wonderful, Beautiful
Wedding Day!
Engagement Announcement Worksheet Use this Worksheet as a guide for preparing a custom Engagement announcement. Mr. & Mrs. ____________________of______________, ______ announce the engagement of their daughter _______________ (Bride’s Parents Names) (City) (State) (Bride’s Name) to ____________________ son of Mr. & Mrs. ___________________ of _______________, ______ . (Groom’s Name) (Groom’s Parents Names) (City) (State) The future bride attended: _________________________ studies at: (School/ College) graduated from: with a _________________ degree, and is employed as a ____________________________ at _______________________ in ______________ , ______. (Occupation) (Company Name) (City) (State) The future groom attended: _________________________ studies at: (School/ College) graduated from: with a _________________ degree, and is employed as a ____________________________ at _______________________ in ______________ , ______. (Occupation) (Company Name) (City) (State) A _____________________ Wedding is planned at _______________________ in 20 _______. (Month / Season) (Location – OPTIONAL) (Year) Set the Date! Westerly, RI is a beautiful place to be married. With such an array of spectacular settings and locations to choose from, it’s no wonder you are considering this picturesque town for your big day. Just keep in mind that Westerly is also a major tourist destination and a small town with annual traditions and special events. With proper planning you can enhance your celebration by taking advantage of popular local events. The fireworks of Summer Pops or the Carnival Setting of the Annual Spring and Fall Festivals offer unique elements that you couldn’t find on a normal budget. However without taking the crowds, traffic or booked hotels into consideration, the advantages can quickly turn into obstacles. So Plan Ahead! Out‐of‐town guests will need ample time to make reservations for Holiday weekends and during the summer season near the beaches. Also, be aware that your preferred Venue may be booked or have a waiting list. So the sooner you contact the places you’d like to consider for your event, the Better! Annual Events to consider when setting your date in Westerly, RI Event Pawcatuck River Duck Race Misquamicut Spring Festival Garden Market Fair Virtu Art Festival Memorial Day Parade Summer Pops Concert Shakespeare In The Park River Glow Misquamicut Fall Festival Date Last Saturday in April May 10‐12 Weekend May 19th (Sunday) Memorial Day Weekend Memorial Day 9:30 am Weekend of June 21st July 31‐Aug 18 (Tues‐Sun) Downtown Westerly / Pawcatuck Misquamicut Beach Wilcox Park, Downtown Westerly Wilcox Park, Downtown Westerly August 10th (Saturday) Sept. 13‐15 (Weekend) Veteran’s Day Parade Holiday Stroll & Luminaria Veteran’s Day 9:30 am 1st Wednesday of December First Night December 31st Location Downtown Westerly / Pawcatuck Wilcox Park Downtown Westerly Wilcox Park, Downtown Westerly Downtown Westerly/Pawcatuck Misquamicut Beach Downtown Westerly/Pawcatuck Downtown Westerly/Pawcatuck Downtown Westerly/Pawcatuck Set the Budget! Set a budget and discuss how the costs and responsibilities will be shared. Once you have a budget in mind you will be ready to make appointments with your preferred Vendors and Venues. The following worksheets will help you communicate what you prefer and what you are able or willing to spend for their services, and also if you may have any special requests or concerns. Be sure to ask questions, get copies of any information or pricing discussed and if you make any deposits or sign any contracts, make sure to get everything in writing, including cancellation, postponement, refunds and other policies. Keep a copy of this planning guide with you as you take each step toward your Wedding Day, it will help you stay organized and focused as you go through the process of planning every aspect of your Wedding! Wedding Budget Worksheet
Item or Service
Description
Stationery
Save the Date Cards
Invitations / RSVP
Thank-you Cards
Postage
Programs
Seating / Place Cards
Menu Cards
Miscellaneous Fees
Stationery Total:
Attire
Bride's Dress
Headpiece / Veil
Shoes
Lingerie
Jewelry
Hair / Make-up
Miscellaneous
Groom's Tuxedo Rental
Shoes / Socks
Accessories (Tie, cufflinks)
Barber Shop / Salon
Miscellaneous
Attire Total:
Ceremony
Ceremony Location Fee
Officiant's Fee / Donation
Rental Fees
Marriage License
Miscellaneous Fees
Ceremony Total:
Budgeted
Amount
Estimated Cost
from Vendor
Actual
Cost
Item or Service
Description
Reception
Reception Site Fees
Rental Fees
Food and Service
Bar / Beverages
Cake / Dessert
Gratuities
Tax
Miscellaneous Fees
Reception Total:
Photography
Photographer's Fee
Albums / Packages
Engagement Photos
deog ap e
Videographer
Photo Booth
Photography Total:
Flowers / Décor / Planning
Event Planner/Designer Fees
Ceremony Floral Arrangements
Bridal Bouquet
Bridesmaid's Bouquets
Corsages, Boutonniers
Centerpieces
Floral / Décor Total:
Music / Entertainment
Ceremony Musicians
Cocktail Hour Musicians
Reception Music (Band, DJ)
Miscellaneous Fees
Music / Entertainment Total:
Budgeted
Amount
Estimated Cost
from Vendor
Actual
Cost
Item or Service
Description
Budgeted
Amount
Estimated Cost
from Vendor
Jewelry
Bride's Ring
Groom's Ring
Jewelry Total:
Transportation
Limo for Bride & Groom
Limo for Bridal Party
Transportation for Guests
Parking Fees
Miscellaneous / Other
Transportation Total:
Gifts, Favors, Extras
Maid of Honor's Gift
Bridesmaid's Gifts
Best Man's Gift
Groomsmen's Gifts
Bride's Parent's Gift
Groom's Parent's Gift
Child Attendant's Gifts
Gifts for out-of-town Guests
Favors
Guest Book
Miscellaneous Extras
Gifts / Favors Total:
Wedding Budget Totals:
Wedding Budget Worksheet
Actual
Cost
Wedding Floral Planning Budget Worksheet
QTY
Flowers Chosen / Description
Estimated Cost
Wedding Party Flowers
Bridal Bouquet
Flowers for Headpiece or Styling
Maid of Honor Bouquet
Bridesmaid's Bouquets
Flower Girls Headpieces / Baskets
Groom's Boutonniere
Mother's Corsages
Grandparent's or Special Guest's Corsages
Father's Boutonnieres
Grandfather's or Special Guest's Boutonnieres
Reception
Ceremony
Other
Wedding Party Floral Total:
$
Ceremony Floral Total:
$
Reception Floral Total:
$
Aisle Runner
Pews and /or Chair Decorations
Altar Arrangements or Huppah Arrangements
Candle Holders
Other
Entryway Arrangements
Dinner Table Centerpieces
Buffet Table Arrangements or Decorations
Cake and Cake Table Flowers
Bar Arrangements or Decorations
Guest RestRoom Arrangements or Decorations
Other
Wedding Photography Planner
To ensure that your Wedding Album is complete, here is a list of "Must Have" photos for your
Photographer, as well as some suggestions and space for ideas and special requests.
Be sure to review this list with your Photographer and provide any names (as needed)
for special photographs of people you don't want to miss.
If possible, designate a friend or family member to assist with coordinating
these photos to save time and effort on your Wedding Day.
Pre-Wedding Photos
Pre-Wedding Location: _______________________________________ Time: _____________
Invitations, Programs, Wedding Stationary
Flower Girls / Ringbearers Getting Ready
The Wedding Dress, Shoes
Maid of Honor and Bridesmaids
Bouquets, Boutonniers, Accessories
Best Man and Groomsmen
Bride and Attendants Getting Ready
Bride Leaving for Ceremony
Groom and Attendants Getting Ready
Groom Leaving for Ceremony
Mother or Maid of Honor Helping Bride
___________________________________
Father or Best Man Helping Groom
___________________________________
Ceremony Photos
Ceremony Location: _________________________________________ Time: _____________
Ceremony Site (before / as guests arrive)
Ceremony moments- rings exchanged, etc.
Signs or Special Décor Elements
Wedding Kiss
Officiant / Minister / Judge
Presenting of Bride and Groom
Ushers escorting Special Guests
Bride and Groom Leading Recessional
Grandparents / Parents entering
Guests throwing Rice, Rose Petals, Etc.
Groom walking down the aisle
Group Photo with all Guests
Flower Girls / Ringbearers
Candid Hugs & Kisses with Guests
Bridal Party Entrance
___________________________________
Bride walking down the aisle
___________________________________
Portraits
Portraits Location: ___________________________________________ Time: _____________
Bride
Bride with Parents / Grandparents
Groom
Groom with Parents / Grandparents
Bride and Groom
Bride and Groom with Parents / Families
Bride with Maid of Honor
Bride and Groom with Special Guests
Bride with Bridesmaids
Bride and Groom's Hands with Rings
Groom with Best Man
Candid Wedding Party Portraits
Groom with Groomsmen
___________________________________
Ringbearer with Flower Girl, any Pets
___________________________________
Entire Wedding Party
___________________________________
Reception Photos
Reception Location: _________________________________________
Time: ____________________
Reception Site (before / as guests arrive)
Guests Dancing
Seating Cards / Display / Entry Décor
Toasts
Friends signing Guest Book
Cake Cutting
Guests enjoying Cocktail Hour
Bouquet Toss
Table Settings / Centerpieces
Garter Toss
Dance Floor / Band / Entertainment
Bride & Groom Departing
Guests at Tables
___________________________
Grand Entrance of Wedding Party
___________________________
Bride & Groom's First Dance
___________________________
Father & Bride Dancing
______________________________
Mother & Groom Dancing
______________________________
Guest:
_____________________________________________
Guest:
_____________________________________________
Guest:
_____________________________________________
Guest:
_____________________________________________
Guest:
_____________________________________________
Guest:
_____________________________________________
Guest:
_____________________________________________
Guest:
_____________________________________________
Special Requests
Names of Special Guests
List of Special Guests / Family Members for Photographs
State
Zip
Code
Email Address
Total # Guests Attending ((This Page):
g )
Gift
Thank You Sent
City
RSVP # Guests
Attending
Mailing Address
Invitation Sent
Guest Name(s)
Save the Date Sent
Wedding Guest List Planner
State
Zip
Code
Email Address
g )
Gift
Thank You Sent
City
RSVP # Guests
Attending
Mailing Address
Invitation Sent
Guest Name(s)
Save the Date Sent
State
Zip
Code
Email Address
g )
Gift
Thank You Sent
City
RSVP # Guests
Attending
Mailing Address
Invitation Sent
Guest Name(s)
Save the Date Sent
Wedding Day Music Planner
The music you select for each aspect of your Wedding day from the Ceremony to the Last Dance is extremely important and will set the
tone of the entire event. Use this Wedding Day Music Planner Worksheet to coordinate with your entertainment providers to ensure that
the music and entertainment elements of your Wedding Day are just as you prefer.
This Worksheet also allows you to note Specific Songs you wish to hear and (equally importantly) NOT hear during your event.
Use the "Other" Section to note any special announcements, dedications, toasts or other important details
for your DJ, Master of Ceremonies or Bandleader.
Ceremony Music Performed By: _________________________________
Start Time:
Song Selections
Ceremony Music
Prelude Music:
Processional Music:
Ceremony Music:
Recessional Music:
Cocktail Hour Music Performed By: ______________________________
Start Time:
C
Cocktail
Hour Music
Song Selections / Artists
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
Wedding Party "Grand Entrance" Announcement
Start Time:
The Grand Entrance is "Optional" of course, however if your plan is to have one, it is best to provide your DJ, MC or Bandleader
with a list of the names in entrance order, and your song preferences (if more than one selection) in advance.
Song Selection(s)
Wedding Party Grand Entrance Announcements
Bridesmaid & Groomsman: (names)
Parents of the Bride: (names)
Parents of the Groom: (names)
Child Attendants (Flower Girl, Ringbearer): (names)
Maid (Matron) of Honor & Best Man (names)
Song Selection: Bride and Groom Entrance
The Bride & Groom:
Mr. & Mrs:
Bride & Groom's First Dance:
First Dance
Song Selection: First Dance
Song Selection: Father / Daughter Dance
Song Selection: Mother / Son Dance
Start Time:
Dinner Music:
Dinner Music
Song Selection(s) / Artists
Start Time:
Dancing Music:
Dancing
n
Music
Song Selection(s) / Artists / Special Requests
Cake Cutting / Bouquet Toss / Last Dance:
Cake
Song Selection
Cake Cutting:
Bouquet Toss / Other:
Last Dance:
DO NOT PLAY
Do Not Play List: PLEASE DO NOT PLAY THE FOLLOWING SONGS
OTHER: Announcements, Toasts, Dedications
Toasts:
Dedications:
Other
Announcements:
Reception Site Seating Planner
Planning a seating chart for your Reception is an important task that will be worth the effort. Offering your guests arranged seating allows
them to focus on the celebration rather than spend time and energy trying to find a place to sit. Even if you are planning a buffet meal, unless
your guests are all close aquaintances, you will want to provide a seating chart so that no tables are left empty or overcrowded. A Seating Chart
will also allow you to prepare any special seating arrangements ahead of time.
*Seating Charts also offer a way for your caterer and other event service providers to keep track of your guests and attend to any special needs
or other requests more effectively.
A Simple Posterboard from your local arts and crafts supply store as well as some "Post It" notes and your Guest List Planner are all the
items you will need to layout your seating chart. Sketch out your tables on the posterboard, then use your Guest List Planner and sticky notes
to add the names of each guest to be seated at each table. Once you have decided upon your seating plan, fill in this worksheet with the guest
names and table numbers and give copies to your caterer and the person designing your Seating Chart.
Head Table:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Table #:
Wedding Day Schedule
When planning out your Wedding Day Schedule it can be helpful to Start from the Ceremony Time
as it is stated on your Invitations and work forward and backward from there factoring in the
necessary time for getting ready, travelling to and from locations, taking photos, etc.
Once you have worked out your schedule, make copies for your Maid of Honor, the Groom and Best Man, Your Wedding
Coordinator, Caterer, Photographer, Band or MC, Transportation Provider, and any other Vendors as needed.
Pre-Wedding Preparations
Time Frame:
____________
Time:
Location:
to ___________
Bride & Bridal Party
Groom & Groomsmen
Hair & Make-up
p
Hair Cut & Shave
_________
_________
______________________________
Time:
Location:
Get Dressed
Time:
Location:
_________
_________
______________________________
Location:
_________
Time:
Location:
Transportation:
______________________________
_________
_________
______________________________
Photos
_________
______________________________
Time:
Location:
Leave for Ceremony
Time:
_________
Get Dressed
Photos
Time:
_________
_________
______________________________
_________
_________
______________________________
Leave for Ceremony
Time:
Transportation:
_________
______________________________
Ceremony
Cocktail Hour
Time Frame:
____________
Location:
____________________________________
to ___________
Guest Arrival: ____________
Time Frame:
____________
Location:
____________________________________
to ___________
Wedding Party Arrival: ____________
Ceremony Start Time: ____________
Reception
Ceremony End Time: ____________
Time Frame:
____________
Group Photo: ____________
Location:
____________________________________
"Hugs & Kisses": ____________
Leave for Portraits: ____________
Wedding Party Arrival: ____________
Transportation: ______________________________
Grand Entrance: ____________
to ___________
First Dance: ____________
Portraits
Toasts: ____________
Time Frame:
____________
Location:
____________________________________
to ___________
Dinner: ____________
Cake Cutting: ____________
Leave for Reception: ____________
Bride & Groom Departure: ____________
Transportation: ______________________________
Transportation: ______________________________
Wedding Announcement Worksheet
____________________ daughter of ____________________ and ____________________ son of ____________________
( Brides' Name)
( Bride's Parent's Names)
(Groom's Name)
(Groom's Parent's Names)
were united in marriage _____________________ , at ____________________ in ______________ , ________.
( Date of Ceremony)
(Ceremony Site)
(City)
( State)
The ceremony was officiated by ______________________.
( Judge, Reverend, Etc.)
__________________________ were bridesmaids, and the bride's
( Names of Bridesmaids)
(friend)
(sister) ___________________ was maid of honor.
(cousin) (Maid of Honor's Name)
__________________ was attended by ______________________ and his
(Groom's Name)
(Names of Groomsmen)
(friend)
(brother)
(cousin)
_________________ was best man.
(Best Man's Name)
____________________ served as ushers, _________________ were ringbearers, and __________________ were flower girls.
(ushers names)
(ringbearers names)
(flowergirls names)
The Bride wore a __________________ wedding dress by _________________. The Bridal Bouquet was ________________.
(Style, Cut, Fabric)
(Dress Designer)
(Flowers, Other)
The reception took place at ______________________ in _______________, __________.
(Reception Venue)
(City)
(State)
The couple honeymooned in ___________________ and plan to reside in ____________, ________.
(Destination)
(City)
(State)

Complete Wedding Planning Guide

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