Where can I begin? The easiest way to answer this question to simply to let you know that nothing is more important than the planning and record keeping that goes into this day. It is well worth the funds you spend purchasing a Planning Calendar and/or Wedding Planning/Organizer. Start early. If you have a year before your wedding...start planning then. If the planner/calendar doesn't come with tabbed sections you might also want to invest into a three ring binder and have tabs for each different section of your wedding. Example: Invitations, Location, Photographer, Caterer, Favors, Church Contact, Decorations, Baker, Florist, DJ, Car Rental, Rentals and so on and so on. On the front of the tab page make sure you have a contact name and phone number where it can be acquired quickly and easily. Note: Make sure to have a folder and retain all your receipts, deposits, contracts, etc.
Keep your most often used records with you (in your car) and place them securely in a tote so they don't roam all over your back seat or trunk. Keep a pocket planner in your purse for things that come up during the day or while you are running errands. Make sure you mark all appointments or deadlines on your "Wedding Calendar". There are a lot of things related to a wedding that cannot be handled at the last moment or that must be scheduled well in advance (sometimes up to 1 year).
Don't assign areas of responsibility to those around you who may not make the same decision as you. In other words, don't send someone else to pick out your wedding cake. Do make a list of photos specific to your family and friends to provide to your photographer but again do this well ahead of the wedding. Always schedule yourself more time the day of the wedding (hair, make-up, nail repair, last minute unplanned errands). It is better to be able to relax because you have a few extra minutes on your wedding day than to have to re-adjust your schedule and rush or even have to cancel something just because time ran out.
Have questions about your bridal bouquet? Confused how a selection of flowers or colors will look together? Looking for decorating ideas or floral arrangements for tables at your reception? There are many small books available that will give you a tremendous amount of insight without all the frustration and cost. Look for books related to floral arrangements or decorating tabletops. If you find a photo or graphic with the flowers or color or even a design or layout for the reception tables take it to your florist and be specific. Note: if they want you to leave it make sure you provide them with a color copy so you can retain what you requested.
Are you planning to serve food, finger foods, snacks or drinks? If you are going to serve food and drinks to a specific number of guests because those items need to be ordered from outside vendors you do need to send "Response Cards" to those you invite. It will make your planning easier and more cost effective. Why pay for 75 people to eat and drink if you only need to provide for the 20 that actually planned and did attend? This includes the size of the wedding cake as most cakes are priced per serving or slice. It is also much wiser to order a wedding cake that will serve 20 than 75 because you didn't send out response cards. Plus...what will you do with all that extra cake?
Photos Anyone?
You've probably hired a photographer or videoographer to take professional photos of your wedding ceremony and reception but have you thought about how great it would be to enlist the help of your wedding guests in acquiring pictures that your photographer didn't have the time to capture?
Most of the cameras produced for weddings come with a tent to place near the camera that explains what the cameras are for.
The pictures are not staged and typically are photos that your guest took thinking of you and what you would want. You'll end up with photos of family members, children, who knows what else, but they will enhance the memories you will be left with of your wedding event.
How do you find these cameras at an affordable price? Do a Google search for disposable cameras and compare prices. Try to find some within your budget that do come with tents as some guests have no idea what the cameras are for and may mistakeningly think they are supposed to take them home. Be sure to place one or two on each table.
Reception Basket for the Bride and Groom
Have you ever talked to a friend who mentioned that during her wedding reception she was so busy she didn't get to sample the food served to guests or taste the wedding cake? As sad as this may sound it is not so uncommon.
To ensure this doesn't happen to you make a request of your bridesmaid to prepare a basket during the reception. The basket will be given to the bride and groom upon leaving the reception. Included in the contents should be: samples of food served (wrapped or packaged securely) deserts, pieces of the wedding cake and bottled drinks. Plastic ware and napkins should also be included.
Serving the Cake
One of the most often forgotton items at a wedding or reception is the cake knife and server to be used for the groom's cake. Don't be caught unprepared! Remember to have two sets available so both cakes can be cut when the time comes.
Sample Everything!
Since we're talking about cakes lets go ahead and discuss the baker and caterer.
Cakes that are spectacular to look at are one thing but make sure that cake also tastes good. Plan well ahead and schedule a meeting with your baker and caterer to discuss not only types of foods to be served, design and servings needed but also request samples of various types of cakes and fillings and each type of menu item the caterer is suggesting you select from. Select something you like. You may find that you really didn't like any and may need to meet with another baker or caterer. The groom may want to go with you and taste samples of the groom's cake and menu items. This is one area where he can make a decision and select the type and design of groom's cake.
Payments for Entertainment
If you have made arrangements for a band or a DJ and a payment will need to be made the night of the event, delegate a member of your wedding party to ensure that payment is made. Have the payment ready, in a prepared envelope, to give to that member prior to leaving for the wedding. You will be much too busy to think of things immediately prior or after your ceremony.
Flowergirls and Ring Bearers
Plan ahead and make sure that you bring something that will entertain the little people in your wedding. Their attention span is very short and you may find them getting very impatient. They love coloring or sticker books. Make it simple so you don't add additional stress to your already full load but you will find that this is very easy and needed. Don't give them something that could stain their clothes.
Don't let this happen at your wedding.
Family members or guests travel to attend your wedding and reception (and in today's economic climate that is no easy task). But when they arrive at the reception there are no tables or seat assignments reserved for them. And to top it all off you didn't count on any additional guests attending who didn't respond. But they did and they got their seats before those who did respond. In some cases family members may be left without seats. And to top it all off because you didn't have specific seating arrangements you have no idea who atttended that didn't respond. You will need to know the specific number of those guests for later.
Since family and guests returned your response card as you requested the last thing that you want to happen is confusion about where those guests or family members are to sit. Always, always spend the extra time planning the seating arrangements and placing seating cards at each table. This will ensure that special members of your family and guests do have seats (located where you and your groom indicated) and will help you in recognizing those who didn't respond. Remember, even those who didn't respond will eat the dinner and or drinks you've planned for your reception and this will help your planner or assistant inform the venue of the increased numbers. Hint - Do not leave this up to the venue where the reception is to be held. Your family members aren't that important to them.
Selecting the Reception Site
Questions to ask:
Based on the number of guests that have responded or you are planning on attending, will the reception area comfortably seat your guests? (don't ignore this question just because you thought the site was pretty.) Remember, you want your reception to be memorable for everyone including your guests.
How many guests will comfortably sit at each table?
Are there enough rest rooms to handle the number of guests you are expecting?
What food is going to be served? Have you scheduled an appointment to taste the items on the menu?
Where is the food going to be served?
Is it going to be served buffet style? If so is there enough room for your guests to be served in a timely manner or will they have to wait several hours before they finally get to eat? You don't want to hear about bad food or poor service later on as this alone can ruin your reception.
Have you looked at the parking arrangements? Will it be easy for guests to walk to the reception site and are there ample parking spaces for the number of guests planning on attending?
Did you allocate an additional 10% over the number of guests who responded to hopefully count for those attending who didn't respond?
