The Ultimate Wedding Binder Guide For Your Big Day

A wedding binder is a great way to keep all your wedding ideas and plans in one place. It can be a real lifesaver, helping you stay on top of the day's flow and acting as a quick reference guide to efficiently resolve any questions or last-minute changes. This article will outline a step-by-step guide on how to make a wedding binder, ensuring you approach your big day with minimal stress and maximum organisation.

Event schedules and timelines

• Master Timeline and Production Schedule: Create a master timeline that serves as the backbone of your event. Include key milestones, such as the ceremony, reception, and any special activities. Ensure you have extra copies for your wedding team to stay aligned throughout the celebration.
• Bridal Party Timeline: Provide a condensed timeline specifically for the bridal party, keeping them informed about their whereabouts and duties. This can be especially helpful if they weren't present at the rehearsal.
• Vendor-Specific Timelines: Develop timelines tailored to key vendors, such as the photographer, videographer, DJ or band, caterer, bartending staff, and officiant. This ensures that everyone is on the same page and that their services are coordinated seamlessly.
• Transportation Timeline: Create a separate timeline dedicated solely to transportation logistics. This quick-reference guide will help you manage the seamless movement of people and equipment throughout the event.
• Ceremony Details: Include a dedicated section for the ceremony, encompassing the full ceremony script, copies of readings, and the ceremony program. This ensures that everyone involved, from the wedding party to your team, knows their roles and can deliver a smooth and memorable ceremony.
• Reception Timeline: The reception often has the most moving parts and can be a significant portion of the couple's budget. Create a detailed timeline for the reception, including seating assignments (organised alphabetically and by table order), wedding toasts or speeches, and the MC's script.
• Banquet Event Order (BEO) and Catering Documents: Don't forget to include the BEO and all related catering documents. These are crucial for coordinating with the catering team and ensuring that the food service aligns with the evening's events and the couple's expectations.

By meticulously crafting these timelines and schedules, you'll be able to effectively manage the flow of your wedding day, ensuring that everyone involved, from your wedding party to the vendors, is well-informed and prepared.

Vendor documentation

The vendor documentation section is your secret weapon to keeping everyone on track and ensuring that all commitments are met. It often falls on you if something is missed, so don't skimp on the details.

Include the vendor name and point of contact, along with the following:

• Florist – List of arrangements, bouquets, boutonnieres, and other flowers and who gets the florals on the day (e.g. groomsmen, fathers, ring bearer, grandparents).
• Photographer – Photographer timeline and shot list.
• Bar – Drinks they will be serving and when. Include a special drink list.
• Caterer – Meals they will be serving, including meals for vendors.
• Arrival times for each vendor and the bride and groom.
• Photography timeline.
• Set-up info and instructions.
• Sample photographs of table designs (if you are doing a DIY design).
• Processional/recessional order.
• Copy of the ceremony (if you wrote it yourselves).
• Any special seating arrangements (reserved rows).
• Timeline of the reception.
• Songs for each activity (first dance, mother/son dance, etc.).
• List of who will be giving toasts.
• Any special events they will need to help coordinate (dollar dance, sparkler exit, etc.).

Additional Tips

Give your vendors your Day Of Coordinator's information 2-4 weeks before the wedding. Let them know they can contact you until the day of the wedding and then they should get in touch with your coordinator.

Have a meeting with your coordinator 1-2 weeks before the wedding to go over everything in the binder. Go through the wedding day and the flow of the day and let them know about anything important, like family members who don't get along or a surprise dance during the reception.

Financial and legal documents

A wedding binder is a great way to ensure you stay on top of the day's events and can act as a quick reference guide for any last-minute changes. It is also a good idea to have a binder to ensure you have peace of mind, with all the information you need right at your fingertips.

• Permits: You will need permits to show that you are allowed to host your wedding at your chosen venue.
• Credit card authorization forms: To ensure there is no drama when it comes to handling money, it is important to have these forms in your binder.
• Cash payment forms: Similar to the above, cash payment forms are important to have in your binder for financial transactions.
• Prenuptial agreement: Although it may sound unromantic, a prenuptial agreement is a great way to protect your assets in the case of a divorce. It is a useful financial planning discussion to have and could save you a lot of money in the long run.
• Marriage certificate: Your wedding binder should include a copy of your marriage certificate as proof of your married status.
• Postnuptial agreement: If you already have a prenuptial agreement in place, you may also want to include a postnuptial agreement, which is a financial agreement made during the marriage.
• Affidavit of marriage: This document will provide evidence of your married status.
• Name change notification letter: If either partner is planning to change their name, it is useful to include a name change notification letter in your wedding binder.
• Will and living trust: In the unfortunate event of your death, a will and living trust will ensure that your assets are distributed according to your wishes.
• Power of attorney: This document will allow your partner to handle legal and financial matters on your behalf if you are unable to do so.
• Health care proxy and living will: In the event that you are unable to make healthcare decisions for yourself, a health care proxy and living will allow your partner to make those decisions on your behalf.
• Insurance policies and retirement accounts: By including these documents in your wedding binder, you can ensure that your partner is the named beneficiary and will receive the benefits outlined in these policies.
• Application for federal and state benefits: Research the state laws to find out if you are able to file a joint state tax return and include the necessary application forms in your binder.

Design and decor

The design and decor section of your wedding binder is where you can let your creativity flow. It is also a great place to store all your design and decor-related information, such as:

• Layouts and diagrams of all event spaces to ensure each area is set up according to plan and that all decor elements fit within the designated spaces.
• A detailed decor inventory list, a rental inventory list, and linen packing lists to track all the items you need for the setup.
• Any extra signage that might be needed for directing guests or enhancing the event's theme.
• Sketches of the venue and placement of decor.
• Other decor elements such as an aisle runner, card box, etc.

You can also use this section to store ideas and inspiration. For example, you could include:

• Tissue paper that matches your colour scheme and overall style.
• Pictures ripped out of magazines.
• Printouts from Pinterest boards.

Contact lists

You should also give your vendors the contact details of your wedding coordinator, if you have one, so they can get in touch with them directly on the day of the wedding. It is a good idea to provide this information to your vendors 2–4 weeks before the wedding.

In addition, you may want to include a list of guests' names, addresses, and whether they have RSVP'd. This will help you keep track of who is coming and can be used to send out thank-you notes after the wedding.

Frequently asked questions