The Ultimate Wedding Planner Book Guide

Wedding planner books are a great way to keep all your wedding plans in one place. They can include undated monthly calendars, checklists, charts, trackers, inspirational quotes, pages for vows, wedding day timelines, honeymoon details, lined and dot grid pages for note-taking, journaling, and more. Some also come with stickers, date dots, and storage pockets. These books can be a helpful tool for staying organized and keeping important notes and dates all in one place. They can also be used as a scrapbook and turned into a cherished keepsake to relive the memories of planning your special day.

Budgeting

There are many online tools and templates to help you create a wedding budget, such as spreadsheets and calculators. These can help you estimate costs for different services and track your expenses and payments. It is important to keep all your expenses in one place and update them regularly. You should also integrate your budget with your checklist to help you stay organised and reduce stress.

When creating your budget, it is helpful to use a sample wedding budget breakdown as a guide. The biggest chunk of your budget will likely go towards the venue, followed by catering. Other things to budget for include live entertainment, wedding bands, photography, alcohol, flowers, videography, attire, a wedding planner, event rentals, lighting and decor, a DJ, guest entertainment, transportation, ceremony musicians, hair and makeup, stationery, cake, wedding favours and gifts, an officiant, and additional jewellery.

There are several factors that will impact the amount you spend. The number of guests you invite will have a massive influence on the cost, as there is usually a per-head cost for food and liquor. The location of your wedding will also affect the price, as some cities and towns are more expensive than others. The time of year and day of the week you get married can also change the cost, with weddings in the middle of the wedding season and in the evening usually being pricier.

It is important to be aware of hidden costs and unexpected expenses, such as vendor tips, overtime fees, postage, parking and transportation, taxes and service charges. You should also consider building in a buffer to your budget to account for any unforeseen costs.

There are several ways to save money on your wedding budget. These include:

• Starting your planning early to allow more time for research and price comparison
• Planning your wedding around your preferred vendors and negotiating prices
• Using creative ideas for decor, food and rentals, such as DIY projects and simple dishes
• Getting married on a Friday or Sunday, or during the fall or winter
• Keeping your guest list as low as possible
• Only offering wine and beer at your bar
• Considering non-traditional venues
• Sending electronic invitations and choosing casual dining options

Guest lists

Creating Your Guest List

Start by writing down the names of everyone you and your partner would want to be with you on your wedding day. This initial list should include immediate family, close friends, colleagues, distant relatives, and anyone else you'd consider inviting if money and space were no issue. From this master list, you can begin to narrow it down.

Decide on your non-negotiables or "must-haves". These are the people you simply wouldn't want to get married without, and they will remain firmly on the list. Then, consider your budget and the capacity of your venue. This will help you determine how many guests you can realistically accommodate.

If you're having an intimate ceremony or a destination wedding, you may only be able to invite your A-list guests. It's a good idea to mention this to those who might expect an invitation early on, so their expectations don't get out of hand.

Traditionally, both sets of parents have a say in the guest list, especially if they are contributing financially. It's a good idea to involve them early in the process and respectfully address any concerns they may have. One approach is to allocate a certain number of seats for each set of parents to fill as they wish, ensuring it fits within your venue and budget constraints.

Managing Your Guest List

Once you have your initial guest list, you can start thinking about the practicalities of managing RSVPs, dietary requirements, and seating arrangements.

Using a guest list template or a wedding planning spreadsheet can be incredibly helpful. These tools allow you to keep track of RSVPs, dietary restrictions, and other important information. You can also use them to generate seating charts, place cards, and invitations.

Some things to consider when managing your guest list:

• Stagger your invites – send your initial invitations at least eight weeks in advance, and when you start receiving responses, you can send out a second round of invites to those who were unable to attend.
• Be mindful of plus-ones – you don't have to offer plus-ones to everyone, especially if it's a new relationship or someone you haven't met before. You can set a clear rule, such as only offering plus-ones to those in long-term relationships.
• Consider children – if you want a child-free wedding, that's your decision. However, be prepared to respect the decision of parents who may not be able to attend without their children.
• Be consistent with your invites – avoid creating a "second tier" of guests by inviting some people to the ceremony and others only to the reception. This can cause hurt feelings.

Vendor contacts

A wedding planner book is an invaluable tool for any couple preparing for their big day. It can help you stay organized and keep important notes and dates all in one place. One of the most important sections of a wedding planner is the vendor contacts section. This is where you will keep track of all the businesses and individuals you are working with to bring your wedding to life. Here are some tips for creating and utilizing this section effectively:

Start with a Template

Begin by finding a vendor contact list template online. This will provide you with a structured format to record all the necessary information. Websites like A Practical Wedding offer free customizable wedding spreadsheets that you can use as a starting point. Having a template will make it easier to compare different vendors and ensure you have consistent information for each one.

Narrow Down Your Vendors

Before reaching out to vendors, take the time to narrow down your search. Identify your top choices in each category, such as photography, catering, florists, etc. Focus on contacting a small number of vendors, such as less than eight, in each category. This will make the process more manageable and prevent information overload.

Utilize Contact Forms

When reaching out to vendors, use their preferred method of communication. Many vendors have contact forms on their websites, which are designed to gather the information they need. Using these forms ensures you provide all the relevant details and increases the chances of a prompt response. If there is no contact form, a personalized email or phone call is the next best option.

Provide Detailed Information

Whether using a contact form or reaching out directly, be sure to provide as much information as possible. Include your name, wedding date, venue, and any special details or requests about your wedding day. The more information you provide, the easier it will be for vendors to understand your vision and provide tailored responses.

Double-Check Your Information

It is crucial to ensure that all the information you provide is accurate, especially your contact details and wedding date. Double-check that you have entered the correct names, phone numbers, email addresses, and dates. This may seem obvious, but mistakes can easily happen, and providing incorrect information will only create confusion and delay responses.

Include a Personal Message

When contacting vendors, add a personal touch to your communication. Express your interest in their work and how much you love their style or offerings. This will make your message stand out and create a more positive impression. Boutique vendors and those who create custom designs will especially appreciate your enthusiasm.

Don't Be Afraid to Follow Up

If you don't hear back from a vendor you're interested in within a few business days, don't hesitate to follow up. Sometimes emails can get lost, or vendors may be slow to respond. If you have your heart set on a particular vendor, it's worth reaching out again or giving them a call to ensure your message doesn't get overlooked.

Schedule Consultations

The best way to connect with vendors and make informed decisions is to schedule consultations. Whether it's a phone call or an in-person meeting, this allows for a more personal and efficient discussion. Consultations are particularly important for vendors you'll be working closely with, like your wedding planner or photographer.

Create a Contact List for Your Wedding Day

In addition to gathering vendor information during the planning process, create a concise contact list for your wedding day. This list should include the names, phone numbers, and business names of all your vendors, as well as their scheduled arrival times. Share this list with your coordinator or a trusted member of your wedding party to handle any last-minute questions or issues that may arise.

By following these tips and maintaining a well-organized vendor contacts section in your wedding planner, you'll be able to efficiently manage your communications and create a smooth planning process. It will also ensure that you can enjoy your special day without being bothered by logistical questions!

Timeline

A wedding planner book is an essential tool for any couple planning their big day. It can help you stay organised, providing a place to jot down ideas and inspiration, and keep track of important information. Here is a suggested timeline to help you make the most of your wedding planner book and ensure you don't miss a thing in the lead-up to your wedding.

12+ Months Out

This is the time to start researching and gathering ideas. Think about what you want your wedding to look like – the colours, the theme, the venue. It's also a great time to create a vision board and start getting inspired. If you're thinking of hiring a wedding planner, now is the time to do it. You should also inscribe the engagement ring and set a budget.

9-11 Months Out

Now you can start making some more concrete plans. Finalise your guest list and send out save-the-dates. You can also start thinking about your wedding attire and book any hair and makeup artists. This is also a good time to book your caterer and other vendors, as well as sort out transportation and hotel room blocks for guests.

6-8 Months Out

The fun continues as you start to book and plan some of the more detailed elements. Choose your invitations and start thinking about the music and entertainment. You might also want to organise a food tasting with your caterer and plan your menu. It's also a good idea to have an engagement photo session and create your wedding website.

3-5 Months Out

The big day is getting closer, so it's time to finalise some of the bigger decisions. Order your wedding dress or suit and think about additional pre-wedding outfits for any parties or events. You can also start shopping for wedding party attire and finalise your honeymoon plans. This is also a good time to book your rehearsal dinner venue and send out invitations.

1-2 Months Out

The final countdown is on! Use this time to attend to any last-minute details, such as writing your vows, planning favours and welcome bags, and having hair and makeup trials. You should also confirm timings with your vendors and create a seating chart.

Week of the Wedding

Take some time to relax and enjoy the final preparations. Break in your wedding shoes, pack your bags, and confirm all the final details with your vendors. Don't forget to chase any RSVP stragglers and give your venue the final headcount.

The Day Before

It's almost time to tie the knot! Exchange notes with your partner, give gifts to your family and wedding party, and rehearse the ceremony.

The Big Day

Congratulations – you made it! Remember to stay present and enjoy every moment of your special day.

Honeymoon details

A wedding planner book is a great way to stay organised and inspired throughout the planning process. It can be a place to jot down ideas, track your budget, and manage your guest list, among other things.

• Vision: Start by establishing a clear vision for your honeymoon. Discuss and decide on the type of trip you want to have—do you want to relax on a beach or go on adventurous excursions? Do you want a combination of both? This will help guide your planning process.
• Budget: Work out your honeymoon budget and consider how you will save or pay for the trip. You may want to create a honeymoon fund or use credit card points to help cover costs.
• Destination: Research and choose your dream destination, taking into account factors such as the time of year, peak seasons, and your desired activities. Consider using a travel agent or specialist to help with this process.
• Accommodations: Decide on the type of accommodations that best suit your needs and budget. Options may include all-inclusive resorts, eco-lodges, boutique hotels, or private rentals.
• Travel arrangements: Book your flights and transportation, and don't forget to check luggage allowances, especially if you're bringing sports equipment or other bulky items.
• Passports and visas: Ensure your passports are up to date and apply for any necessary visas.
• Vaccinations and health considerations: Check if there are any recommended or required vaccinations for your destination and start any necessary programs in advance. Also, consider purchasing travel insurance, especially if you have health concerns or want protection against unforeseen events.
• Currency: Exchange some money into the local currency of your destination, including small bills for convenience.
• Activities and reservations: Research and book any activities, tours, or special experiences you want to have during your honeymoon. This may include dining at popular restaurants, visiting tourist attractions, or participating in adventure sports.
• Packing list: Create a comprehensive packing list, including clothes, toiletries, and any other essentials. Don't forget to pack any necessary medications in their original prescription bottles.
• Pet care or house-sitting arrangements: If you have pets or need someone to look after your home while you're away, make the necessary arrangements in advance.

Frequently asked questions