The Ultimate Wedding Planning Binder: Checklists, Timelines, And More

A wedding planning binder is a great way to keep all your ideas, plans, and inspiration in one place. It can be a fun and efficient way to plan your guest list, seating chart, and more. A binder can be your command centre on paper, with every detail you need to know and manage on the big day. It can include everything from timelines and vendor contracts to payment schedules, contact lists, and any special instructions. It can also be a place to store receipts, colour swatches, and fabric samples. It's important to keep your binder organised, with dividers and sheet protectors to keep important documents safe. A well-designed binder can save you a lot of headaches and ensure your day goes smoothly.

Budget, calendar, and checklists

A wedding planning binder is a great way to keep all your ideas, plans, and inspiration in one place. It should be a fun and useful tool to help you plan your dream wedding.

Your wedding binder should be organised and efficient, with the most important information at the front. This includes your budget, calendar, and checklists. Planning a wedding can be expensive, so keeping a close eye on your budget is essential. A budget worksheet can help outline how much you can spend on each aspect of your wedding. It is also a good idea to keep a calendar and a wedding planning checklist at the front of your binder. That way, you can easily refer to it and stay on top of your planning.

Checklists are a great way to stay organised, and there are many online sources for these, as well as in books. You can adapt these to suit your needs and add in any final details. It is also a good idea to include a timeline or schedule in your binder, so you can keep track of what needs to be done and when. This can include a detailed timeline for the wedding day, as well as a schedule for the week of the wedding.

In the early stages of planning, your binder can be a place to store ideas and inspiration. As you get further along in the process, it can become more specific, with detailed plans and information.

Banquet Event Order (BEO) and catering documents

A Banquet Event Order (BEO) is a one-page document that outlines all the relevant details about an event. It is used by catering and special event teams to communicate and ensure everyone is on the same page. It is an indispensable document for flawless execution and meeting client expectations.

A BEO should include the following:

• Event details: The day, date, start and end times, occasion, event type, and location.
• Client information: The booking client's name, contact information, and on-site client contact.
• Menu information: All menu items listed in the order to be served, including dietary requirements, service times, and special service items.
• Pricing: A price breakdown for each menu item, quantity, and a thumbnail of the pricing and balance due.
• Staffing information: For complex events, a BEO may include staffing requirements such as wait staff, bartenders, and security staff.
• Timeline: A summary of the schedule, especially if there is a set timeline for service, which is often the case with weddings.
• Event diagram: A broader explanation of the room setup, including the placement of tables, equipment, lighting, and tablecloths.

A BEO is a contract that both the event planner and the venue need to agree to and sign. It is a dynamic document that may change and evolve, so it is important to keep it secure and ensure all staff are working with the most recent version.

In addition to the BEO, other catering documents should be included in the wedding planning binder. These could be rental agreements, vendor contracts, payment schedules, and any other relevant information to ensure the food service aligns with the evening's events and the couple's expectations.

Design, decor, and layout diagrams

A wedding binder is a great way to keep all your ideas in one place and make planning your wedding a lot easier. It is important to keep your binder organized and well-designed so that it is helpful and not a burden.

The "Design, decor, and layout diagrams" section of your wedding binder should include layouts and diagrams of all event spaces. This will ensure that each area is set up according to plan and that all decor elements fit within the designated spaces. You can create 3D floor plans for indoor and outdoor weddings to help you visualize the venue's appearance and feel on the wedding day. You can also add details like the color of the carpeting and walls to help determine a theme and make decor decisions.

Include a detailed decor inventory list, a rental inventory list, and linen packing lists to track all the items needed for the setup and prevent any last-minute surprises with missing pieces. You can also add inspiration, such as tissue paper that matches your color scheme and overall style, or color swatches, size charts, and fabric samples.

You can use dividers to create sections for the most important categories and sub-dividers within each section to stay organized. Include folders or clear sheet protectors in each section to hold important documents for safekeeping.

Vendor contracts and payment schedules

Firstly, gather all your vendor contracts and make multiple copies. You can include these in your binder, but also consider keeping a digital copy for easy access and safekeeping. Go through each contract in detail, noting important dates, deliverables, and any special requests or instructions. For example, if you have a specific vision for your wedding cake, this should be outlined in the contract with your chosen baker.

Next, create a payment schedule. List all the vendors you need to pay, the amounts, and the due dates. You can also include a brief description of what each payment is for, such as a deposit, full payment, or gratuity. This will help you keep track of your budget and ensure you're not surprised by any last-minute payments. It's a good idea to include a calendar in this section, marking the dates when payments are due, and perhaps even setting reminders to ensure you don't miss a payment.

In addition to the contracts and schedules, keep a copy of all your receipts in this section. You may also want to include a list of vendor contacts, with names, phone numbers, and email addresses, so you can quickly get in touch with them if needed. It's also beneficial to have a notes section where you can jot down any changes to the contract, additional requests, or other important information.

Finally, don't forget to share this information with your day-of coordinator, if you have one. They should have all the details they need to execute your vision and manage any last-minute changes or issues that may arise with vendors.

Contact lists and special instructions

A wedding planning binder is a great way to keep all your ideas, plans, and contacts in one place. It is your command centre on paper and should contain every single detail you need to know and manage on the big day.

The contact list is an important part of your wedding planning binder. It should include all the key people involved in making your wedding day a success. Start with the day-of coordinator, who will be your go-to person on the wedding day. Include their name, phone number, email, and any other relevant contact information. It is a good idea to have a meeting with them a week or two before the wedding to go over everything in the binder and discuss the flow of the wedding day. Inform them about any special instructions, such as family dynamics or surprise events, so they can manage any potential issues.

Next, list the people who have helped you plan and prepare for the wedding, including your parents, maid of honour, best man, bridesmaids, groomsmen, and anyone else involved in the planning process. Include their names, relationships to the couple, and contact information. This list will be useful for the day-of coordinator and anyone else who may need to reach out to these individuals.

Additionally, create a separate section for vendor contacts. List all the vendors you have hired, such as the caterers, photographers, florists, musicians, and any other suppliers. Include their company names, primary contact person's name, phone numbers, email addresses, and any relevant notes about their services. It is also a good idea to include copies of their contracts and payment schedules in this section for quick reference.

Finally, consider including an emergency contact list with important phone numbers, such as local emergency services, the venue coordinator, and any other contacts that may be needed in case of unexpected situations.

By compiling these comprehensive contact lists and including special instructions, you can ensure that everyone involved in your wedding has the information they need to make your special day a success.

Frequently asked questions