They say weddings can be stressful, overwhelming and difficult to plan. At Eventie, we disagree! We love planning weddings. This is because we have unique and effective ways (our Eventie Master Tips) of planning weddings, which we will be sharing with you in this guide.
Also, there is just something remarkable about planning an occasion that is bringing people together to celebrate the special union of two individuals in love.
We have created the best step by step, guide to help you enjoy the planning process of your big day. As experienced wedding planners, we understand that each wedding is unique and things fall into place at different times and in different ways therefore, consider this a general outline.
As soon as you get engaged
Sit down with your future husband/wife and discuss your ideal wedding day to ensure your visions are aligned
Create a Vision Board for your wedding. Find images that represent your dream wedding (venue, location, colours, flowers etc.) and put them together digitally using Pinterest or physically using a pin board. Make sure you place this where you can see it and refer to throughout your wedding planning process
Alternatively we can host an exclusive wedding Vision Board party on your behalf. Our Vision Board parties are becoming increasingly popular with many brides to be. They are the perfect occasion to get your girls and guys together to celebrate your engagement and outline your dreams and vision for your wedding day and your married life thereafter.
Set a budget
Start planning the guest list
Identify potential wedding dates
Research potential wedding venues and ceremony locations
12 months before
Research and consider a wedding planner
Enlist any talented friends and family to help with some aspects of the wedding
Visit and book your reception and ceremony venue/location of choice
Research potential wedding services and suppliers - photographer, videographer, DJ, florist, transport, cake, decor, music, hair and makeup
Consider wedding insurance options
Decide what type of entertainment you want for your ceremony and reception
Book photographer and videographer
Research and consider options for your venue decor
Begin wedding dress shopping
Send ‘Save the Dates’
Formally pop the question to your bridesmaids and groomsmen
10 - 8 months before
Book a band and/or DJ for reception
Book musicians for ceremony
Research and reserve accommodation for your guests
Contact venue design companies if you need to rent anything for ceremony/reception, such as chairs, tables, special decor
Order wedding cake
Book pre-marital counselling - if required by your religious practice
8 - 6 months before
Order your wedding dress
Ensure passports are in date for honeymoon
Start planning hen and/or stag parties - this is a potential task for your bridesmaids and groomsmen
6- 4 months before
Choose bridesmaids’ dresses
Choose your wedding invitation style - order if necessary
Meet with florist to discuss flower options
Shop for groom's and groomsmen’s suits
Organise the marriage legalities - give minimum 3 months notice to registrar or religious leader
Decide on prayers, readings and music - confirm with your religious leader/ registrar/DJ
Organise wedding transport
Start gathering contact details for guest list
Organise a hair & makeup trials with your desired hair stylist and makeup artist
3 - 2 months before
Send invitations/RSVPs to guests
Attend dress fittings
Choose and order wedding rings
Organise gifts for parents, bridesmaids, groomsmen and each other
Buy shoes & accessories
Have a menu tasting with your caterer
4 weeks before
Have final wedding dress fitting
Make any last-minute adjustments with suppliers
Finalise details regarding order of ceremony
Order/complete any wedding DIY projects
Review final RSVP list and call any guests who are yet to respond
2 weeks before
Communicate final '“must-captures” with photographer and videographer
Give venue/caterer final guest head count
Finalise your seating plan
1 week before
Supply venue coordinator with a list of supplier requirements
Print place cards
Call all wedding suppliers to confirm arrangements
Give ceremony and reception coordinators a schedule of supplier delivery and setup times, including contact numbers
Get your beauty treatments done - manicure, massage, waxing etc.
Do full wedding dress rehearsal from underwear to veil
Pack an overnight bag for the reception
2 - 3 days before
Groom and groomsmen go for final fitting and pick up your formalwear
Confirm pick-up times with wedding transport supplier
Reconfirm final details with all suppliers
Print and circulate running order for the day and include main suppliers' contact details. Pass copies to the best man and maid of honour
The day before
Drop off place cards, table cards, menus, favours, table plan to venue coordinator
Provide all wedding professionals with an emergency phone number to call on the day of the wedding
Manage payment for any final balances to be paid at the end of the reception
Ensure the cake is on track to be delivered to reception venue on time
Rehearse ceremony with full wedding party including registrar/religious leaders if possible
Get a good nights rest, tomorrow is about to be unforgettable!
The wedding day!
Present gifts to your parents, best man/maid of honour
Receive flower delivery for bridesmaids and best man
Give wedding bands to the best man to hold during the ceremony
Smile and live the reality of the vision you created in the beginning!
After the wedding
Review the Vision Board you created after your engagement and enjoy observing how your vision became your reality
Arrange for any rentals to be cleaned and returned
Send thank you notes to gift-bearing guests and suppliers
Collect your marriage certificate
Enjoy your new life as a married couple
Over the next few months, we will be posting a series of easy to follow guides on how to host, plan and manage all types of events.
Having 9 years' experience in planning and managing corporate events, weddings, private parties and workshops, we have developed effective 'Eventie Master Tips' and advice that we will be sharing with you in this series.
The following is a simple, yet POWERFUL guide that will help you identify what you will need in order to host a successful workshop.
Step 1: Create a Vision Board for Your Workshop
Aims, objectives and goals - find images, words and phrases that represent this and stick them on a board. Once this is complete, be sure to place this board somewhere where you can see it daily.
Why do you want to run the workshop?
How do you as a host want to feel during and after the workshop? - here is where you ensure your feelings are in positive alignment with your goals.
What impact d you want to make?
Who is your target audience? TIP: conduct market research on your target audience - who is your target demographic? Are there similar workshops already on the market?
How many people do you wish to host? TIP: we find that 10 - 16 participants is a good number to host without compromising on the quality of the workshop.
Content of the workshop - draft a rough agenda/programme.
Funding - will it be a paid or free workshop?
Sponsorship - partnering up with relevant partners or inviting guest speakers who could sponsor your workshop can add great value to your workshop.
Step 2: Venue Sourcing
A suitable and ideal venue for your workshop.
The size of the venue - is it big enough to fit the number of participants you have envisioned? TIP: size matters! Ensure it is big enough to accommodate the participants but not so big that you lose that intimacy factor that is required to make the workshop environment fertile.
Location - is it located in an area that is aligned with your target audience? e.g. is it easily accessible with transport links? Is there free parking available? Is it in a safe area? Is it in a trendy area where your target audience is likely to be?
Facilities - does it offer facilities that support your workshops? e.g. accessible toilets, refreshments, chairs, tables or accommodation.
Availability - is it available on your chosen date and time?
Step 3: Date and Time
A date and time that is synchronised with your target audience, e.g. if you are targeting working professionals choose a time that accommodates their working schedule.
A date that is far enough in advance. This gives participants enough time to schedule it in their diaries. TIP: we advise a 2 - 4 months lead time, this is highly dependant on the behaviour of your target audience and the type of workshop you are hosting.
Step 4: Invitations
Draft and send out invitations. TIP 1: be sure to collect relevant information like contact details, special considerations, dietary requirements etc. Knowing this information amplifies your hosting capacity. TIP 2: provide enough information to sell the event e.g. FREE parking, FREE food, the workshop content, guest speakers etc.
Creating marketing materiel for your workshops.
Creating social media campaigns to increase engagement.
TIP: as participants register, begin engaging with them prior to the event. This creates positive momentum.
Step 5: Catering and Logistics
Ensure you have prepared for everything to run smoothly.
Catering - everyone ALWAYS appreciates an occasion with food! Providing refreshments encourages participants to focus and keeps them from getting hungry and distracted. TIP 1: consider the time of your workshop, this will help you decide what kind of refreshments to provides, e.g. if it runs over lunchtime organise a lunch meal. TIP 2: meal times are a valuable informal networking opportunity.
Workshop Collateral - research and prepare relevant material for the workshop such as handouts and ice-breakers etc.
Arrange room layouts and seating plans - we find that U shape, Banquet and Boardroom layouts provide enough room for active participation in a workshop.
Recruit an assistant to help with preparations prior, during and after the workshop.
Step 6: Finalise Agenda
Return to your Vision Board and ensure you have covered everything in your aims and objectives.
Build in breaks - comfort breaks are always appreciated by participants. TIP: try and be flexible with your break schedule, observing your participants during the workshop will help you determine when to have a break.
Rehearse - run over the agenda and adjust timings and make additions if necessary.