The Eventie Guide: THE BEST WEDDING PLANNING GUIDE

eventie how to the best wedding planning guide

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.

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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

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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

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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

  • Book honeymoon

  • Order wedding cake

  • Book pre-marital counselling - if required by your religious practice

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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

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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

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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

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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

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2 weeks before

  • Communicate final '“must-captures” with photographer and videographer

  • Give venue/caterer final guest head count

  • Finalise your seating plan

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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

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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

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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!

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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!

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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

The Eventie Guide: HOW TO HOST A SUCCESSFUL WORKSHOP

eventie how to host a successful workshop

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

vision board workshop

Identify

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.

Consider

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

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Identify

A suitable and ideal venue for your workshop.

Consider

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? 

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Step 3: Date and Time

Identify

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. 

Consider

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.

Consider

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

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Ensure you have prepared for everything to run smoothly.

Consider

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.

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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.

 

Step 7: Conduct Workshop

Have a great time! Remember to breathe and enjoy the moment. Live out the vision that you created in the beginning. 

Part of being a great host involves ensuring you are on hand to support participants should they have questions during the workshop.

Make sure you take photos for your records as well as, photos to engage with participants during the workshop and your social media followers. TIP: consider creating a social media #hashtag that you can use during the planning process, during the workshop and after the workshop. 

 

Step 8: Post Workshop Engagement

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After the workshop, maintain the positive energy and momentum created during the workshop experience.

Continue to engage those who attended as well as, those who were unable to attend. Follow up emails and social media engagements are effective ways of doing this.

Remember to request feedback which you can use to improve your future workshops.

Review your Vision Board and enjoy observing how your vision became your reality! 

Begin planning the next one! 

It makes sense to SEE what your goals look like

Is your goal for your business to one day have it’s very own building with your company name written across the front? Do you dream of buying a house by the lake with 6 bedrooms, 2 living rooms and a kitchen with a granite top island? Perhaps you want to travel the world and visit all the tropical destinations in the Caribbean and Asia?

What do your goals actually LOOK like?

Often we have these goals and dreams tucked away in the back of our minds, behind our fears and the endless ‘busyness’ of our daily lives. 

This simple yet effective tool of visualising or having a visual representation of your goals, is a lot more powerful than you may think. As humans we have the ability to see the future before it actually happens. We can visualise how we believe the world is and begin to make it our reality.

The practice of visualising continues to be used by many successful figures and athletes, like Oprah Winfrey & Arnold Schwarzenegger to accelerate achievement of their goals. 

The benefits of visualising include;

  1. Activation of your creativity - you begin generating ideas to achieve your goal

  2. Subconscious programming of the brain to recognise the resources you need achieve that goal

  3. Building motivation - having that visual representation motivates you to take the necessary actions to get one step closer to achieving that goal 

  4. Law of attraction - this means bringing into your life the people, resources, and circumstances you need to achieve your goal by aligning your mindset, words and action with your goals (a separate post on this is coming soon)

Today, we invite you to find images that represent your goals, so you can SEE what they actually look like ...because it makes sense.