Wedding Planner - Marriage Celebrant Sydney€¦ · Write your wedding vows o Purchase a wedding...
Transcript of Wedding Planner - Marriage Celebrant Sydney€¦ · Write your wedding vows o Purchase a wedding...
Wedding Planner
The Overview
We dd i n g Da t e :
Budget: Style: Colour scheme:
Ceremony location: Ceremony time: Address: Number of Guests:
Reception location: Ceremony time: Reception time: Address: Number of Guests:
I m p o r t a n t D a t e s B r i d e s m a i d s G r o o m s m e n
Engagement Party: ________________________ ________________________
Bachelor Party: ________________________ ________________________
Hens Party: ________________________ ________________________
Bridal Shower: ________________________ ________________________
Rehearsal: ________________________ ________________________
Honeymoon: ________________________ ________________________
Let ’s do This!
T o Do L i s t
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The Daily Planner Dat e :
S c he du l e
7am ____________________________________ Pr i o r i t i e s ____________________________________
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11am ____________________________________ T o Do L i s t ____________________________________ _________________________________
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The Weekly Planner We e k O f :
MONDAY T op G oa l s
TUESDAY
WEDNESDAY T o Do L i s t _________________________________
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THURSDAY _________________________________
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FRIDAY _________________________________
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N o t e s SATURDAY ____________________________________
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SUNDAY ____________________________________
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Month:
MON TUE WED THU FRI SAT SUN
The Bride’s Guest List
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The Groom’s Guest List
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Final Wedding Guest List
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Guest List Tracker
Name:
Address:
Email:
Phone:
Meal Choice:
# of Guests:
Save the Date
Engagement Party
Wedding Invitation
RSVP Received
Thank You Card
Engagement
Name:
Address:
Email:
Phone:
Meal Choice:
# of Guests:
Save the Date
Engagement Party
Wedding Invitation
RSVP Received
Thank You Card
Engagement
Name:
Address:
Email:
Phone:
Meal Choice:
# of Guests:
Save the Date
Engagement Party
Wedding Invitation
RSVP Received
Thank You Card
Engagement
Name:
Address:
Email:
Phone:
Meal Choice:
# of Guests:
Save the Date
Engagement Party
Wedding Invitation
RSVP Received
Thank You Card
Engagement
Name:
Address:
Email:
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Meal Choice:
# of Guests:
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Engagement Party
Wedding Invitation
RSVP Received
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Engagement
Name:
Address:
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Meal Choice:
# of Guests:
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Engagement Party
Wedding Invitation
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Thank You Card
Engagement
Bridal Party Contact List
Mai d o f H on our B e s t Man
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Br i de sm a i d G room sm an
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Br i de sm a i d G room sm an
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Br i de sm a i d G room sm an
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Br i de sm a i d /F l ow e r G i r l G room sm an /R i n g Be ar e r
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Bridal Party Contact List
Ro l e : Ro l e :
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Ro l e : Ro l e :
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Ro l e : Ro l e :
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Ro l e : Ro l e :
Name _____________________________ Name _____________________________
Address_____________________________ Address_____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Ro l e : Ro l e :
Name _____________________________ Name _____________________________
Address_____________________________ Address _____________________________
Phone _____________________________ Phone _____________________________
Email _____________________________ Email _____________________________
Tasks _____________________________ Tasks _____________________________
Vendor Contact Information
C e r e m ony S i t e : Bu s i n e s s C ard
Company ____________________________
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Contact _____________________________
Address_____________________________
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Email _____________________________
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N o t e s __________________________________________________________________________________
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Re c e p t i on V e nue : Bu s i n e s s C ard
Company ____________________________
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Vendor Contact Information
C e l e b ran t : Bu s i n e s s C ard
Company ____________________________
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F lo r i s t : Bu s i n e s s C ard
Company ____________________________
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Vendor Contact Information
We dd i n g Dr e s s S a l on : Bu s i n e s s C ard
Company ____________________________
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N o t e s __________________________________________________________________________________
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S u i t R e n t a l : Bu s i n e s s C ard
Company ____________________________
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N o t e s __________________________________________________________________________________
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Vendor Contact Information
H ai r S t y l i s t : Bu s i n e s s C ard
Company ____________________________
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N o t e s __________________________________________________________________________________
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Make u p : Bu s i n e s s C ard
Company ____________________________
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Contact _____________________________
Address_____________________________
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Email _____________________________
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N o t e s __________________________________________________________________________________
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Vendor Contact Information
Ph o t og raph e r : Bu s i n e s s C ard
Company ____________________________
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Email _____________________________
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V i de og raph e r : Bu s i n e s s C ard
Company ____________________________
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Vendor Contact Information
Mu s i c i an /Ban d : Bu s i n e s s C ard
Company ____________________________
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Quote _____________________________
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DJ /MC : Bu s i n e s s C ard
Company ____________________________
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Contact _____________________________
Address_____________________________
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Email _____________________________
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Quote _____________________________
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Vendor Contact Information
C ake Bake r : Bu s i n e s s C ard
Company ____________________________
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Email _____________________________
Website_____________________________
Quote _____________________________
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C a t e r e r : Bu s i n e s s C ard
Company ____________________________
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Vendor Contact Information
Ro l e : Bu s i n e s s C ard
Company ____________________________
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Ro l e : Bu s i n e s s C ard
Company ____________________________
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Wedding Planning Timeline
1 2 m on th s
o Discuss and set your budget
o Decide what type of wedding you want (formal/informal, location, style…)
o Set and confirm wedding date
o Hire a wedding consultant (if required)
o Draw up your preliminary guest list
o Announce your engagement
o Send Save the Date cards
o Research ceremony and reception options (book as soon as possible)
o Create an inspirational mood board on Pinterest to share with your vendors
o Plan an engagement party
1 0 – 1 1 m on th s
o Create a wedding website
o Start your wedding gown research
o Research honeymoon destinations
o Meet different vendors (celebrant, photographer, caterer, florist…)
o Take engagement photos
9 m on t h s
o Register for gifts
o Book accommodation for out of town guests
o Decide on wedding theme and colour palette
o Hire celebrant and plan ceremony elements with them
o Purchase wedding stationery (invitations, RSVPs, thank you cards…)
o Obtain wedding insurance
8 m on t h s
o Hire photographer/videographer
o Book hotel room for your wedding night
o Reserve ceremony/reception rental items (furniture, glassware…)
o Hire a musician/band/DJ/MC
o Hire a caterer
o Hire a florist
o Shop for wedding rings
o Have a cake tasting and decide on flavour and design
o Select your hair and makeup artists and schedule trials two months before wedding
o Plan your honeymoon
5 – 7 m on t h s
o Purchase ceremony and reception decorations
o Finalise your guest list
o Have a dress fitting
o Order bridesmaid’s dresses
o Reserve/purchase formal wear for groom and groomsmen
o Choose attire for flower girl and ring bearer
o Purchase wedding shoes, jewellery, undergarments
o Hire wedding transportation for bridal party and out of town guests
o Check passport is current
4 m on t h s
o Decide on wedding playlist (and do not play list)
o Select first dance song
o Schedule additional dress alterations (if required)
o Order wedding favours
o Book your honeymoon
3 m on th s
o Meet with celebrant and finalize timeline for ceremony and reception
o Lodge your Notice of Intent to Marry with celebrant
o Send wedding invitations
o Order additional stationery (programs, table numbers, signage)
o Confirm wedding menu and order menu cards
o Finalize flower arrangements with florist
o Purchase gifts for parents, bridal party, each other
o Book time off work for honeymoon
o Write your wedding vows
o Purchase a wedding guest book
o Attend your bridal shower (if required)
o Send the wedding day timeline to vendors
o Decide on who will be giving the toasts
1 m on th
o Attend hair and makeup trials
o Finalise reception seating plan
o Follow up with guests who have not sent a response
o Confirm bridesmaid dress alterations
o Confirm ceremony script and vows
2 w e e k s
o Deliver photoshoot list to photographer
o Confirm all rentals and delivery dates
o Finalise stationery (programs, menus, signage)
o Confirm arrival time of guests
o Provide final guest count to caterer
o Confirm wedding day details with all suppliers
o Pick up wedding dress and wedding rings
o Attend bachelor/hens party
o Prepare wedding day emergency kit
o Delivery final playlist to musicians/band/DJ
o Final fitting for groom
1 w ee k
o Confirm all duties with the wedding party and attendants
o Make final payments to all vendors
o Drop off seating & table cards to the caterer/venue manager
o Confirm reservations for out of town guests
o Confirm honeymoon reservations
o Pick up formal wear for groom
o Get your hair cut
o Book a spa / massage
o Attend ceremony rehearsal
o Sign No Legal Impediment to Marriage declaration
3 day s
o Give wedding day timeline to bridal party
o Gather all documents required for honeymoon travelling
o Check groomsmen have their formal wear
o Confirm transport arrangements
1 day
o Check your to-do list for outstanding items
o Get a manicure/pedicure
o Give rings to the best man
o Check wedding attire is ready
w e dd i n g day
o Present parents, wedding party and partner with gifts
o Get your hair and makeup done
o Eat something healthy
o Relax and enjoy your day
a f t e r t h e w e dd i n g
o Write and mail thank you cards to guests and vendors
o Change your name on necessary documents
n o t e s
Wedding Budget Worksheet
EXPENSE S EST IMATE ACT UAL CO ST DEPO SIT P D BAL ANCE DUE D ATE
ENGAGEMENT PARTY
Location Fee
Catering
Beverages
Glowers
Décor
Invitations
Rental Items
Other
CEREMONY
Location Fee
Celebrant’s Fee
Ceremony Site Décor
Other
RECEPTION
Venue Fee
Rental Items
Marquee
Parking
Catering
Bar/Beverages
EXPENSE S EST IMATE ACT UAL CO ST DEPO SIT P D BAL ANCE DUE D ATE
Table Décor
Venue Décor
Lighting
Insurance
Other
WEDDING RINGS
Bride’s Ring
Groom’s Ring
Engraving
WEDDING ATTIRE
Wedding Dress
Veil / Headpiece
Jewellery
Shoes
Lingerie
Alterations
Cleaning
Bride Other
Tuxedo/Suit
Shoes
Cufflinks
Tie
Groom Other
EXPENSE S EST IMATE ACT UAL CO ST DEPO SIT P D BAL ANCE DUE D ATE
WEDDING CAKE
Cake
Cake Knife
Cake Stand
Cake Topper
Boxes
Cake Table Décor
Delivery Fee
FLOWERS & DÉCOR
Bride’s Bouquet
Bridesmaids’ Posies
Corsages
Groom’s Buttonhole
Groomsmen Buttonhole
Reception Tables
Flower Girl Basket
Ring Bearer Pillow
Confetti/Petals
Car Decoration
Wreaths/Garlands
End Seat Flowers
Aisle Runner
Delivery & Installation
Other
EXPENSE S EST IMATE ACT UAL CO ST DEPO SIT P D BAL ANCE DUE D ATE
MUSIC
Ceremony Musicians
Reception Musicians
Sound Equipment
Other
PHOTO & VIDEO
Photographer
Videographer
Engagement Portrait
Wedding Album
Prints
Other
GIFTS & FAVOURS
Wedding Favours
Maid of Honour
Best Man
Bridesmaids
Groomsmen
Flower/Ring Bearer
Bride’s Parents
Groom’s Parents
Bride/Groom
TRANSPORT
Car for Bride & Groom
Car for Bridal party
Guest Shuttle
EXPENSE S EST IMATE ACT UAL CO ST DEPO SIT P D BAL ANCE DUE D ATE
STATIONERY
Save the Date
Engagement party
Wedding invitations
RSVP cards
Thank you cards
Envelopes
Wedding programs
Menu
Signs
Seating chart
Table numbers
Guest book
Postage
Calligraphy
BEAUTY
Hair
Makeup
Manicure/Pedicure
Spa/Massage
Groom’s Hair
Tanning
Teeth Whitening
Other
STAFF HIRE
Waiters
Bartenders
EXPENSE S EST IMATE ACT UAL CO ST DEPO SIT P D BAL ANCE DUE D ATE
Cleaners
Day of Coordinator
HONEYMOON
Passports
Accommodation
Airfares
Meals
Activities
Spending Money
Car Rental & Fuel
Other
GENERAL
Wedding Planner
Guest Accommodation
Wedding Night Hotel
OTHER
Ceremony Order
Proc e s s i on a l Orde r 1. ________________________________________________________________________________
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We lc om e A ddr e s s o Who is absent?
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o Who should be thanked?
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o Will your celebrant tell your love story?
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Re ad i n g o Who is reading a published text, poem or song?
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Ri t u a l s /B l e s s i n g s o What traditional, religious or cultural rituals or blessings will be included?
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T h e A sk i n g /V ow s o What questions will you answer with “I Will”?
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o What will be your vows?
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Ri n g E xch an ge o Will you exchange none, 1 or 2 rings?
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T h e Dec la ra t i on o How will you be declared – husband/wife/partners in marriage?
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T h e Reg i s t e r o Who will be your witnesses?
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T h e P r e s en t a t i on o How will you be presented – Mr & Mrs, the newly married couple etc.?
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Re c e s s i on a l Orde r 1. ________________________________________________________________________________
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Important Questions to Ask Your Venue s
C e r e m ony + Rec e p t i on
o Do you have my date available?
o What is the capacity? How many people can the venue accommodate?
o What is the location/site/rental fee?
o What does that include? What does it exclude?
o How many hours does the rental fee include? How much are additional hours?
o How many parking spacing on site?
o Is additional parking available anywhere else?
o Can I use my vendors? If no, what vendors must I use?
o Can I bring a cake from an outside cake maker? Is there a cutting fee?
o Do you do the set up and tear down of items you provide?
o What is the earliest time I can set up on my wedding day?
o Are there any restrictions? Candles?
o Does the venue own any sound equipment?
o Are there any photography/videography restrictions?
o Do I need to get insurance or a permit?
o Is there a bridal room / groom’s suite?
o Can I see a sample of the items you provide? Is there an additional fee?
o How much is the deposit? Is it refundable?
o What is the payment plan for the entire bill?
o What is the cancellation policy?
o Is the site wheelchair accessible?
Reception Seating Chart T a b l e # T a b l e #
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T a b l e # T a b l e #
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T a b l e # T a b l e #
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Important Questions to Ask Your Caterer
o Given the budget and date of my wedding, what are some menu items you suggest?
o What would the cost-per-person be? What does this include/exclude?
o How would you describe your cuisine? Do you have a specialty?
o Do you offer menu tastings? How much do you charge?
o Is food prepared on or off-site?
o Can you accommodate dietary requirements?
o Is coffee and tea included in the per-person meal charge?
o What happens to the left-over food? Can we take it home/donate it?
o How many other weddings will your company handle on the same day?
o How many wait staff do you recommend? Do you provide these?
o Are you licensed to serve alcohol?
o Do you have public liability insurance?
o Are setup and clean up included?
o Is there an overtime fee if the reception runs long?
o How will the servers be dressed?
o Do you provide linen, glasses, plates, silverware, tables, chairs, serving pieces etc.?
o What colour and style of linens, glasses, plates and accessories are available?
o Will you be personally handling my wedding on the day? Can I meet my coordinator?
o How much time do you need to setup/strike?
o Do you provide a wedding cake? Is there a cutting & serving fee if we bring our own?
o Can we bring our own alcohol? Is there a corkage fee?
o Can you provide children’s meals? Is there a discounted charge?
o How much is the deposit? Is it refundable? What is the payment plan for the entire bill?
o May I see your standard contract? What is the cancellation policy?
IMPORTANT QUESTIONS TO ASK YOUR PHOTOGRAPHER
o Do you have my date available?
o How far in advance do I need to book?
o How long have you been in business? Do you have insurance?
o What is your photography style (traditional, photojournalism, creative)?
o Do you have a portfolio I can review? Are the images yours? Is the work recent?
o What type of equipment do you use? Are you shooting in digital, film or both?
o Can I give you a shot list?
o Have you ever shot a wedding at my venue?
o Can you provide references/testimonials?
o Will you shoot my wedding or another photographer?
o What is your fee? Does it include travel?
o Are you photographing other events on the same day?
o What time will you arrive and how long will you shoot?
o How will you and your assistants be dressed?
o If my event runs long, is there an additional charge?
o What happens if you can’t make it to the wedding?
o What are your packages? Can I customise them? Do you include engagement photos?
o What type of albums do you offer?
o Do you offer retouching and colour adjustments? Is this an additional charge?
o How long after the wedding will I get the proofs? Are these online?
o What is the ordering process? How long after I order will I receive my photos?
o How much is the deposit? Is it refundable? What is the payment plan for the entire bill?
o May I see your standard contract? What is the cancellation policy?
The Photo Shot Checklist
Pre - We dd i n g o Hanging wedding dress
o Hanging bridesmaid
dresses
o Wedding shoes
o Bridesmaids getting ready
o Bride getting makeup and
hair done
o Bride getting dressed
o Bride and mother
o Bride with bridesmaids
o Mother putting on veil
o Father of bride seeing bride
o Bride leaving for ceremony
o Bride & father getting into
car
o Groomsmen getting ready
o Groom tying his tie
o Groom pinning his
buttonhole
o Groom & his parents
o Groom leaving for
ceremony
o The rings
o Brides bouquet
C e r e m ony o Venue without guests
o Guest arriving
o Ceremony floral
arrangements
o Family at ceremony
o Wedding program
o Celebrant
o Ushers escorting guests
o Groom’s family walking
aisle
o Bride’s family walking aisle
o Flower girl/ring bearer
walking aisle
o Bridesmaids walking aisle
o Groom awaiting bride
o Bride and father walking
aisle
o Celebrant begins ceremony
o Ring exchange
o Vows
o First kiss
o Couple leaving
o Guests tossing petals
o Bride & groom ceremony
site
o Bride & groom leaving in
car
Por t ra i t s o Bride
o Groom
o Bride & groom
o Bride & mother / father
o Bride & maid of honour /
bridesmaids
o Bride & parents
o Bride & siblings
o Groom & mother / father
o Groom & best man /
groomsmen
o Groom & parents
o Groom & siblings
o B & G with bride’s parents /
family
o B & G with groom’s parents
/ family
o B & Groom with both
parents / family
o Entire bridal party
o Ring bearer & flower girl
Re c e p t i on o Venue without guests
o Venue guest arriving
o Table centrepieces / place
settings
o Floral arrangements
o Cake table
o Musicians/band
o Favours
o Bridal Party entrance
o Guest book
o B & G arrival
o Father bride toast
o Best man toast
o Maid of honour toast
o B & G speech
o First dance
o Bride dance with father
o Groom dance with mother
o Guests dancing
o Group photos at tables
o Cake cutting
o Bouquet toss
o B & G leaving
o Back of car
Thank You Card Tracker
G I F T D E S CR I P T I O N F R O M T H A N K
Y O U CA R D
S E N T N O T E
Wedding Day Timeline
__________________________ Bride’s hair appointment
__________________________ Bride’s makeup appointment
__________________________ Everyone gets dressed
__________________________ Vendors arrive to setup
__________________________ Pre-wedding photos
__________________________ Guests begin to arrive
__________________________ Ceremony commences
__________________________ Ceremony ends
__________________________ Ceremony photos
__________________________ Bridal party / guests relocate to reception venue
__________________________ Cocktails begin
__________________________ Bride & Groom portraits
__________________________ Reception begins
__________________________ Newlyweds grand entrance
__________________________ First dance
__________________________ Food served
__________________________ Best Man’s Toast
__________________________ Maid of Honour Toast
__________________________ Dancing
__________________________ Cake cutting
__________________________ Bouquet toss
__________________________ Last dance
__________________________ Couple exits
__________________________ Guests depart
__________________________ Clean up
Wedding Day Survival Kit
T o F i x a Dr e s s o Stain remover
o White chalk
o Sewing kit
o Hem tape
o Scissors
o Double sided tape
o Safety pins
o Iron
o Lint roller
o Superglue
o Static guard
T o S t ay F r e sh & C l e an o Toothbrush
o Toothpaste
o Mouthwash
o Dental floss
o Deodorant
o Perfume
o Hand lotion
o Tissues
o Tweezers
o Tampons / pads
o Cotton swabs
Me ds o Band-Aids
o Pain relievers
o Allergy pills
o Nausea pills
o Antacid
o First aid kit
o Personal medicine
o Eye drops
H ai r & Make u p o Hair spray
o Bobby pins
o Hair straightener
o Curling iron
o Hair dryer
o Nail file
o Nail polish
remover
o Clear nail polish
o Back up nail polish
o Lip gloss
o Oil absorbing
sheets
o Make-up remover
o Make-up brushes
o Dry shampoo
o Hair brush
o Comb
o Mascara
o Eyeliner
o Foundation
o Eyeshadow
palette
o Lipstick
o Fake eyelashes
M i s c e l l an e ou s o Water bottle &
straws
o Phone charger
o Light snacks
o Selfie stick
o Bug spray
o Sunscreen
o Umbrella
o Extra flat shoes
o Chewing
gum/mints
o Pocket square
o Fan
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
o _______________
Name Change Checklist
L e g a l o Driver’s license
o Vehicle registration
o Mortgage / Rent
o Debit card
o Credit card
o Medicare card
o Passport
o Bank account
o Tax office
o ABN
W o r k o Human resources
o Wages
o Badge
o Voicemail
o Email address
o Business Cards
o Superannuation
o Health insurance
o Professional licenses
Me d i c a l o Doctor
o Dentist
o Ob-Gyn
o Therapist
o Optometrist
o Pharmacy
o Veterinarian
Pe r son a l o Car insurance / Breakdown service
o Library card
o Loyalty cards
o Subscriptions
o Frequent flyer cards
o Electoral roll
o Gym membership
H om e o Home owners association
o Electricity
o Gas
o Water
o Telephone
o Internet
S oc i a l Me d i a o Facebook
o Twitter
o LinkedIn
o Instagram
o Pinterest
o Blog/website
o Email
Mi sc e l l an e ou s o _____________________
o _____________________
o _____________________