How To Manage The Wedding Countdown

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Whether you start planning two years or even three months prior, here’s our handy checklist to help you cover all areas before the big day

There are many things to think about when planning a wedding. Our handy countdown checklist will help you plan what to do and when.

12 months

Draw up a draft budget
Separate the budget into set amounts for various categories
Set your top priorities
Sit down with your groom and each write a list of your top three wedding priorities. These will become aspects you will allow yourselves to invest more time and money in.
Draw up a draft guest list
A rough number of guests will help you narrow down a venue
Research venue options
Book appointments to visit any venues you’re interested in. Saturday nights during March and November are the most common choices for Sydney weddings and many venues will have these nights booked up a year or more in advance, so get in early to avoid being disappointed.
Start an inspiration folder with clippings of dresses and themes you like
Select your bridal party
Consider hosting a bridal party dinner so they can get to know each other.
Optional: host an engagement party

11 months

Book reception and ceremony venue and caterer
Start an Excel spreadsheet to keep track of costs and deposits paid

10 months

Make appointments for dress fittings
Try on dresses to get a sense of what you like.
Order save the date cards and mail these

9 months

Book photographer and videographer
Book celebrant or priest
Determine your theme and colour scheme
Book band or DJ
Consider music for the ceremony too. Often band members can arrive earlier to do an acoustic set for the walk down the aisle or during canapés.
Finalise your guest list
Order your dress
Choose a wedding registry
Select and order bridesmaid dresses
Contact and book necessary items from hire companies
Research and choose your honeymoon destination
Also check to make sure passports have six months' validity after the date you plan on returning.
Optional: Book a pre-marriage course

7 months

Book your honeymoon flights and accommodation
Book florist
Create a mood board with the type of flowers and look you would like. Include details about your colour scheme, venue, dress and theme
Start trialling hair and makeup artists
Optional: Make a wedding website, especially if you are having an out-of-town wedding. The website can direct guests to accommodation options and inform them of pre-wedding and post-wedding events.
Add items to your gift registry

6 months

Select your four special songs:
The walk down the aisle
Signing the registry
First dance
Cutting the cake
Select an MC
Purchase your: Shoes, Headpiece, Accessories
Select groomsmen’s outfits including: Suits, Shirts, Ties, Cufflinks
Select and order wedding bands
Select attire for flowergirls and ring bearers
Order invitations
Negotiate accommodation rates and place room holds for out-of-town guests
Ensure your priest or celebrant has ordered the necessary marriage documentation
Confirm wedding-day hair and makeup look and book makeup and hairstylists

5 months

Mail invitations
Order wedding cake
Write your wedding vows
Determine order of events for the ceremony, special readings and prayers, then print booklets
Book wedding transport
Organise a venue for the after party

3 months

Make a photography list
List all of the photographs you would like taken and with names of guests you would like in them. Email this to the photographer and select a family member or bridesmaid to be responsible for helping the photographer with this on the wedding day.
Organise your day-before and day-after outfi ts
Organise bridal party gifts
Purchase gifts for family and friends who have helped with the wedding planning
Order wedding-day stationery such as menus, place cards etc
Reserve or organise a venue for dinner the night before or a brunch the morning after the wedding
Check on the status of your gift registry and update if necessary

2 months

Have your hen’s party
Organise a venue where you can get ready on the day of your wedding. Remember, lots of your photos will be taken here so make sure it’s a nice-looking setting
Write thank-you notes as gifts are received
Secure pre-wedding beauty appointments for the weeks before the wedding and trial any procedures that aren’t in your regular routine:
Spray tan
Teeth whitening
Waxing
Eyebrows
Nails
Massage
Facial
Finalise honeymoon arrangements including:
All flights
Airport transfers
Hotel bookings
Dinner bookings at noteworthy restaurants
Special activities

1 month

Create a master schedule in Excel. On this schedule include:
All suppliers' names and phone numbers
Ceremony and reception addresses
Times for all wedding activities
Details for suppliers delivery, set-up and pack-up times and details.
Send this spreadsheet to:
Venue
Bridal party
Florist
Stylist
Band
Celebrant/priest
Bridal party transport
Guest transport
Photographer
Videographer
Caterer
Hire company
Coordinator
Cake maker
Assign duties for the ceremony and reception:
Ushers
Booklet hand out
Readings
Witnesses
Photographer's contact — this should be a guest who knows lots of friends and family and can help the photographer round up people for certain photos
Finalise seating arrangement
Do a practice run with hair and makeup artist
Purchase any necessary undergarments

2 weeks

Pick up your dress
Try on your entire outfit. Move around, sit, make sure everything fits perfectly

1 week before

Re-email the master schedule to all of your suppliers and bridal party. Also advise them of any location or time updates
Give the venue or caterer a final head count

3 days before

Try to pay any outstanding balances or organise cash for the day

1 day before

Print out a few copies of your master schedule ready to hand out tomorrow. Leave these in strategic places for crew or bridal party to check if they need to know anything
Print the photographer’s photo list and give this to your nominated guest who will help the photographer
Check the weather, implement any necessary weather back-up plans

The morning of the wedding

Eat a good breakfast. We suggest:
Eggs and a green smoothie (full of nutrients without the bloating effects)
Porridge with berries (oats are low GI so you’ll feel full all day)
Give yourself plenty of time to get ready
Enjoy the morning and try not to stress about little hiccups

Diy Wedding Planner

DIY doesn’t mean cheap and tacky... I can offer you some expert tips to plan a memorable and classy wedding on a budget, while giving it a unique spin.