Wedding Planning Checklist


Wedding Planning Checklist

Planning a wedding is an exciting time, but can also be stressful! Our goal here at Chaumette Vineyards & Winery is to remove as much of your stress as we can, so that you can relax and enjoy your day. We have provided this checklist to help you plan your wedding day.

Guests:

  • Gather your guest list- how many guests are you inviting? Try to gather information on the following.
    • Any allergies or dietary restrictions?
    • How many children? (food and beverage pricing typically varies)
  • Design and mail “Save the Dates” about six months before your wedding
    • Design and mail invites twelve weeks before your wedding
    • RSVP’s should be returned six weeks before your wedding
  • Remind guests that they may be walking on gravel or grass so they can wear appropriate footwear if applicable.
    • Devise a seating chart
    • We strongly recommend assigning your guests to specific tables for ease of your guests
    • Seating chart/escort cards should be in alphabetized to easily find one’s name

Financial:

  • Make a wedding budget
  • Devise a payment schedule in your calendar (provided in your contract)

Accommodations:

  • Arrange additional hotel block at a local hotel, if needed
  • Consider shuttle service/ transportation options

Health and Beauty:

  • Arrange hair and make-up appointments
    • Schedule a hair consultation
  • Decide where you want to get ready

Wedding Day Timeline:

  • Before the Ceremony
    • Arrange a refreshment station prior to your wedding ceremony for family, friends, and wedding party
  • Photo Time (before and/or after ceremony?; Consider “magic hour”)
    • First Look
  • Ceremony Start Time
  • Bar Open (bar will open at the conclusion of ceremony)/Cocktail Hour Start
    • Receiving guests line
  • Announcement, Welcome/Prayer, Toasts
  • Dinner Service Begins
  • Cake Cutting/Dessert Service/Dessert Bar Start Time Special Dances
  • Special DancesBouquet
  • Bouquet Toss, Garter Toss
  • Late night snacks
  • Last Call at Bar and Bar Close
  • Conclusion of Event

Ceremony:

  • Find an officiant
    • Decide how you would like your ceremony to flow
    • What items will you need for your ceremony?
  • Programs ~ design & print
  • Décor: arbor/ wine barrels / florals / welcome sign / fansMusic- consider the musical piece(s) to be played
  • Music- consider the musical piece(s) to be played
    • Seating of family
    • Processional of wedding party
    • Recessional Other?
  • Unity Candle/something similar
  • Flowers and/or other decorations
  • Flower girl petals (real required for outdoor ceremonies. No dyes. Half dollar size or larger)
  • Ring bearer pillow

Décor:

  • Ask for a mock room layout from your Event Coordinator
    • Think about what extra tables you will need and how you want them decorated (Gift table, Table Assignments, Cake Table etc.)
  • Flowers
    • Centerpieces
    • Wedding Party
    • Ceremony
    • Gift, cake, and other non-guest tables
  • Wedding Favors
  • Gift Card Box
    • Provided by venue or supplied by you?
  • Candles (some restrictions apply)Linens- white, ivory or black are provided in venue rental
  • Linens- what colors are provided in venue rental?
    • Rent specialty linens if desired

Wedding Party and Family:

  • How many people are in your wedding party?
    • Order of your wedding party in ceremony
    • What type of head table would you like at your reception?
      •  Sweetheart table
      • Traditional head table (wedding party facing guests)
      • Dual side head table (often used to include spouses and dates of wedding party members)
      • No head table
  • Order of wedding party at head table
  • Will your wedding party’s spouses/dates be sitting at the head table also?

Menu:

  • Menu Selection
    • Hors d’oeuvres
    • Entrée
    • Sides
    • Late Night Snacks
  • Choose Menu Service Preference
    • Family-style
    • Plated
    • Buffet
  • Dessert
    • cake/cupcakes/pies

Photos:

  • Design a “photos wanted” list and discuss with your photographer. This will help you and your photographer work efficiently on behalf of you, your family and friends.
  • Consider photo locations and design a photo timeline/location schedule.
  • Consider taking photos during “magic hour”, the hour before the sun sets.
  • We strongly recommend serving hors d’oeuvres if you choose to take photos post-ceremony, considering guest travel time and implications of bar-only service.
  • Consider a “Plan B” in case of rain, such as covered patios, and methods to protect attire from wet ground.

Rehearsal and Rehearsal Dinner:

  • Schedule rehearsal
  • Discuss dining options with venue

Vendors:

  • Entertainment
  • Flowers
  • Cake
  • Photographer
  • Videographer
  • Officiant
  • Ceremony music

There you have it! Just about everything you need to consider when wedding planning. Have more to add to this list? Comment below!

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