Table of Contents
Your wedding day will go by very fast, you must allow yourself to enjoy it, not only you, but also your parents, siblings, cousins, friends. Don’t ask them for favors such as, take care of the music, control the food, watch the drinks.
Whatever you do, there will always be hidden costs, unresolved issues, last-minute decisions with suppliers.
My advice is to hire certified professionals and make sure you have the best day of your life, because there will not be another opportunity to live it again.
I am Neri Centeno, Event Planner Certified by Atlantis University and INIBEP Institute, International Registry 5076, Passionate and Explorer of the Wedding Industry, Co-owner of Wedding Planner KC Agency.
There are more than 120 tasks to be done on the day of the wedding and also… enjoy…
Either you hire a Certified Planner to do all the work for you or you do it yourself. But it’s not just about the day of the WEDDING, don’t forget the pre-planning. If you want to save time, headaches and money, hire a Planner, because this is the only way to avoid dozens of hidden costs. If you have a certified Planner as an ally in your wedding you have a Wedding!
First things first
First of all, these 50 tasks are a direct consequence of the work done by a certified Planner before your wedding. It has to do with Technical Meetings, technical meetings are meetings that professional Planners have with suppliers that will participate in your event.
These meetings can be 1, 2 or 5 as many as are sufficient for the supplier to know exactly what to do, how to do it, what time to leave it ready and then the dismantling.
If this work is not well done, if you have no knowledge of how to supervise and guide the supplier in question, it doesn’t matter if you follow this checklist, because it won’t do you much good, since you have left too many tasks to chance.
What does a planner do months before your wedding or event?
- Talk to all your suppliers to check that everything is ok, set up meetings, send e-mails (words can’t stand the wind).
- Confirm assembly and completion times with each of them: that what you have contracted makes sense and that there is no shortage of supplies or the opposite
- Meet (several times) with you and your partner to find out how you want the wedding to be.
- Check all previously contracted suppliers (if you have come to the Planear office with a list of contracts already in place and we need to study them).
SUMMARY OF ACTIVITIES leading up to the big day
- Create the Timing with all the information of the realization, assembly, development of the event and disassembly. And the same for the ceremonies in case of religious or civil union.
- Perform a control of pending payments.
- Follow-up of guests, confirmation.
- Confirm the staff that will work in the logistics on the wedding day, receive suppliers, coordinate and train the team that will check and receive the guests.
- Coordinate who will be in charge of the suppliers and rentals (there are hidden costs if you don’t supervise) both in the set-up and dismantling at the end of the event.
Let’s imagine that the previous planning is correctly done and we have a Timming in our hands.
1
You wake up and get ready to go to the hotel to enjoy Getting Ready (only if you have planned it).
2
The purpose of getting ready is to enjoy every minute of the atmosphere that a bride experiences prior to your ceremony.
3
Hairstyling, make-up, photography, video will begin to arrive. You have to check schedules the day before and the same day.
4
Coordinate bridesmaids gift, bouquet and transportation.
5
Coordinate your own transportation to the ceremony or hall. And don’t forget your partner’s.
6
Coordinate with the best man and maid of honor or all the groomsmen you can have more than one.
7
Coordinate the portrait photo session alone, with the best man or your dad the firts look with your dad or your partner depending on what you decide.
8
Coordinate with the videographer also the getting ready of your couple because today they also want their photos and their previous celebration with friends.
9
Remember that at this point in the hall there are already suppliers ready to start with the assembly, as in the church, you must coordinate and check that they have arrived at the stipulated time.
10
The rental suppliers have arrived at the show (here if you don’t check what they have delivered) then during dismantling there are no complaints.
11
You must have the inventory on hand, and account for and supervise that the quantities are accurate and that nothing is damaged because you will have to pay for it again later.
12
Remember days before, email an assembly reminder and schedule and a plan (LAYAOUT) every supplier must be sure what, how and where to assemble.
13
Coordinate with the decorator the timely delivery of your bridal bouquet and boutonnieres for groomsmen and close relatives.
14
Oversees the decoration of the church or ceremony.
15
You must make a final check of all suppliers, sound, screens, lighting, decoration, floral details. Cleaning of bathrooms and hall in perfect conditions, including air conditioning, climate.
16
The catering has begun with the assembly of the tables, you must supervise the details.
17
Don’t forget the table number, assign them, talk to the maitre d’ or captain for updates and last minute changes.
18
Don’t forget to post or supervise the menu and have it printed and posted at each of the booths.
19
You must be sure that there is staff to receive the guests and that they are dressed according to the etiquette of the event.
20
Make sure those in charge of checking in guests have the latest updated seating plan, table plan and alphabetical guest list.
21
Check the cake and candy table, make sure that before this supplier arrives at the hall the table they will use is ready and the location is correct.
22
Talk to the Maitre d’ about service, when the hors d’oeuvres and cocktails will begin. You should go over every moment and plan what happens in case the ceremony is delayed.
23
Check the cocktail bar and the beverage to be served.
24
Check all the details with musicians who will entertain the party and greet the guests. What time they have to arrive, how long their show lasts, etc. You should think about who will supervise them. Prepare a DJ Timming and Playlist for him. Talk to the DJ, and remind him/her of important schedules or important details when opening the dance or waltz floor.
25
You must be very clear about the schedules to coordinate the choir, soprano or any artist that will perform at your ceremony.
26
Check before entering the ceremony that the chosen entrance music is the correct one.
27
Coordinate the dismantling of the decoration of the church or ceremony beforehand. Churches have their own requirements.
28
You should coordinate at the ceremony to reserve the main seats on both sides for families and close friends.
29
You must coordinate the booklets or missals to be handed out at the ceremony.
30
In case the ceremony is outdoors, garden or beach, prepare fans or umbrellas for the guests.
31
It is ready what is going to be thrown at the exit of the ceremony. In some cases, doves, confetti, rice, according to preference and permissions. There are places where it is not allowed.
32
Check for the arrival of the father or officiant of the ceremony. Pages, arras, rings, etc. Have the groom arrive !!!!, arrival place of your wedding car near the front door.
33
Make sure that the courtship will be organized according to your preference and as planned.
34
Make sure you have the bouquet in your hands and veil (there are brides that with nerves and without help forget everything).
35
Reserve a spot for your wedding car (parking) when you arrive at the ceremony.
36
Make sure there is room for the groom’s car as well.
37
Make sure who will be the person to notify the groom and the bridesmaid that they can enter the ceremony.
38
Let it be the same person who also gives the signal to the sound technician and enlists the entire procession.
39
And then I can let you know that you can get out of the car and stand near the door to enter the ceremony.
40
Make sure you have someone to fix the details of your dress and veil.
41
Make sure the children and arras are ready.
42
And that you are ready and calm to take the big step and live an unforgettable moment that you will never repeat.
43
Your entrance song is starting to play…
44
Doors open.
45
and take the big step of your life !
46
Make sure you have the bridal car very close to the exit for transportation to the reception hall.
47
Coordinate all the details with the photographer and videographer for the bride and groom’s photo shoot. Also the Dron in case you have hired it.
48
Coordinate the details of the arrival at the ballroom, i.e. if they will immediately open with the first dance of the bride and groom, waltz or family photo session.
49
The family photo session must be previously organized, where it will take place and who will participate. Have someone help you bring the people you want to be there.
50
At this point someone will have to tell the DJ the exact moment when the waltz or the first dance of the bride and groom should be played.
51
Plan the toast, the glasses ready, remembering that the sparkling wine must be served cold and at the moment or it will lose quality of service, especially considering the high temperature (heat).
52
Make sure the waltz is coordinated especially if you need lighting effects, cold fires, smoke, etc.
53
Clearly plan how long the waltz should last, 5, 7 or 10 minutes.
54
Consider the toast, who will give it, at what time (the best time is when all the guests are in their seats) to get their attention.
55
Coordinate who will be the person to reach the microphone for the words of the toast and the Maitre d’ who will be attentive to the service of the sparkling wine.
56
Who will oversee the food for guests and consider coordinating food ahead of time for vendors who will be working during the event such as photographers and their equipment.
57
Consider the toast, who will give it, at what time (the best time is when all the guests are in their seats) to get their attention.
58
Who will be in charge of arranging the details of the live orchestra, receiving them upon arrival and placing them in a sector of the hall.
59
Who will supervise the band or orchestra set-up, sound and sound check.
60
Advise the Maitre d’ or captain about service details for the orchestra, drinks and hors d’oeuvres if applicable.
61
Take into account the whole itinerary in case you have hired more than one orchestra. Or if they play in intervals.
It must be coordinated with the DJ.
62
Leave everything foreseen in case some unforeseen money arises, an extra cab from a supplier, singer.
63
Keep in mind details of confetti – dance cotillion who will bring it to the dance floor and at what exact moment it will happen.
64
Decide and organize the garters ahead of time, there are brides who no longer use it and others who would not miss the tradition for anything.
65
Decide and organize the bouquet, if you are going to throw the bouquet for the bachelorettes, you have to coordinate the schedule and let the dj know so he can play the music at the exact moment.
66
Decide who will help you with the details of the dress when it is time to dance non-stop, it is important that you feel comfortable and that you organize a change of dress and elegant but comfortable shoes.
67
As a good wife you should also organize a clean shirt for the groom, so that he can change in the middle of the party and have another identical shirt ironed and hung on a hanger.
68
You must organize the clothes, whether it is the secondary dress, the change of shirt, makeup details, everything must be in a safe and orderly sector of the room for when you leave at the end of the party.
69
Check the candy table when opening and cutting the cake.
70
Who will coordinate this moment, let the maitre d’ and waiters know so they can be attentive. And prepare the champagne.
71
Notify photographer and videographer.
72
Open the sweet table and before this happens replenish sweets on the table if applicable.
73
Coordinate the coffee or tea (when it comes to this moment of the party, many services consider it).
74
Who will supervise the souvenirs, it is considered that one hour after offering the main meal, adult guests or less close to the couple begins to withdraw from the party.
75
You can also place them on the table, at each of the guests’ places as a welcome. But you must coordinate it and have someone in charge of supervising.
76
Keep in mind the fireworks to close the big party in this case there is a security protocol to follow and you must choose very well your friend as responsible.
77
Raining of envelopes, in some countries they still have this custom. Coordinate with a lot of security who in your family will be in charge of the urn, the money and the transfer or storage.
78
Last musical themes and the closing, select and remember the DJ of this moment and how it will be.
79
At the end of the party, make sure to take pictures with all the guests left on the dance floor and then pictures of the couple alone.
80
Arrange ahead of time the final photo shoot with the disheveled dress and the groom with the image of a shirt that looks like he danced until dawn.
81
At the end of the event you should greet and thank those who accompany you to the end.
82
I wish your wedding would end there, so you could retire with your partner to toast alone and tell anecdotes, but…
83
Since you did not hire a Certified Planner with real knowledge of what to do at every moment of the whole process, you will have to take care of the dismantling yourself.
84
Begin answering vendor inquiries, troubleshooting and making typical end-of-party decisions.
85
Coordinate for each supplier to start dismantling and taking everything away. There are halls that charge fines to the bride and groom because they have not completely dismantled the hall in the stipulated hours.
86
Try to check what your contract says about overtime, overtime payment to staff of all services and suppliers.
87
Check the consumption of drinks, what was left over, what was consumed and what should be paid for.
88
Rentals, remember the hidden costs? well here is a great tip, make sure that someone you trust will check and collate the inventory of the rental companies.
89
You should check the count of the glassware that was broken by monitoring that it is real. The planner and his team would do it for you, but I remind you that at the time you felt it was not necessary.
90
Tip: Keep your inventory handy and pay attention or you will pay a lot of extra money.
91
Do not allow the rental to leave the salon and days later send you an email with the notice of breakage or loss.
92
Talk to each of the rentals beforehand, make clear the details of inventory and how to manage the controls at the end of the event so that it is transparent.
93
Ask that the quotation also include the value of the cost of each item in case of breakage or loss. Transparency is the essence of the service.
94
He assures that he has checked that the service charge is included in the quotation.
95
This way you avoid having money on the wedding day and handing out tips. Try to do it at the right time.
96
Check in advance what happens to leftover food. Some caterers don’t deliver it, but they do deliver the sweet stuff, e.g. the Bizcocho organizes ahead of time and designates who will take it away.
97
Before leaving the room, be sure to tell the manager so that precautions can be taken. Closing of doors.
98
And have the manager provide you with documents or an internal memo that ensures that everything is correct. That the facilities are healthy.
99
We must avoid surprises that can lead to future headaches.
100
Arrange your own transportation back home or to the hotel in case you are not staying on site.
101
Previously make sure they have organized and decorated your bridal room. A chilled champagne is a tradition for a wedding night in the best traditional style.
102
Remember to leave all your wedding trousseau planned and organized.
103
You can leave the room when you are sure that there are no more suppliers, no more issues to be solved.
104
Rest.
105
The first working day after the party, it is important to give a final closure to the organization of the whole event. Check one by one each supplier to know that everything is ok and finalized. That there are no pending money or any other claims.
106
Focus the conversations from most to least important example starts with the living room, decoration and rentals.
107
The important thing is not to accumulate any outstanding money or unpaid additional services that will generate inconveniences in the immediate future.
108
Thank all the other suppliers and send a closing and thank you email as a professional and so do the certified Wedding planners to always maintain the best professional relationship.
109
Talk to your photographer to coordinate when he/she can pass you the unedited, raw photos with all the photographic contacts to calm the anxiety.
110
Select in advance the photo album style, color and number of photos to be printed. This will speed up the delivery of the material once it has been selected.
111
The videographer, here the editing will take a little longer, especially if you have contracted an additional drone service with another provider.
112
A recommendation “do not hire more than one supplier in the same field or you will have problems” avoid the problem by hiring the wedding videographer, for example, the extra service of drone.
113
Apply reminders for both suppliers photo delivery date and video delivery date and do not let the days pass to claim.
114
The last tips have to do with contracts. Sign a service contract with each supplier that way you make sure everything is in writing.
115
As a Bride or Groom, make sure you get to know each vendor personally and transfer the fee yourself. This is the only way to avoid scams and be more confident that your money is going where it needs to go.
116
Always organize a Plan B, especially if your event will be outdoors. Weather is unforgiving when there is no PLAN B there is no planning and even less supervision.
117
Hire specialized suppliers. EXAMPLE awnings or tents, at first glance it looks simple, but it is the opposite. A specialized supplier will previously make sure the state of the floor, the ceiling of the tent, the strength of the wind and possible rains and the Planner will supervise all the instances.
118
The Planner will always supervise the supplier, demanding the highest quality of service and safety in relation to price-quality ratio.
119
Events were never perfect, because nothing is. We can find excellent organized events, weddings very well thought out, designed and executed. But nothing is perfect. So don’t obsess about perfection because it won’t happen.
120
Always organize a Plan B especially if your event will be outdoors. Weather is unforgiving and when there is no PLAN B, there is no experienced planning. There is a 99% chance that things will not go as you dreamed.
Finally
Our message is that you have to make the right decisions, thoughtful and informed, because it will not be just another event, it is your wedding, whether it is big or with few guests, with little or much budget, it is always your wedding, it is unique, there will be no other, you have to know how to live it.
A Certified Planner will help you much more than 120 actions on the day of the event, this is a
summary of what we experience every day in our company. It is not always seen or imagined everything we do to make our bride and groom happy on their day. Honestly, sometimes we are not even aware of everything we do, we just do it. It’s not about hiring suppliers, that can be done by anyone. It’s about knowing what to do at all times.
We would love to be part of this moment, your moment, and help you make the best decisions. Decisions that help you avoid hidden costs, avoid unforeseen events, increase profits by negotiating contracts.
Save time, effort and above all worry.
We wish you a very HAPPY WEDDING!
ABOUT THE AUTHOR
Neri Centeno graduated at the age of 21 as a Certified Public Accountant and practiced his career for 10 years, studying post-graduate studies in the financial area and organizational planning. In 2012 he decided to retire from his job to dedicate himself to entrepreneurship in the events industry, creating his own company Englob Art Events and his store selling items for decorators and Gift Shop.
She is also an Amazon Best Selling Author with her book: ¡Hazlo! And if it scares you, do it with fear.
Seven years ago, she decided to work in the area of event planning and production, training as a Wedding & Event Planner at Atlantis University USA, being her main services the planning of Quinceañeras and weddings in the City of San Francisco.