Module 11 : The Wedding Planning
Process

What needs to be done 16-18 months before the wedding
What needs to be done 6 to 7 months before the wedding

What needs to be done in the months running up to the wedding What things can wait til the last week before the wedding

By the end of this module, you will know:

What needs to be done 16-18 months before the wedding

What needs to be done 8 months before the wedding

What needs to be done 6 to 7 months before the wedding

What needs to be done in the months running up to the wedding

What things can wait til the last week before the wedding

11.1  : Introduction

Wedding planning
professionals will recommend that brides and grooms spend 16 – 18 months
planning their wedding.

As you'll soon come to realise, some want to take longer and a few insist on rushing the process.
Whether you've been given all the time in the world, or you're planning
the shotgun wedding to end all shotgun weddings, it's still your job to get things right.

What's about to follow is intended to act as a rough guide to the wedding planning process.
While everything is lined out according to months, you can rush this time frame, but you might not get as

good results.
Now let's start with those initial wedding
planning stages.

11.2  : 16 to 18 Months Before the Wedding

At this stage, the happy couple may have just become engaged.
In some instances, they may have had an extra long engagement
and have now decided to draft in a little help. Either way, you're going to kick-start the wedding planning
process with them.

Get the creative
juices flowing

If you remember
watching FRIENDS, you might recall
that super neurotic
Monica had a wedding binder she'd been crafting since her teenage years. Some of the couples who come to you might have the same. Otherwise, you'll be helping them get their creative
juices flowing. Using your industry
knowledge and information about services available
in your local area, you can take the smallest
of ideas and help snowball
them into a reality.

Outlining the budget

For some couples, the catering
rules supreme. As for others, the outfits are the stars of the show. At this stage, you need to look at how much their budget is, factor in your commission, and work with them to determine how much they wish to spend on each aspect of the wedding. Always remember, budgets are fluid. They can change at any point.

Set a date and a venue

It really is never too soon to set a date and a venue. The best venues in your local area will book up fast, so don't be slow here.

Book the officiate

Whether it's a humanist or the local Catholic priest, you also need to make sure the chosen officiate is available for the couple's big day.

Begin researching essential service providers

Look at photographers, caterers, florists, and designers who'll meet the couple's needs in terms of budget and style. Collect information on them and prepare to present it to the couple at a later date. The above lays the foundations for the wedding
planning process. Don't skimp on detail or dedication, or everything else might fall apart.

11.3  : 8 Months Before the Wedding

With 8 months to go before the wedding,
you need to consider booking
more of those

essential services.

Hire a photographer and videographer

Although you don't need to discuss the exact details of what's needed on the day, now's the time to book.

Arrange the entertainment

To successfully arrange the entertainment, you might want to attend the gigs of the people you're looking at. In some cases, the couple might want to do this instead, or they may want to join you.

Begin looking at caterers

Now's the time to start tasting samples,
negotiating prices, and putting forward
menus. At this stage, you need to ask the couple to check on the guests' dietary requirements.

Purchasing dresses

A bride's body can change a lot between the time of the dress purchase and when she gets married.
However, at this stage you need to start getting the perfect dress in mind.

Arrange accommodation for out of town guests

Some guests will be local; others will
travel far and wide to attend a wedding. When negotiating for hotel rooms, ask for discounts
for a block booking. This is easier at some times of year than others, but is expected as part of your role as a wedding planner.

Begin creating the gift registry

When creating the gift registry,
don't stick to just one retailer unless the bride and groom want you to. Choosing two or three is a great way to diversify and increases the chances that the guests can buy what the couple wants.

Consider
setting up a wedding website

Not all couples want a wedding website. Some, however,
will need consistent
information about where to buy gifts, times, and what's going to happen on the day.

11.4 
: 6 to 7 Months Before the Wedding

Begin selecting
and sending out invitations

Sending invitations out too soon is pointless. Few people know what they're
doing when the big day is first arranged, but appreciate knowing a few months in advance so they can prepare. At this point, you should begin choosing and sending invites.

Discuss
honeymoon plans

Some couples prefer to do this alone, but others may want your input in terms of organizing
and negotiating.

Purchase
bridesmaids dresses

By now, the bride will hopefully have an idea of the type of dresses she wants. As well as the bridesmaids she'll be having.
Now's a good time to choose those bridesmaids dresses.

Meet with the officiate

Officiates have held hundreds of
weddings before, but at the same time they prefer knowing about the bride and groom's unique situation.
You won't always be needed there, but encourage them to meet with the officiate.

Start adding in logistical
extras

From tables and chairs through to sashes and additional décor, the little extras can make a big difference. Begin reserving them, if the venue you've chosen doesn't hire them out or provide them already.

Arrange
for florists and transport

Florists can work quickly, but that doesn't mean you shouldn't book them well in advance.
In addition, transport
can become unavailable quite rapidly during key times of year.

Start discussing what will happen on the day

All great weddings
have a timeline. You need to begin planning everything
from the moment the couple
starts getting ready to the second the last guest leaves the venue.

11.5 
: 4 – 5 Months Before the Wedding

Check on the invites

Has everyone RSVP'd?
If not, start asking them way and chasing them up.

Book the cake

Great bakers will become busy during wedding seasons. Get the couple to decide on the type of cake they need and book that baker.

Make those final clothing
fittings

From the bride's accessories and shoes through to the groom's suit hire, those final clothing fittings will perfect the outfit and need to be arranged
well in advance.

Schedule
hair and makeup artists

You don't need to decide on the exact styles at this moment in time, but finding the right hair and makeup artist is essential.

Choosing
music

Create a selection
of songs according to the couple's tastes, sit down with them, and find those essential
tunes for walking
down the aisle, interludes, and other key moments.

11.6  : 3 Months Before the Wedding

In the three months before the wedding, you'll be adding those key final touches.
Menus, flowers, and favors

By now, you need to know dietary
requirements, flower arrangements, and the types of favors the couple wants.

Readings and toasts

Do you know who's going to be reading? Would the couple like to schedule the reading timings?
You may also want to look at having a toastmaster.

Give the event schedule
to the vendors

Make sure the person you're liaising with at the venue has a copy of the event schedule,
and ensure all the key vendors have one too. If there are any hiccups, you'll have lots of chances to resolve them.

Order rings

This is down to the couple, but you may want to offer them brochures for ordering those rings.

11.7  : 2 Months Before the Wedding

Check on the vendors

Hopefully nothing will have gone wrong with the vendors
in the space of a few short weeks. However,
it's your job to make sure everyone
knows what he or she is doing, which means you should
touch base with them.

Finalise
those invites

Most people will have responded
by now. However, you can't count on final numbers and payments
until you're really sure.

Finalise
song lists and entertainment

Along with the couple, you need to make sure the musicians
and entertainment know what they can and cannot play, where they need to be, and how long they need to be there for.

11.8  : 1 Month Before the Wedding

Have those final outfit fittings

Hopefully, the outfit fittings you have at this stage will be the last ones.

Confirm times
with everyone involved

Now's a good time to cast your eye over expected arrival
times. Make sure vendors know what they're
doing and where they need to be.

Give out directions

From the buses transporting guests, through to the happy couple's transport,
you need to make sure everyone knows where to go.

Begin assigning seating

Seating can be a bit of a contentious issue when it comes to weddings. However,
it's better to get it out of the way a month before rather than facing arguments on the day.