Wedding planning can be crazy, right? Soooo many working pieces involved. But sometimes you just don’t want the added expense of a planner on top of everything else. In that case, hopefully this will help you sort out some of the logistics and give tips on things you should be thinking about for each of your wedding pros… I will also say that it’s important to choose good vendors and then trust them and let them do what they’re good at. The below points are just meant as a starting point for things you’ll need to consider.
BEAUTY: HAIR & MAKEUP
• How many people are getting hair and/or makeup done? (grandmothers; mothers; wedding party; other, etc.)
• What time does everyone need to be finished by? (Photographer should let you know this, usually their start time)
• How many stylists/artists will we need in order to get the job done by that time?
• How much time will each stylist/artist need per person?
• What time will hair and makeup need to begin?
Tips & Info:
• Names of those needing hair and makeup
• Location that hair and makeup will be getting done
• Gather the “styles” you are looking for in order to get an accurate quote
• Location that everyone in the wedding party will be getting dressed
• Before or after arriving at the ceremony location?
PHOTOGRAPHER/VIDEOGRAPHER
• How many hours are included in the contract?
• Will this amount of time cover “getting ready” photos through the grand exit (If not, consider a faux exit for photos)?
• How much time is allotted prior to the wedding for the “getting ready” photos?
• Where will the “getting ready” photos be taken?
• Do you want to have a “first look”?
• Where will the “first look” take place?
• How much time will be needed for the “first look”?
• How many family shots will you want? (allot 3 minutes per shot)
• Are sunset pictures important to you? If so, what time is sunset?
• Based on the above, what time will the photographer/videographer arrive on site?
Tips & Info:
• Location of the sunset pictures
• How many photographers/videographers will be working on the wedding day?
ENTERTAINMENT: BAND/DJ/MUSICIAN
• How many hours are included in their contract?
• Will that be enough time to cover the entire event?
• Does it include music for all of the events taking place?
• How long will it take to set up?
• What time do they need to arrive?
• Is the ceremony in the same location as the cocktail hour and reception? If they weren’t hired for the ceremony, setup will need to be earlier than they may have anticipated.
• How long will it take for them to tear down?
• If they are providing music for the ceremony, they will need to be prepared to: start music 30 minutes prior to the start time; understand the cues the planner will give them for the processional; play music during the unity candle/sand ceremony; be prepared for the recessional; play music during the guest departure.
Tips & Info:
• Make sure that if the entertainment provider is using recorded music for the ceremony, they aren’t relying on only one device for both the ceremony and cocktail hour.
• If they are providing music for the cocktail hour, they will need to be prepared to: start the music before the first guest arrives on site; make announcements throughout; get the guests ready to go before the formal introductions.
• If they are providing the music for the reception, you will want to know the following:
O Who will be included in the formal introductions?
O Which formalities will you want to include in your reception?
■ formal intro
■ first dance
■ toasts
■ blessing
■ dinner
■ parent dances
■ cake cutting
■ grand exit
O What order do you want to do the formalities in?
O Who will make the announcements? (this is more important if a band is hired)
O How long will each formality take?
O Do you want the following: bouquet toss; garter removal; garter toss; garter placement?
O Will there be a father/daughter dance? If so, what song?
O Will there be a mother/son dance? If so, what song?
O Will there be toasts? If so, how many? Who?
O If there will be a blessing before dinner, who will say the blessing?
O Will there be a cake cutting? If so, when and what song will be played?
O Will there be a “last dance” of the night? If so, what song will be played? When?
O Will there be a grand exit? If so, who runs that show, and will props be used?
Tips & Info:
• Make sure the entertainment provider is one who doesn’t have awkward silences while on mic when there is no music playing.
• The reception events can go any way you’d like.
FLORIST/DECORATOR
• What time will the florist have access to all the event locations (getting ready area; ceremony; cocktail hour; reception)?
• How long will the florist need to set up at each location?
• Where will the bouquets, boutonnieres, and corsages be delivered? At what time?
• Has the photographer been hired to shoot the “getting ready” pictures? If so, make sure the bouquets, boutonnieres, and corsages are delivered prior to that time. (tip: ask the florist to provide a few extra flowers & greenery for the photographer to use in the detail photos)
• Will any of the decor be used in multiple locations? If so, who will be moving those items, and how long will it take? (tip: make sure it is done without guests viewing)
• What time will the florist come back at the end of the evening to collect any of the rented items?
• How long will it take for them to tear down?
Tips & Info:
• Knowing the time that the florist will be arriving will help you know your deadline to make sure all the tables and linens are ready for them.
CATERER
• How long will they need to set up?
• What time will they need to arrive on site?
• If the ceremony and cocktail hour will be in the same location as the reception,
make sure that the caterer understands that they will need to arrive much earlier than they may have anticipated. Setting up in front of guests is unacceptable.
• How long do they estimate dinner will take based on how many guests are in attendance and the type of dinner served?
• If serving a buffet, who will be releasing tables (MC, planners, caterers, venue)?
• Where and what will the wedding pros be eating? (The time for pros to eat is when the couple is eating.)
• Will there be salad service prior to dinner? If so, how long will that take?
• How long will the tear down take?
• Will that align with the requirements of the venue?
Tips & Info:
• Make sure to discuss napkin folds and menu cards well in advance
BARTENDER
• How long do they need for setup?
• What time do they plan to arrive?
• Is the cocktail hour and reception in the same space or do we need two setups?
• Is the ceremony in the same location as the cocktail hour and reception? If so, the setup time will need to be earlier than they may have anticipated.
• If you are providing the beverages, when does the company need those items dropped off by?
• How long will it take to tear down the event?
Tips & Info:
• Make sure you ask if they need you to provide the tables and linens for the bar.
o If so, what size tables and linens are needed?
• Make sure you let the bartender know what time everyone needs to be out of the venue space.
BAKER
• How long do they need for setup?
• What time do they plan to arrive?
• Is the ceremony in the same location as the cocktail hour and reception? If so, the setup time will need to be earlier than they may have anticipated.
• Who is placing the flowers on the cake? (if applicable)
• Who was hired to cut the cake?
• What time will cake cutting take place? (Recommend doing this shortly after dinner)
• What time will they come back to get the rentals (stand/plate/dowels)?
Tips & Info:
• Make sure you discuss with the baker what size table this cake will be on. It may affect the decor for that table.
• If the reception is outside, make sure they deliver as late as possible.
• Make sure you let the baker know what time everyone needs to be out of the venue space.
RENTALS
• What was rented? (tables; chairs; linens; arches; furniture; tent; flooring; etc)
• How long will they need to set up?
• What time will they need to arrive on site?
o If the ceremony, cocktail hour, and reception will be in the same location, make sure that the rental company is given the correct time to set up.
• What time will the rental company come back to pick up the items? Same night? What time?
• Next day? What time and is it approved with the venue?
• What is the cell number and name of the head of delivery staff?
• If you rented linens:
• Where will they be delivered prior to the wedding day?
• Who is responsible for returning them?
Tips & Info:
• Make sure your rental company knows what to deliver and where, especially if delivering to multiple locations that day.
OFFICIANT
• Will they be in attendance at the rehearsal? If so, what time do they plan to arrive?
• How long are their standard rehearsals?
• Do they want the marriage license at the rehearsal? If so, make sure that is stated.
• What time do they plan to arrive on the wedding day?
• Do they need to be mic’d? If so, make sure you allot the time for that.
• How long will the ceremony take? (add processional & recessional time to that)
• Civil ceremonies take less time than religious ceremonies.
Tips & Info:
• Find out if they are the ones that will be doing a blessing of the food at the rehearsal and/or reception.
PHOTO BOOTH
• How long do they need for setup?
• What time do they plan to arrive?
• How many hours are included in the package selected?
• Is the ceremony in the same location as the cocktail hour and reception? If so, the
setup time will need to be earlier than they may have anticipated.
• What time will the photo booth open?
• How long will they need to tear down?
Tips & Info:
• Make sure to ask if you need to provide a table and linen for the props
o If so, what size table and linen are needed?
• Make sure you let the photo booth provider know what time everyone needs to be out of the venue space
TRANSPORTATION
• How many vehicles are going to be provided?
• How many hours will you have access to the vehicles?
• Which people will be in which vehicles?
• Where are the pick-up location(s)?
• What time do they plan to arrive at each location?
• What are the travel times?
• Will only a “transfer” be needed at the end of the night?
Tips & Info:
• Remember that everyone who rode in the provided transportation may not have a ride back to their home or hotel.
• Always get the name and cell number of the driver assigned to the wedding day.
DRAPING
• How long will the setup take?
• What time can they arrive to begin setup?
• How long will it take to tear down the event?
• What time do they plan to come back at the end of the evening?
Tips & Info:
• Make sure you let them know what time everyone needs to be out of the venue space.
CEREMONY VENUE
• What time can the planner and wedding party arrive for the rehearsal?
• How long are you able to use that space for the rehearsal?
• Are you able to store any of the setup items overnight? If so, where?
• What time can the planner and other wedding pros arrive on the wedding day to begin setup?
• What time is the ceremony?
• Are there holding rooms for the couple, wedding party, and family members?
• Is there an on-site coordinator to work with? If so, what is their role compared to your hired coordinator (if applicable)?
• Do they have specific rules and/or policies that everyone needs to be aware of?
• What time does everyone need to be off of the premises?
Tips & Info:
• Are there any other events taking place at this venue prior to the wedding?
LIGHTING
• Will this event that the lighting is needed for take place outside and at night? If so, many times the lighting company will want to do the entire setup the night before and run lighting tests.
• How long will the setup take?
• What time can they arrive to begin setup?
• Will this setup require a tech to be present throughout the event? If so:
o give them a list of all the events and what time the events will take place
o give them details of which lighting feature needs to be assigned to which event
• How long will it take to tear down the event?
Tips & Info:
• Make sure you let the lighting provider know what time everyone needs to be out of the venue space.
• Make sure you consider all the many options you have. (pin spots; chandeliers; cold spark; etc.)
• Make sure you discuss the power needed to run all of these special lighting options with both the provider and the venue.
COCKTAIL HOUR & RECEPTION VENUE
• Can setup begin the night before the event?
• Are we able to store any of the setup items overnight? If so, where?
• What time can the planner and other wedding pros arrive on the wedding day to begin setup?
• What are the load-in and load-out procedures?
• How far of a drive is it from the ceremony to the reception?
• Is the cocktail hour in the same room/space as the reception?
• Is there a holding room for those who will be in the Grand Entrance?
• Is there an on-site coordinator? If so, what is their role compared to a hired coordinator (if applicable)?
• Does the venue have rules and/or policies that everyone needs to be aware of?
• What time does everyone need to be off of the premises?
Tips & Info:
• Make sure that there isn’t any setup or moving of any items in front of guests.
• Are there any other events taking place at this venue prior to the wedding?
I hope this gives you a good jumping off point to get you started on all your planning! My best advice is to choose experienced vendors and trust their expertise when it comes to their field! They want your day to go smoothly just as much as you do!
Erin Leigh Weber, owner
Photography by Erin Leigh
