6 Insider Tips for a Stress-Free Wedding Day: How to Get Organized like a Pro
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Wedding planning can be an exciting and enjoyable experience when you stay organized! By keeping everything in order, you'll be able to relax and have a great time throughout the planning process. So, let's make it happen! I put together some essential tips to help you organize and prepare for your big day.
1. Create a wedding binder to keep all your important documents and notes in one place.
Gather all of the materials you will need, including a binder, dividers, and clear plastic sleeves. Create a section for each important aspect of your wedding planning, such as venue, vendor categories, guest list, budget, and timelines. Use dividers to separate each section and label them clearly.
Keep all of your contracts, receipts, and other important documents in clear plastic sleeves to protect them and make them easily accessible. Use notebook paper or printable planner pages to take notes, make to-do lists, and keep track of important information. Keep a calendar in your binder to track deadlines and appointments.
In the days of Pinterest this is optional, but you might consider adding a section for inspiration and ideas, you can keep pictures, colors, dress designs, and anything that inspires you. Sometimes it’s easier to put a design together when it’s right in front of you rather than on a computer screen. I usually recommend to my clients to start out with a Pinterest board and then when it comes time to work on the design plan I’ll print some of their pins out that can easily be compared to live swatches and decor pieces.
Remember to always keep your binder updated as you move forward in the planning process. This will help you stay organized and on track as you plan your special day. It will also ensure that all your important information is in one place and easily accessible, making the planning process less stressful.
2. Make a detailed wedding checklist and timeline.
To get started you should research different wedding planning timelines and checklists to get an idea of what tasks typically need to be completed and when. We actually offer one for free, you can check it out here.
Viewing some samples will give you a good understanding of the tasks that are typically involved in wedding planning and when they need to be completed. Next, you can either modify a timeline that you found in your research or create your own based on your wedding date, taking into account any deadlines or important dates that may affect your planning. Break down the timeline into manageable chunks, such as monthly or weekly tasks.
Make a list of all the tasks that need to be completed and assign them to specific dates on your timeline. I also recommend assigning them to specific people (see Number 4) and as a Type A planner, color coding is also recommended. Prioritize the tasks and make sure that the most important ones are completed first.
Use the checklist and timeline as a guide, but also keep in mind that you may need to add or remove tasks as you go along. Keep them in a place where you can easily refer to them, like your wedding planning binder or a digital calendar. Since they are fluid documents make sure to review them regularly to make sure you are on track.
Pro Tip: Remember to include some time for yourself. We want you to enjoy the planning process, so schedule some "me" time in your timeline.
3. Set a budget and stick to it. This will help you prioritize and make important decisions about your wedding.
A detailed and realistic budget is crucial for staying organized throughout the wedding planning process. Having a clear understanding of your financial constraints will help guide your decision making and prevent overspending.
We have two great posts to dive deeper into building a budget and using budget categories.
To start building your budget, gather information about your expected guest count, preferred location, date range and priorities. Then set up a spreadsheet and brainstorm every category you can think of for your wedding. Use subcategories too if you know what specific things you will need.
Once you have a complete list, start doing some research online or ask around in Facebook groups to get an idea of local prices. It would also be smart to make some calls to different vendors to ask them about their average budget ranges.
If you are using a wedding planner, they will help you with this breakdown and save you the time of all of the research. Remember to keep your spreadsheet up to date as you select your vendors, creating a budget column and an actuals column so you can always see where you stand. This will help keep you accountable for your spending and help you stay organized throughout the planning process.
4. Choose a wedding party and delegate tasks to them.
Delegating tasks to your wedding party can help lighten the load during the wedding planning process. This goes back to the timeline and checklist you created earlier.
When planning a wedding, it's important to choose a reliable wedding party. Pick individuals who are organized, dependable, and willing to help. Assign tasks based on their strengths and interests, this will ensure that the task is completed efficiently and effectively. Clear communication is key, so make sure to clearly explain what is expected of each member of your wedding party and provide them with all the necessary information to complete the task.
Set deadlines for when the task should be completed and check in with them to make sure they are on track. Remember that things may not always go as planned, so it's important to be open to adjusting tasks as needed. Show appreciation for your wedding party members' help and support, whether it's with a small gift or a heartfelt thank-you note.
Have one person as a point of contact for all the tasks, this will help to avoid confusion and duplication of work. Lastly, be available to help your wedding party members if they need it and answer any questions they may have. The more organized and communicative the team is, the smoother the planning process will be.
5. Start looking for vendors early.
Starting to look for vendors early is an important step in the wedding planning process. It can help ensure that you have the best options available for your wedding.
When looking for vendors, it's important to research them, read reviews and check out their websites and social media pages to get a sense of their style and quality of work. From there, schedule consultations with them to get a better understanding of their services and to see if they are a good fit for your wedding.
Compare the prices and services of different vendors to determine which one offers the best value for your budget and book them as soon as possible to ensure that they will be available for your wedding date.
Keep in mind that popular vendors may have already fully booked for your wedding date. Be open to consider other options if your first choices are not available, and have a backup plan in case one of your vendors cancels or is unable to perform the services you've contracted.
Use the consultations as a chance to gather logistical information, but also consider personality. Meeting the vendors in person, or at the very least virtually, is the best way to get to know them and then use your instincts to tell you if you would enjoy spending your wedding day with them. Another way to meet vendors in person, before even scheduling a consultation is to attend a bridal show.
Caitlin, owner and lead planner of Eastman Events, will be exhibiting at the Jersey Shore Wedding Expo at Ocean Place Resort & Spa in Long Branch, NJ on Sunday, January 29, 2023 from 12-4 PM.
6. Make a list of all the guests you want to invite and keep track of RSVPs.
Ensuring that you have an accurate headcount for your wedding day is important so you can plan for and make sure that you have enough food, seating, and favors for everyone. It also will help you stay on budget by allowing you to make more accurate estimates for things like catering and seating arrangements.
Keeping track of RSVPs will also help you plan your seating arrangements. With a headcount, you can create a seating chart that ensures your guests will be comfortable, and that no one will be left without a seat.
Tracking your RSVPs starts with sending the Save the Date cards 8-9 months out from your wedding date. Send the cards to everyone you intend to invite. Your guests can add the date to their calendars and you’ll know if any of the addresses need to be updated before sending invites in a few months. So your guest list will be organized and up-to-date.
Take time to relax and enjoy the planning process. Remember that this is a special time and it's important to savor the memories you are creating. Eastman Events loves giving our couples a memory that they will never forget, a wedding that will be so uniquely designed for them. As a planner, we will help you make plans and keep them organized. Connect with us to learn more about planning your wedding in New Jersey and throughout the Northeast.