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Kristy & Gavin
August 24th, 2024 - Barn at Timber Ridge
In this portal, you will find a ton of valuable information for you to refer back to throughout the entire process. Click on the photos to be taken directly to your documents and resources. And if there is something you do not see, just ask me!
How to Reach Me: maggie@magpieweddings.com
The Big Picture
The Big Picture
In this phase, you will secure the venue and the most in-demand vendors. An in-demand vendor is one that has to physically be present on the wedding day for an extended period of time. Once they are booked, they are no longer available to other clients. Below is the order in which we suggest planning:
- Venue
- Photographer
- Videographer
- Band/DJ
- Officiant
- Order passport, visa or birth certificate, if required for honeymoon or marriage license.
- Select Ushers if desired
- Arrange accommodations for out-of-town guests
- Select Wedding Dress
- Select Flower Girl + Ring Bearer Attire, Shoes + Accessories
- Select Groom Attire, Shoes + Accessories
- Select other VIP Attire + Accessories (Ushers, parents, readers, etc.)
- Schedule fittings & alteration appointments, based on delivery/availability
- Create a wedding website if desired
- Create a list of DIY projects (if desired) and recruit help needed
- Schedule engagement photos
Documents to Work On
Documents to Work On
The Little Details
The Little Details
Time for all things glitter and gold. Or not. But all things pretty! In this phase, you will focus on the aesthetics of the event. Below is the order in which we suggest planning:
- Florist/Florals
- Caterer
- Stationer
- Rentals
- Cake
- Makeup Artist/Hair Stylist
- Favors/ Experiences/ Welcome Bags
- Transportation
- Set date, time and location for rehearsal dinner
- Set date, time and details for ceremony rehearsal
- Start planning your honeymoon
- Select and reserve miscellaneous services: valet, entertainment, etc.
- Purchase accessories and shoes (begin to break in)
- Create a gift registry
- Order favors or select charity for donation
- Plan activities for out of town guests
- Start shopping and purchase Parents gifts
- Start any DIY projects
- Schedule hair, makeup and nail appointments for your wedding day
Documents to Work On
Documents to Work On
Wrapping It All Up
Wrapping It All Up
In Phase III, our focus is to tie it all in a bow and make sure we are reconciling all of your planned details with each vendor. Many of the tasks below can be worked through simultaneously:
3 months prior:
2 months prior:
1 month prior
1 - 2 Weeks Before the Wedding Day
Rehearsal Day
- If not already done, schedule a Menu Tasting to determine final food and beverage selections. This information is necessary for the invitation response card insert, so menu selections must be made before mailing invitations.
- A final site visit to finalize the layout. The venue manager, the florist, and catering lead are invited to this site visit. A draft timeline and layout will be sent to all vendors for feedback following this meeting that takes place 6-8 weeks before the wedding. Magpie Weddings will attend this meeting with you.
- Magpie Weddings will secure current copies of all vendor contracts and confirm final details. Final timeline and layout are submitted to all vendors two weeks before the wedding.
- Invitations must be designed and ready to be mailed eight weeks before the wedding date. If the wedding is a destination wedding for most guests, invitations need to be mailed ten weeks before the wedding date.
- We provide a décor instruction sheet and will fill in as much information as possible. The client is responsible for confirming details and adding anything that has not yet been communicated.
3 months prior:
- Mail invitations. Include accommodation choices, maps, meal selection, and registry information
- Maintain response cards
- If needed, maintain a list of meal selections; create master meal map-who is sitting where/having what
- Create a seating chart if you want one
- Finalize hairstyle and makeup styles for the wedding day
- Shop for ceremonial items (toasting glasses, cake knife, ring pillow, guest book and pens, certificate pen, unity candle, etc.)
- Check change of name requirements
2 months prior:
- Mail invitations to rehearsal dinner
- Obtain marriage license
- Find something old, new, borrowed and blue
- Decide who you would like to give a toast and invite them to do it (2-3 for wedding day; as many as you like for rehearsal dinner)
- Decide if you want a slideshow or video (if so, reserve equipment and create)
- Arrange final fittings if not done so already
1 month prior
- Finalize rehearsal dinner plans; seating, place cards, menu, décor
- Write your vows
- Pick up rings and confirm sizing is correct
- Confirm list of photos wanted with your photographer:
- General photos desired
- Family photo list
- Special guests you want photos with
- Locations for a bridal shoot (with rain options)
- Confirm “wants” with the videographer
- Confirm all song selections and lists with band/DJ/musicians, including
- Processional order
- Grand entrance
- First dance
- Mother/Son and Father/Daughter dance (or any other special dance)
- Cake cutting
- Bouquet and Garter Toss
- Remind attendants when and where to pick up outfits
- Determine ceremony seating for special guests and provide a list to ushers
1 - 2 Weeks Before the Wedding Day
- Pick up wedding attire and ensure everything fits
- Gather everything you will need for rehearsal dinner and your wedding day
- Confirm all honeymoon reservations and exchange money or get traveler’s checks
- Pack for honeymoon
Rehearsal Day
- Review list of things to bring- Stationery, marriage certificate, ring pillow, guest book, favors, cake cutting set, toasting flutes, comfortable shoes, family photos, etc.
- Pack suitcase, gown and everything else needed for wedding day
- Give Planner remaining balances and gratuities to be paid on the wedding day (in separate envelopes for each vendor).
Documents to Work On
Documents to Work On
maggie@magpieweddings.com | www.magpieweddings.com | 812.929.0164
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