We get a lot of comments from clients and people we meet. They mostly tell us that they could never do what we do. They could never be in the wedding industry because of the coordination and stress. When you’re planning your wedding, just do what we do: be organized!
Organization is the building block for any event. We create spreadsheets, time lines, and lists galore to make sure we have all of our bases covered. Here are a few things for which you may want to create spreadsheets or lists:
- Deposits and Payments - Deposits are one of the most important things you will need to keep up with during your planning phase. When you find a vendor you like (photographer, baker, caterer, etc.), you need to get a deposit and signed contract to them as soon as you can. This will ensure that they will hold your wedding date and no one else can book them. A lot of brides lose their favorite vendors because they keep putting off paying the deposit. Don’t risk it…send them in ASAP! You also don’t want to fall behind on payments. You may incur extra fees or penalty charges. Make a list with the vendors name, deposit due date and amount, payment due dates and amounts, vendor address, vendor phone number, and payment methods they accept. If you have an agenda book or daily planner, put the payment amounts on the due dates to remind yourself.
- Vendors and Contact Information – Keep track of all of the vendors you hire. This means addresses, phone numbers, fax numbers (if needed), and main contact person’s name. Add any other notes that you feel are important for your big day.
- To-Do Lists – Make lists for gifts you need to buy with an expected amount spent on each one (to stay in line with your budget). Make a list of the “homework” given to you by vendors (picking favorite designs or colors) and when you need to have that done. You can also make a list for things you need to buy for the wedding: guestbook, pen, ring bearer pillow, flower girl basket, unity candle and two tapered candles, and anything else you may want to include in the ceremony. Make lists for anything and everything you can think of.
Once you have your spreadsheets and lists done, you need to keep them all together. Buy a binder and tab inserts or file folder to keep the papers organized if you print them out. You may choose to leave them on your computer for easy editing. You might want to keep a small journal handy in your purse or car for ideas or things you need to do. That way, you don’t have to lug around a huge binder everywhere.
Have any organization tips? Let us know!
Happy Planning!
Southern Event Planners
Memphis Wedding Planners
