Planning a wedding can feel overwhelming, but with the right approach and resources, it can also be a fun and memorable experience. At The Guild in Kansas City, Missouri, we want to help make your big day as stress-free as possible. This guide will provide you with all the steps and checklists to ensure the lead up to your big day is structured and not stressful.
1. Setting the Stage: Initial Planning
a. Determine Your Budget
Before diving into the details, sit down with your partner and decide on a realistic budget (and add a buffer). This will guide all your decisions moving forward.
Allocate your budget by categories, such as venue, catering, attire, and decorations.
b. Create a Timeline
Establish a timeline for your wedding planning. We recommend starting 12-18 months if possible, but if you have less time, don’t worry. The key is to stay organized.
Use a wedding planning checklist like this to keep track of tasks. This keeps things structured and will ensure nothing is overlooked.
c. Choose Your Wedding Style
Decide on the style and theme of your wedding. Do you want a formal affair or a casual gathering? Indoor or outdoor?
Your wedding style will influence your choice of venue, attire, and decorations.
d. Select a Date and Venue
Choose a wedding date that works for you, your family, and close friends.
Visit and book your ceremony and reception venues early to secure your preferred date. This will be a huge weight off your shoulders and give you an official date to plan around.
2. Building Your Dream Team
a. Hire Key Vendors Early
Wedding Planner: Consider hiring a wedding planner to help manage the details and reduce stress.
Photographer and Videographer: Book these professionals early to ensure you capture every moment. Sought after photographers are often booked out an entire year in advance.
Caterer: Choose a caterer who can deliver the menu you envision for your guests. Many venues, like The Guild, have an exclusive catering list for you to use.
Florist: Discuss your vision for floral arrangements and book early.
DJ/Band: Hire entertainment that suits your style and keeps the party going.
b. Assemble Your Wedding Party
Choose your maid of honor, bridesmaids, best man, and groomsmen. Don’t forget the flower girl and ring bearer if you plan to have them.
3. Detailed Planning: 6-12 Months Out
a. Save-the-Dates and Invitations
Send save-the-date cards as soon as you have your date and venue secured.
Design and order your wedding invitations. Include all necessary details like RSVP information, directions, and accommodation suggestions for out-of-town guests.
b. Wedding Attire
Start shopping for your wedding dress, veil, and accessories. Don’t forget shoes and jewelry.
Coordinate with your bridesmaids and groomsmen on their attire.
Schedule fittings and alterations to ensure everything fits perfectly.
c. Guest List Management
Compile your guest list and collect addresses.
Keep track of RSVPs and dietary restrictions.
Plan seating arrangements for the reception.
d. Honeymoon Planning
Decide on a honeymoon destination and book your travel and accommodations.
Ensure your passports and any necessary travel documents are up to date!
4. Fine-Tuning: 2-6 Months Out
a. Finalize Details with Vendors
Confirm all arrangements with your vendors. Ensure everyone is clear on the schedule and expectations.
Schedule a menu tasting with your caterer to finalize your choices.
Discuss the music selection with your DJ or band and provide them with a do-not-play list if needed.
b. Hair and Makeup Trials
Schedule hair and makeup trials to find your perfect look.
Make appointments for your wedding day and if applicable, book for your bridal party as well.
c. Final Fittings
Attend your final dress fittings. Bring your shoes and accessories to see the complete look.
Make any last-minute adjustments to ensure a perfect fit.
d. Create a Day-Of Timeline
Work with your wedding planner or coordinator to create a detailed timeline for the wedding day.
Share this timeline with your vendors and wedding party to ensure everyone is on the same page.
5. The Final Countdown: 1 Month Out
a. Confirm Final Details
Call all your vendors to confirm the date, time, and locations. Double-check all contracts and payments.
Finalize your guest list and provide the final headcount to your caterer and venue.
b. Pack for Your Honeymoon
Start packing for your honeymoon. Make a checklist to ensure you don’t forget anything important.
c. Prepare Wedding Day Essentials
Put together an emergency kit with items like safety pins, pain relievers, and a sewing kit.
Assign someone to handle tasks like distributing instructions to vendors and gathering your personal items at the end of the night.
d. Relax and Enjoy
Take some time for yourself in the days leading up to the wedding. Get a massage, spend time with loved ones, and try to relax.
On the night before the wedding, try to get a good night’s sleep.
6. Your Wedding Day
a. Getting Ready
Allow plenty of time for hair and makeup. Enjoy this special time with your bridal party.
Have a light breakfast and stay hydrated throughout the day.
b. Ceremony
Focus on the moment. Don’t stress about minor details; your wedding team is there to handle any issues so you can enjoy your day.
c. Reception
Enjoy your first dance, the speeches, and the celebrations with your guests.
Take a moment with your spouse to appreciate the day and all the effort you’ve put into planning.
d. After the Wedding
Ensure all rentals and borrowed items are returned.
Send thank-you notes to your guests and vendors.
Checklists for a Smooth Wedding Planning
12+ Months Before:
Set budget
Choose date and venue
Hire key vendors
Send save-the-dates
6-12 Months Before:
Shop for wedding attire
Finalize guest list
Book honeymoon
Send invitations
2-6 Months Before:
Confirm details with vendors
Schedule hair and makeup trials
Finalize fittings
Create day-of timeline
1 Month Before:
Confirm final details
Pack for honeymoon
Prepare emergency kit
You’ve done all the preparation! Relax and enjoy.
Follow these tips and use the checklists provided, so you can ensure your wedding experience is low-stress and everything you’ve dreamed of. If you are planning your wedding in Kansas City, contact us! The Guild has been creating beautiful wedding experiences since 2011 and we’d love to discuss how to make your big day unique and special.