Planning a Wedding

Don't forget the flowers!












Getting Started

  • Consider whether you want to hire a wedding planner.
  • Create a wish list.
  • Determine a date and time of the wedding and possible alternatives.
  • Decide on the wedding destination.
  • Will you be having the ceremony and reception at one venue?
  • Number of guests?
  • Menu samples?
  • Audio/visual equipment required?
  • Break down your hotel portion of the wedding budget to allow for:
    • Guest rooms
    • Meeting space
    • Food & beverage
    • Audio / visual equipment rental
  • Determine the event(s) schedule.

Selecting a Destination Venue

  • Search for your perfect location and send all of your requirements to one or many venues.

Guest Rooms

  • Inquire about the different room types available and determine your requirement.
  • How many people will occupy each room?
  • Reserve the bridal suite.
  • What is the budgeted guest room rate?
  • Are connecting rooms required and available?
  • Determine how guest room reservations for the group will be made.
  • Confirm when all reservations must be made.
  • After check-in, create a room list complete with guest names and room numbers.

Wedding Venue

  • Determine the appropriate room size needed for the event.
  • Determine the duration of the event.
  • Determine the number of attendees.
  • What kind of seating arrangement is needed? (Reception or Banquet)
  • Use Delphi to convey exactly how the room should be set up.
  • Determine audio / visual equipment.
  • Is a stage required or any special lighting?
  • Will a dance floor be needed?
  • Will you have entertainment?
  • Flower arrangements, candles and center pieces?
  • Tables required for the registration, attendance and gifts?
  • Is a cloakroom available?

Food and Beverage

  • Determine the number of attendees.
  • Will the venue provide the cake or will you provide your own?
  • Determine menu and beverage choices.
  • Arrange a meeting with your wedding planner (if applicable), your caterer and venue representative.
  • Schedule a taste testing.
  • Advise the caterer of any special dietary requirements.
  • Determine the food and beverage service charges.
  • Prepare two lists for the seating plan one in alphabetical order and one in order by table number.
  • Will placement cards be provided?


  • Send out a save-the-date email.
  • Consider wedding insurance.
  • Visit bridal salon and try on gowns.
  • Find a florist.
  • Find a wedding photographer and/or videographer.
  • Order the gown, select bridesmaids’ dresses, the groom’s tux and groomsmen attire.
  • Purchase gown accessories.
  • Choose an official.
  • Purchase wedding rings.
  • Place order for the car.
  • Place order for invitations.  Include directions to the ceremony and reception venue.
  • Purchase wedding favours and accessories.
  • Send out invitations.
  • Select makeup artist and hair stylist.
  • Finalize ceremony details (music and readings).
  • Have gown fitting.

Billing and Payment

  • What is the payment schedule?
  • Who will be authorized to make changes?
  • Would you like to set up a master bill?
  • Who is responsible for the payment?

Additional Planning Tips

  • Let venue know of accessibility needs for guests’ rooms, public areas or function rooms.
  • Ensure venue is aware of any delivery and collection times.
  • Check for sufficient parking at the venue.
  • If the ceremony is not being held at the reception venue, what transportation is available?

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