Northern California Wedding Planner | How To Organize Your Wedding Details in Under 30 Days

Forget the countdown to Christmas, you're counting down to your wedding day and it is coming up fast.  Aside from watching the forecast you aren't quite sure what else you can do to prepare.  Often we come into the picture when a couple or their family decides that an extra set of hands and some organization would really help ensure that everyone can just enjoy the day without worrying.


Timeline - We love pretty things we do, and organizing the decor details will come but first it is so important to see all of the variables together on one timeline.  We take a few things into consideration: 

  • Getting Ready - Where do you plan on getting ready before the ceremony? Will you put your dress on there or at your ceremony venue?
  • Transportation - Are you taking transportation to the venue, if not how and when will you arrive to the venue.
  • Photography Coverage - If you would like photos of your gown, shoes, accessories and invitations, this will need to happen prior to getting dressed.  So we look at how many hours of coverage you have and prioritize what they will cover if we are limited.  If you have a huge family - make sure to have a clear shots list with your photographer and account for that on your timeline.
  • Access to Venue - We'll look at decor load in times and if any set-up can be done at the time of rehearsal, if not then we put together an outline of what items are arriving and where everything will be set-up.  This also includes what time everything needs to be cleaned up at the end of the night, so thorough communication with all event partners is key.
  • Food & Beverage for Guests - Everything from what time ice needs to arrive for the kegs/bar items and water, to what appetizers are being served if any and if any additional items need to be brought in by the couple (example: ziplock bags or to-go containers for leftovers, disposable plates and forks for cake if caterer is not providing) 

Ceremony - This often comes together in the last few weeks so don't feel like you are too behind.  Now is the time to start deciding on the processional order of how your wedding party and any escorted guests will come down the aisle, and what music they will be accompanied by. 

  • Any Special Readings/Traditions 
  • Who will have the rings
  • Who are your witnesses and when would you like them to sign the license
  • Who will mail the license after the ceremony? - Make sure to get this in within 10 days of your ceremony!

Schedule a phone session with your officiant if needed to get an idea of how long the ceremony will be.  You don't want to give yourself 30 minutes on the timeline for the ceremony if its going to be done in 11 minutes flat! There are some great guides to planning your ceremony vows, we've linked to some here if you want to check them out.  (Download Link

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Confirmations  & Final Details - You met with your caterer what 6 months ago? Did you have the correct dinner time listed on the consult sheet? Maybe something has changed, and now is the time for the timeline and confirmation calls with each of the event partners you've hired for your wedding day.  If you don't have a wedding coordinator yet, we strongly urge you to consider one even if only for the prep and hourly for assistance.  Otherwise, appoint a very organized friend who can assist with covering all of the bases.  Final headcount, rental numbers, song selections and announcements to shuttle pick up times and arrival time for hair and make-up - you name it, it needs to be confirmed.

Design - Alright, now to the pretty stuff! We'll sit down with the couple or go over their rental orders of what items they are having brought in and identify if any other items need to be on their packing list such as AA batteries for LED Pillar candles.  We encourage couples to take a mock picture of any tables they would like set-up in a specific way or make notes/instructions on the boxes they pack in.  So if you want 4 votive candles, one frame per table in addition to the centerpiece and table number - write it down.  This also helps for clean-up because the boxes will be labeled and super easy to pack back up.  So make sure you have even a basic sketch/idea of: 

  • Floorplan and or seating chart layout
  • Special items (toasting flutes, cake cutting set, card box, guestbook, memory table items, chair signs for newlyweds, etc) 
  • Signage & Frames - Do you want these in a particular place or can these be styled at the discretion of who is setting up?
  • Florals - What time are your bouquets arriving? Where - to your hotel room or the venue? Are your ceremony florals being used after the ceremony in another spot after the ceremony? If so, where are they moving and who is moving them?

Did you know that The 530 Bride offers a la carte services like set-up and break down for weddings, just to make this process a little easier? If you're 30-45 days away from your wedding date (or less) and could use some help, shoot us a message and we'd be happy to schedule a free consultation/therapy session haha.  In all seriousness, it's going to be fine! 

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