These tips are not all inclusive. Any additional questions
you may have related to your specific group event can be answered
by your wedding coordinator. Check off as you complete each item.
Getting Started
Introduce both families and officially announce the engagement
Start a budget
Include breakdown for guest rooms
Include breakdown for banquet space
Include breakdown for food and beverage
Include breakdown for audio / visual equipment
Include breakdown for wedding gown, bridesmaid gowns, tuxedos
Include breakdown for wedding rings
Include breakdown for wedding favors and table centerpieces
Include breakdown for honeymoon
Start a guest list
Consider whether you want to hire a wedding planner
Create a gift wish list and sign up for gift registries
Decide on the wedding attendants
Determine a date and time of the wedding and alternate dates and
times
Decide on the wedding destination
Decide if you will be having the engagement party, ceremony, and
/ or reception at the hotel
Decide if guest rooms will be needed and how many
Decide if food and beverage will be needed
Decide if audio / visual equipment will be needed
Determine the event schedule
Guest Rooms
Determine the breakdown for guest rooms and the room types available
Number of singles
Number of doubles
Number of triples
Number of quads
Number of suites
Number of special needs rooms
Number of connecting rooms needed
Determine if your number counts are estimates or actuals
Determine how many people will occupy each room
Remember to reserve the bridal suite
Determine the budgeted guest room rate
Discuss how guest room reservations will be made. Decide if each
attendee will be responsible for making their own reservations
or if the reservations will be handled by one person or rooming
list
Discuss if you need the hotel to create a free customized personalized
online group page for your event. Discuss how to access and use
the personalized online page to make your groups reservations
quickly and easily
Determine if you will need to access a guest list online to see
which members of your party have already booked their reservations
Discuss with hotel when all guest room reservations are due
Event Space
Determine the full duration of the event
Determine the number of people attending
Discuss seating arrangements
Determine what type of audio / visual equipment is needed for
entertainment
Decide if podium is needed
Decide if stage or dance floor is needed
Decide if special lighting is needed
Determine if you will have a DJ or band
Discuss how flower arrangements, candles, or centerpieces will
be delivered to tables
Determine if extra tables will be needed and how many (gift bag
table, cake table, guest sign in book table)
Food and Beverage
Determine the number of people to be served at the event
Decide who will make your wedding cake
Decide on the menu and beverage choices
Arrange for your wedding planner, hotel representative, and caterer
to meet
Schedule taste testing for all food and beverages that will be
served
Discuss if outside food and beverage can be brought in and if
liability insurance is needed
Advise the hotel of any special dietary requirements for people
attending the event
Discuss food and beverage service charges
Prepare two lists for the seating plan, one in alphabetical order
and one in order of table numbers
Decide if placement cards will be needed and / or provided
Hotel Billing and Payment
Discuss payment schedules and deposit due dates
Determine who will be authorized to make changes that would involve
extra costs
Decide if a master bill will necessary for the hotel to set up
for your event
Determine what charges will be added to the master bill and who
is authorized to make those charges
Determine who will be responsible for the payment of guest rooms
Additional Basic Hotel Planning Tips
Discuss if transportation will be needed for out of town guests
and costs
Let the hotel know of any special needs accessibility requirements
your guests need for guest rooms, public areas, and / or function
rooms
Ensure the hotel is fully aware of the delivery and collection
times by all outside vendors for your event
Discuss the availability of parking and cost at the hotel
Determine how far the ceremony is from the hotel if not on property
and decide how guest will be transported from ceremony to hotel
Make sure your guests have a local map from the ceremony site
to the hotel function site
Rehearsal Dinner
Select rehearsal dinner time and location
Meet with caterer, chef and planner to choose the dinner menu
and beverages
Order and send out dinner invitations
Determine parking and transportation needs
Ceremony
Start researching wedding gowns
Send out a save-the-date email
Send an engagement photo to the local newspaper
Visit bridal salon and try on gowns
Find a florist
Find a wedding photographer and / or videographer
Order wedding gown and veil
Select bridesmaid dress
Select wedding favors
Buy gown accessories: shoes, jewelry, purse, garter
Choose and officiant or minister
Purchase wedding rings
Select groom tuxedo and groomsmen attire
Place order for invitations
Purchase wedding favors and accessories
Send out invitations
Select makeup artist and hair stylist
Finalize ceremony details: music, readings, solos
Have gown fittings
Apply for marriage license
Decide if you are going to have a name change
Consider something old, something new, something borrowed, and
something blue
Honeymoon
Start investigating destinations
Choose and book your honeymoon destination
Determine if passport, visa, immunizations will be needed
Make a travel checklist
Purchase travelers checks
Make arrangements for pets, plants, mail pickup
Reconfirm plans: flight, car rental, hotel reservations
After the Wedding
Get your wedding gown cleaned and properly stored
Preserve your wedding bouquet
Freeze the top layer of your wedding cake for your first anniversary
Complete name change kit if necessary
Meet with photographer and / or videographer
Reserve your first year anniversary getaway
