Build a wedding plan from agreed priorities, written vendor scopes, local ceremony requirements, guest needs and a detailed event handoff.
Record the couple’s priorities, provisional guest range and total spending limit. Identify who approves each commitment and when funds are available. Keep ceremony, celebration and any travel costs in separate named scopes.
Identify the authority for the place where the ceremony will occur. Record its current application process, eligibility documentation, authorized officiant requirements, timing and return or registration procedure. Assign someone to verify unresolved items directly.
Request itemized venue and vendor quotes covering attendance assumptions, hours, staffing, equipment, tax, service charges, payment dates, cancellation and change terms. Compare per-guest prices only when both quotes cover the same scope.
Send invitations with an RSVP deadline based on the vendors’ actual final-count deadlines. Track responses, meal choices and seating needs privately. Share the route, arrival instructions and any arrangements guests must book themselves.
Write each cue with its owner, location and contact: setup access, ceremony, photos, service, speeches, breaks and cleanup. Reconfirm supplier deadlines and backup arrangements. Ask participants before assigning speeches or publishing photographs.
Reconcile the final guest count and vendor orders, then hand the running order to the coordinator. After the event, verify balances against agreements, return rentals and follow the authority’s ceremony-document procedure. Archive receipts and chosen memories privately.
Model entered wedding costs by named scope; keep contracts and payment dates separately.
Compare two observed quotes per common quantity only after aligning their scope.
Calculate packages for a self-catered item, not the caterer’s official meal count.
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A useful comparison starts with the same deliverable and guest count.
| Item | Record |
|---|---|
| Scope | Hours, meals, staff, equipment and exclusions |
| Price | Currency, tax, service charge and current quote date |
| Commitment | Full charge, deposit credit, balance date and change terms |
Keep the named jurisdiction, official source, date checked and responsible person with your plan. Obtain current requirements from that authority; this guide supplies no universal fee, waiting period or filing deadline.
Food labels and shared equipment both matter when discussing a guest’s allergy needs with the caterer.
For each booking record why it meets the couple’s priorities and which quoted scope was approved.
A verbal menu or timing change should appear in the supplier’s final order before you rely on it.