Welcome to the Wedding Planner
We are happy to present you with this collection of worksheets, checklists,
vendor comparison charts, s and other information.

Program Worksheet
Use this worksheet to assist you in the creation of your program. It will also help
you record the proper spelling of your wedding party' names.
Did you really think your friend' first name was Bubba?
Bride' Name: Groom' Name:

Location of the Ceremony:
Name of Location:
Street Address:
City

Location of the Reception:
Name of Location:
Street Address:
City
Wedding Date:
Ceremony Time:
Reception Time:

Celebrants/Officiants
Parents of the Bride Parents of the Groom
Maid/Matron of Honor, Honor Attendant (male)
Best Man, Honor Attendant (female best man)

Bridesmaids, Honor Attendants (male) Groomsmen/Ushers, Honor Attendants (female)
Junior Bridesmaids Junior Groomsmen
Flower Girls Ring/Coin Bearers
Reader 1:
Reader 2:

Vocalist:
Organist/Pianist:
Wedding
Coordinator:
Miscellaneous Wedding Party Members
Guest Book Attendant:
Runner Attendant(s):



Who Pays for What
The tradition of "who pays for what" has changed somewhat, especially in
today's modern world of dual income and independent couples who pay for the
entire wedding themselves. For those who still consider tradition important in
financing the wedding, you'll find this outline helpful in "assigning" expense
responsibilities.

Bride
Groom's wedding ring
Groom's wedding gift
Gifts for the bridal attendants
Bridal attire and accessories
Wedding consultant
Bridal luncheon

Groom
Bride's engagement and wedding ring
Bride's wedding gift
Gifts for the groom's attendants
Marriage license
Officiant's fee
Groom's attire
Boutonnieres for groom's attendants
Honeymoon expenses

Bride's Family
Wedding invitations and announcements
Transportation of bridal party from ceremony to reception
Wedding reception
Florals for ceremony, reception, bridal bouquet, bridesmaids' bouquet, corsages
and boutonnieres for family
Photography
Videography
Musical entertainment

Groom's Family
Rehearsal dinner
Boutonnieres and corsages for immediate family members
Attendants
Rental or purchase of wedding attire
Travel expenses to and from wedding city
Wedding gift for the wedding couple
Bridal/Coed shower
Bachelor/ette party

Tasks To Be Done 7 to 12 Months Before the Wedding

Formally announce your engagement by having both families meet. Don't forget to notify
the local newspaper and announce your engagement in print!

Select the date! Consider a date that will accommodate your family and friends, such as the
summer months when kids are out of school and when most individuals plan their annual
vacations. Also, when considering a date near a major holiday, keep in mind that most
reception locations increase their prices and are booked well in advance. If you set a date
near a holiday or at least one year in advance, think about mailing a "Save the Date" card to
your guests so that they can make the necessary accommodations.

Determine your budget. Be realistic when creating the budget. Determine WHO is paying
for the wedding: the bride's family, the Groom's family, the couple or a combination of the
above. Highlight the one or two items that will mean the most to the both of you and budget
the other items around these one or two major items.
Book the officiant. Make sure that whomever you want to marry you both is available.

Reserve both the wedding and reception locations. Reserving the location of both your
wedding ceremony and reception is one of the most important tasks that must be done once
an engagement is announced. If the date of the wedding is in close proximity to a holiday,
this task becomes even more pertinent.

Tasks To Be Done 7 to 12 Months Before the Wedding

Hire the wedding consultant. If you are considering using a wedding consultant, conduct
your interviews now. Make sure you choose a consultant who is not only professional and a
member of an accredited wedding consultant association but someone who is amiable and
easy to work with.

Purchase a handy wedding planner. You can't plan a wedding without a trusty wedding
planner. Trust us! Make sure the planner contains pages on which you can take notes, a daily
calendar to keep you on time and pockets to hold those ever-important receipts! In today's
technological world, consider a wedding planning software program as a helpful companion
that will assist you in maintaining the guest list and tracking the "thank you" notes. Some
software programs will even help with the seating assignments!

Compile the guest list. Although this SHOULD be one of the fun aspects of planning a
wedding, it often becomes the basis of many heated debates. Also, keep in mind that the
length of the guest list is often in direct correlation with the budget.
Select members of your wedding party. Honor your family and friends by selecting them
to stand next to you both on your special day.

(10 Months Before the Wedding)

Choose the caterer. If you are evaluating a caterer, make sure to sample their menu and
personally meet with the caterer. Obtain references and inquire the Better Business Bureau on
their professional history.

Book the photographer. Don't take these professionals for granted! Good photographers
are booked quickly! Ask the right questions and view their portfolio. Keep in mind that he/she
is responsible for capturing the formal and candid moments of your day that will last a
lifetime. Be picky!

Book the videographer. More and more couples are opting to capture their wedding day on
celluloid in addition to photo paper. Again, ask the right questions and view some sample
wedding videos. Make sure the videographer you interview will be the ACTUAL professional
who will be there at your wedding.

Hire the florist. Considered to comprise one of the biggest shares of the budget "pie." The
florist makes it his/her job to assist you in color coordination and bouquet arrangements.


Book the entertainment for both the ceremony and reception. Evaluate demo tapes of
the entertainment whether it's a DJ, harpist, soloist, string quartet or live band. Make sure to
discuss different music genres in their repertoire. Also, discuss which songs to play during the
processional, ceremony and recessional.

Order the wedding gown, veil, shoes and other accessories. The earlier you choose and
order your gown, the better off you will be. You want to receive the wedding gown for final
fitting weeks in advance... with time to spare.

Tasks To Be Done 4 to 6 Months Before the Wedding


Shop and order wedding party dresses and tuxedos. If some members of the wedding
party live far away, tailor shops and bridal shops in their area can take their measurements.
Have each member of the wedding party mail their measurements to your bridal or tuxedo
shop.
Reserve rental equipment. If you are planning an outdoor ceremony and/or reception,
make sure to reserve the tables, chairs and tents now.

Order the wedding cake. This is the fun part! Shop the local bakers and make sure you
sample their "sweet" perfections. Peruse their portfolios and consider referrals from others.
Discuss the colors and design of the cake to match the look and formality of the wedding.
Order wedding stationery. Includes wedding invitations, RSVP cards, thank you cards, and
place cards.
Make honeymoon reservations. Make sure you have a current passport for international
destinations.

Book transportation. Reserve any special transportation needed on the day of the wedding:
limos, horse-drawn carriage, Rolls Royce, etc.
Reserve accommodations for out-of-town guests. Most hotels will offer group discounts
if you block/reserve several rooms for your out-of-town guests.
Book honeymoon.

Tasks To Be Done 2 to 3 Months Before the Wedding

Finalize the guest list. Approximately 20% of your guest list will not be able to attend the
wedding.
Meet with caterer and/or banquet manager. Finalize the menu and room decorations.

Meet with officiant. Discuss any special readings for the wedding ceremony. Make copies of
these readings and forward to those who you have asked to do the reading so they have
plenty of time to practice.
Arrange Gown Final Fitting. Make sure you bring along the shoes and lingerie that you will
wear on your wedding day. You want to make sure EVERYTHING looks just right!
Write your vows. It takes time to express your love for one another on paper.

Arrange rehearsal dinner. The rehearsal dinner allows close family and friends from both
sides to meet each other, some for the first time. The rehearsal dinner is usually a casual
affair and never as formal an event as the actual wedding. You can host it at a family
member's home, a small restaurant or banquet hall.


Purchase wedding favors. Contrary to popular belief, wedding favors (the gifts that each
guest takes home with her to remember the day) are not required. If you choose to provide
these gifts to commemorate your event, there are many choices available from the
quintessential Jordan almonds to small wine bottles emblazoned with your picture on its label.
Purchase Wedding Party Gifts. You can thank your wedding attendants buy purchasing
accessories they can wear on the day of the wedding such as cuff links, earrings or purses.
Purchase the wedding bands. It can be something simple or absolutely extravagant. Most
importantly, the wedding bands are the tangible expression of your love for one another.


Tasks To Be Done 1 Month Before the Wedding

Obtain the marriage license. You can usually obtain the license up to 30 days in advance.
Gift for each other. Just to say "I love you."
Purchase the guest book. Place the guest book at the entrance to the reception room so that each
one of your guests can write a special message.

Organize wedding programs. More and more couples are creating programs that will be passed out
before the wedding ceremony. The program outlines the ceremony's agenda, its readings and its
participants. Most importantly, it can assist those guests who are not of the same religion or faith.
Change your last name. If you plan to change your last name, consider your driver's license, passport,
credit cards and bank accounts.
Send wedding announcements to newspapers. Let the local newspapers announce your wedding.
Mail wedding invitations. Allow your guests enough time to make the necessary arrangements.
Inform post office of change in address. A simple form filled out early enough will not interrupt your
mail service.
Arrange trial-runs. Meet with your hair stylist and/or make up artists for a run-through.

Send out thank you notes. You may receive wedding gifts well before the actual wedding day. Not
only is a "thank you" expected by the gift-giver but it also acknowledges the fact that you actually
received the gift.

Tasks To Be Done The Month of the Wedding . the Final Sprint!

Pick up wedding dress. Make sure the wedding dress is stuffed to preserve its shape and
covered with a protective bag.
Finalize seating assignments. Involve both sets of parents. They can inform you of any
rifts between family and/or friends.
Finalize the guest count. Inform caterer or banquet manager of the final guest count.

Write speeches. A speech during the rehearsal dinner and wedding reception are both
expected. A simple "thank you" for those who have shared in the day's festivities and who
have come near and far to witness the love and commitment you have for one another should
suffice.
Address wedding announcements. Announcements are for those family and friends who
were not able to attend the wedding.
Make hair and make up appointment.
Pack for the Honeymoon.



Pack for the day after your wedding. If your reception is at a hotel or a bed and breakfast
or a friend's/family member's house and they were kind enough to provide you with a
honeymoon suite to overnight in after the reception, make sure to bring clothing for the
morning after.
Confirm details with vendors. Secure details with florists, photographers, caterers,
videographers, entertainment, etc.
Pass out wedding day schedules. Make sure each wedding day participant is aware of the
day's activities and their role.

Additional Tasks

Order of Events at the Reception
TIME EVENT
Cocktail Period. By beginning with a cocktail period, you will give your guests a chance
to gather at the reception facility, deposit their gifts, and meet and mingle with other
guests. It will also provide time for lost guests to find their way to the reception.
Meanwhile backstage, this time can be used by the photographer to take portraits of the
wedding party. If desired, the bridal couple can arrange to eat at this time, ensuring that
they will indeed get to eat, thus freeing up their time to mix and mingle with guests later
on during the lunch/dinner portion of the reception. The cocktail reception usually takes
place outside the reception hall.
Receiving Line. The bridal couple opens up the reception hall with a receiving line and
invites everyone inside. This will ensure that the bridal couple will have the opportunity to
greet each guest at least once during the festivities. The reception line traditionally
includes the bridal couple, the couples' parents, the best man, the maid-of-honor, and any
special guests.
Introduction of the Wedding Party. Once the guests are inside the reception hall, the
wedding party is then introduced by the emcee as they parade inside. First comes the
groomsmen and bridesmaids, then the flower girls and ring bearer, the parents, and the
bridal couple.

Dancing

"that the First
Dance, Father and Daughter Dance, etc. occur before dinner immediately upon the Bride &
Groom's introduction to the reception area, for several good reasons. Primarily, it allows
the dancing to begin much earlier in the reception thereby eliminating a lull in activities
that so often happens. Once the bride and groom have danced, and then the parents and
attendants, then the guests will feel comfortable dancing while others may be eating or in
a buffet line. This will allow many of the guests who know how to ballroom and Latin
dance to do so on a non-congested dance floor."
Toasts. The best man will then make the first toast, followed by the maid-of-honor, the
father-of-the-groom and the father-of-the-bride. If they so choose, the bridal couple can
make a speech thanking the guests for coming, the parents for paying, and anything else
they may wish to say.
Lunch/Dinner is Served. During this time, the bride and groom (if they have already
eaten) can mingle and make informal visits to each table, or even have table pictures
taken by the photographer. If guests wish to make speeches, sing songs, tell jokes, do a
skit, this would be the ideal time.
Dancing (Option #2). If the bride and groom haven't danced their first dance yet, they
may now take the opportunity to open up the dance floor with their first dance. Then the
father/daughter dance, then the mother/son dance. The attendants then join in the
dancing and then the guests are invited to dance as well.
Cake Cutting. The bride and groom cut the cake for dessert. Additional toasts may be
made at this point.
Bouquet and Garter Toss.
More Dancing, if time allows.

Departure of the Bridal Couple. Amid confetti, bubbles, birdseed, or rice.
Departure of the Guests.
In structuring your reception timeline, make sure to consult with your photographer, your disc
jockey or musicians, your reception facility representative and/or caterer, and your bridal consultant
if you have one. Also make sure your master of ceremonies is familiar with the scheduling of events.

Guest List
Guest
#
Name Address Phone Email R.S.V.P. Table # Gift Received
from Guest
Thank You Card Sent

Choosing the Florist

1. Will you personally be the florist for our
wedding?
2. If the answer is no:
When can we meet the florist whose work I'm
seeing so I can see if I feel comfortable with
that person/ see if we are on the same
wavelength?
3. If you are not talking to the florist, also
ask:
If the florist we want no longer works for your
company when our wedding comes up, what
will you do?
4. If you are talking to the florist:
Are you a full-time florist?
5. What do you do the rest of the week?
6. What kind of experience, background, and
education do you have?
7. Have you received any formal classroom
training as a florist?
8. Where do you get your inspirations?
9. What are the reasons you think we should hire
you?
10. Do you have a portfolio and a list of referrals?
11. Is this your recent work that I'm seeing?
12. How many weddings have you serviced?
13. How many weddings do you do per year? How
many per day?
14. Have you handled events of my type and size
before?
15. What makes your arrangements better or
different than anybody else's?

16. What type of design do you specialize in?
17. Off the cuff, what types of flowers would you
suggest given my wedding colors, location, and
time of year?
18. If the flowers I want are not available, what is
your substitution policy? (you don't want
carnations used instead of lilies, etc...)
19. Can I add items at the last minute? (like "Great
Aunt Martha needs a corsage...")
20. Do you design items for double use? (i.e. arch
sprays becoming head table long and low
centerpieces)
21. Where do you perform the design?
22. Do you own large coolers to store flowers?
23. How many days in advance do you put
together the arrangements and bouquets?
24. Do you rent special equipment such as urns,
arbors, aisle runners, linens, or centerpiece
containers?
25. Do you provide any other services such as
linens, chair covers, favors, ribbons, etc?
26. Do you decorate the cake with flowers or
should the cake baker?
27. What time do you arrive to setup your
equipment?
28. Hours of service:
29. Do you own vans or vehicles for delivery?
30. Have you worked at my church/rental facility
before?
31. Do you perform an on-site evaluation for
decorations?
32. Do you have people to help you with the
design and/or setup?
33. Can you perform the delivery and set-up within
the time that the church/rental facility has
allotted?
34. Can you disassemble in the amount of time
allotted?
35. Do you provide a written contract and
guarantee?
36. What are your policies regarding delivery
times?
37. How do you price your flowers and what is the
cost of delivery and setup?
38. Can you provide me an estimate within 2 days?
39. Is a deposit required? If so, how much?
40. When is the deposit due?
41. May I make partial payments?
42. When is the final payment due?

43. Is gratuity included in the price?
44. If not, what is the percentage of the service
charge?
45. What percentage are the taxes?
46. What is the overtime charge?
47. Are there any additional charges not
mentioned? (i.e. travel)
48. What are the refunds/cancellation terms?
49. What is the average cost of wedding flowers by
YOUR clients?
50. Do you charge for consultations?
51. How do I book your services?
52. Package 1:
53. Cost of Package 1:
54. Package 2:
55. Cost of Package 2:
56. Package 3:
57. Cost of Package 3:
58. A question to ask yourself: Has the florist
addressed your personal concerns
satisfactorily?

How to Interview a Caterer


Here are a Number of Great Tips and Some Sample Questions to Ask Your Prospective Caterer.
Many people discover that their catered event is the biggest expense of their wedding or party.
The cost of your wedding reception or party includes the food, beverages, kitchen staff, wait staff,
rentals, the decorations, and the cost of the reception site itself. About 50% of a couple's wedding
costs are the reception. It is very important to know how to interview and to choose a caterer.
Site/Availability
When you are selecting a facility such as a winery, hotel, country club, park, resort, reception
hall, or restaurant you need to know whether the site includes the caterer. Some reception/facility
sites have their own in-house caterer and they do not allow outside caterers to provide the food on
their site. The site that you choose should match the formality of the event, the theme of your
wedding/event, the type of food that you want to provide, and your budget. You may want to
reserve a site where you have the freedom to choose your own caterer.
Is your event/wedding reception indoors or outdoors?
This is important to know what facilities are available at your site. Some facilities do not have
sinks, kitchens, ovens, stoves, or barbecues for the caterers to work out of. In terms of the weather
and the menu, the food may need to be kept hot or cold.
Pick a date!
Once you have figured out if you need to hire an off-premise caterer, then you need to find out if
they are available on the day of your event or wedding. The caterer you want could already be
booked for an event on the same day of your affair. You should try to book your caterer at least 6-
12 months in advance of your event.
Budget
Now you need to decide if they can work within your budget!
-What is your budget for your catered event?
-Most caterers require an initial deposit to hold the date of your event. Is there a deposit
required? What is the initial deposit and when is it due?
-Are installments or payment plans available?
-When is the final payment due for the catering?
-Is there a gratuity or service charge? How much are the taxes?
-How many hours of service does the caterer include in their overall cost?

-How much extra will it be if my event runs overtime?
-What does the caterer include in the price (e.g., set-up, clean up, staff, food, rentals, etc.)?
Experience
-How long has the caterer been in business? Ask them about their experience, background, and
culinary education.
-Have they catered weddings or your type of event previously? Have they handled the amount of
guests that you have invited?
-Can they handle small or large events? What is the number of guests of the largest event that
they have managed?
License/Liability/Health
-Are they licensed?
-Are they insured?
-Do they have health permits?
Alcohol
-Do they have a liquor license to purchase alcohol? If no, are they willing to serve your alcohol?
Does your caterer provide bartender(s) to serve your beverages? How much extra is this service?
-Is there a corkage fee for serving my own wine?
-Is champagne service included for my wedding toast?
-Are the beverages served at the bar, buffet style, and do the wait staff refill drinks at the
tables?
Ice; don't forget that you may need ice for the keg, bar, carafes of water. A good rule of thumb
is ¨ö of pound of ice per guest. You may need extra ice in really hot weather.

Rentals/Equipment
-What rentals are needed for your event?
-Is the rental equipment provided through the catering company or through a rental company?
There are many details to consider such as tables, and chairs, plates, napkins, table linens,
chaffers, glassware, sternos, silverware, serving pieces, tents, etc. Some people choose to use
plastic flatware and paper plates in order to save money.
Rental costs add up quickly if you rent extra silverware such as salad and dessert forks,
bread/butter knives, dessert spoons, along with the basic table setting of forks, knives, and spoons.
There are many different grades of silverware, tableware, glassware, etc, and different colors of
linens to choose from. You need to make some choices and find out the price differences for your
rentals. Your caterer can help you figure out what items that you need to rent.

Request to see samples of equipment to make sure it is what you want, that' it' not old,
chipped, or in poor condition.
Most caterers charge you for rental equipment. Some caterers include the cost of rentals along
with their food prices per guest.

Headcount
Prices are usually based on the number of guests that you plan to invite to your wedding or
event. The caterer will need an initial headcount or a rough idea of the amount of your guests.
-When does the caterer need to know the final headcount? When you send out your invitations,
keep in mind that the most caterers want a final count 1-2 weeks before your event.
-Does the headcount include other wedding/party vendors, such as the DJ, Band, Wedding
Consultant, and Photographer?
-Is there a price difference for the children and the wedding/party professionals?
-Is there some place else for the vendors to eat, out of site from your guests?
Menus
-Do they have set menus or can they customize menus according to the theme or style of your event?
-Can they provide special menus such as vegetarian cuisine, kosher cuisine, or are they able to
accommodate guests with food allergies.
Service
-What methods do you want your food/beverages served?
-Are the hors d'oeuvres passed around to the guests by the wait staff or are the hors d'oeuvres
stationary (sitting on a table)?
-What style do you want your main meal served? Types to consider are buffet, seated or sitdown,
French, Russian, and family styles. Ask your caterer about different styles of service that they
provide. Specify what services are included and what details that they do not handle.
Serving Styles:
1. Seated or standard sit-down service is when the food is plated and portioned in the kitchen
and the guest is served the plate of food while sitting down at the table.
2. Russian Style is where the food is plattered and the server portions and serves each guest a
portion of the entree, starch, and vegetable, served with a fork and spoon.
3. French Style is when the food is plattered tableside. The platters are presented to the guests
and the guests pass and serve themselves. This requires more space and service can be slow.
4. Family Style is when the food is in bowls and on platters in the middle of the table and the
quests help themselves.
5. Buffet style is when the people stand in a food line.

-Does your caterer provide servers or is the buffet self serve?
-Does the catering include wedding cake service or do you have to hire someone to cut and serve the cake?

Dress code for the wait staff
Is it formal or casual? The attire should reflect the formality/theme of your event. The staff may
wear tuxedo shirts with bow ties and blank pants or skirts. Butler style is when the waitpersons
where white gloves. If you are having a Hawaiian theme party, ask your caterer to have the wait
staff where Hawaiian shirts.
Ratio
What is the staff to guest ratio? Generally, there should be at least one server per 30 guests for
a buffet and one server per 20 guests for a sit-down dinner. However, it depends on how formal or
complicated the event is. The ratio may be reduced, depending on these factors. A lavish
six-course, sit-down dinner may require one server per 10-12 guests. Discuss the staff to guest
ratio with your caterer.

Food

-Does the caterer use fresh ingredients/produce or does he/she use canned or frozen ingredients?
-Who are their food/produce suppliers?
-Do they bake their own breads/desserts or do they contract out to bakeries/chefs?
Generally speaking, the price of food includes all of the ingredients, preparation, and
transportation of the food to your site.
Discuss portion sizes and the amount of food that needs to be prepared.
Contract/Refunds/Cancellations
-Request a contract or proposal.
-What are the general terms of the contract?
-What is their cancellation policy?
-Is your deposit refundable if your wedding/event is cancelled?
Read all of the fine print including their cancellation policy, price per person, service charges, and taxes.
After you read the contract make sure all parties that are involved sign it. Be ready to put down an initial deposit.

The contract should include:
1. The date, time, location of the event, and hours of service provided by the caterer.

2. The date that you need to provide the final headcount.
3. The list of services provided (e.g. buffet, sit-down meal, bar service, wedding cake service, etc.)
4. The menu that you have selected.
5. The fees, including any extra expenses, a payment schedule, and when the final balance is due.
6. The name of the caterer handling the event.
7. Finally, your contract should include the caterer' cancellation policy.
Customer Service
Talk to your caterer on the phone. Request the menus ahead of time. Then, schedule an
appointment and meet with your prospective caterer in person.
-How does your caterer deal with you?
-Do you feel comfortable with your caterer?
-Does your caterer communicate with you effectively and is he/she helpful?
Your caterer should be available by appointment and by phone to answer any questions that you may have.

Tasting
Will your caterer provide an initial tasting/consultation? Some caterers will ask you to come in
for a free tasting. Others will charge a fee. Some caterers will ask you to come into their
restaurant if you want to try the food. However, some caterers do not provide tastings at all. They
will give you references and show you pictures of their presentations of food. Be aware that
preparing a meal for a few people and a few hundred is very different in the quantity, holding, and the transportation of the food.
Judging the food at the caterer' kitchen is not always a true example of the food that is served at an event.

If you do go in for a tasting, ask your caterer is the tasting for free or does he/she charge a fee for the sampling?
-How many people can I bring to the tasting?
Don't assume that you can bring 5 or 6 people to a tasting. Tastings are expensive and
complicated to provide for the caterer. Ask if you can bring someone along, such as the bride or groom.
References
Request references from your caterer. Ask your friends, family, or colleagues for
recommendations of caterers that they have employed for their events.

Some caterers will provide you with letters of references or phone numbers of clients that are
willing to share their past experience with your caterer.
Request to look at pictures of events that they have done in the past.
Ask the client questions about the quality of the food, if they were satisfied with the wait
staff/service, and ask about the overall presentation of the event.
Leftovers
-What is your caterer' leftover policy? Do not assume that all of the leftovers are automatically
yours. Most caterers make extra food for unexpected guests and to feed their staff. You are paying
per person, much like a restaurant. However, some brides/grooms/hosts do not have time to eat
during their reception/event. Therefore, some caterers will provide a leftover basket of their food.
The couple can have a romantic picnic for two on their honeymoon and enjoy themselves when all of the commotion is over with.

Good Luck And Bon Appetit!

Questions to Ask Caterers


1. Are you a full-time caterer?
2. What do you do the rest of the week?
3. What kind of experience, background, and education do
you have?
4. Have you received any formal classroom training as a
caterer/chef?
5. How long have you been a caterer, and how many events
have you catered?
6. Have you handled events of my type and size before?
7. Why did you choose catering as a career?
8. What makes you better or different than another caterer?
9. What are the reasons you think we should hire you?
10. Do you have all the necessary licenses and health
permits?
11. Are you properly insured?
12. Do you provide tasting consultations/food tastings?
13. Is there a fee for such tastings?
14. How many people can I bring along with me to the
tasting?
15. What time do you arrive to setup your equipment?
16. Hours of service:
17. What equipment do you provide?
18. Do you bring backup equipment?
19. What is the staff to guest ratio?
20. What is the staff dress code? Formal or casual?
21. If buffet style is offered, are servers provided or will it be
self-serve?
22. Is there an extra charge for buffet servers? If so, how
much?
23. Do you have a liquor license?

24. Is there an extra charge for bartenders? If so, how much?
25. Who is supplying the liquor, water, ice, etc.?
26. Do you provide cake cutting/serving service? Is it part of
the basic package? If not, what is the additional cost?
27. Do you provide the wedding cake, or should I hire an
outside baker?
28. If caterer provides the cake, is there an extra charge? If
so, how much?
29. Is the champagne toasting service included or is that an
extra charge? If an extra charge, how much?
30. When is the final headcount due?
31. Does the headcount include wedding professionals at the
event (photographers, DJs, etc.)?
32. Are there special prices for children?
33. Are there special prices for feeding our DJ, band,
photographer and other wedding professionals?
34. Is a deposit required? If so, how much?
35. When is the deposit due?
36. May I make partial payments?
37. When is the final payment due?
38. Is gratuity included in the price?
39. If not, what is the percentage of the service charge?
40. What percentage are the taxes?
41. What is the overtime charge?
42. Is the set-up and clean-up included in the final price?
43. What are the costs for alcohol and beverages?
44. Do you provide linens, tables, chairs, china, glassware,
silverware, serving accessories, etc.?
45. Are the above items included in the basic price or are
they extra? If extra, how much?
46. Do you provide rentals, or are they from another
company?
47. Are there any additional charges not mentioned? (i.e.
travel)
48. Do you provide a written contract and guarantee?
49. What are the refunds/cancellation terms?
50. What is your leftover policy?
51. Package 1:
52. Cost of Package 1:
53. Package 2:
54. Cost of Package 2:
55. Package 3:
56. Cost of Package 3:

57. A question to ask yourself: Has the caterer addressed
your personal concerns satisfactorily?

Once you have selected your caterer, use this worksheet to work out the details of your event with
your caterer.
General
Name of Caterer:
Contact Person:
Address:
Phone Number:
Email Address:
Web Site Address:
Date of Event:
Location of Event:
Will the event be held indoors or outdoors?
Address of the event location:
Phone number of the location:
Directions to the location:
Is there a kitchen facility with ovens,
refrigerators, and barbecues onsite?
Comments on above:
Scheduled time to hold the Hors
d'oeuvres/Cocktails:
Scheduled time to serve the meal:
Scheduled departure time:
Type of event:
(wedding reception, rehearsal dinner, bridal
shower, brunch, etc.)
Type of service: (Formal Sit-Down, Buffet, or
Family Style)
-Formal Sit-Down: guests are seated at the
table and served
-Buffet: guests stand in a food line
-Family: guests help themselves to food that is
placed at the center of the table
If Sit Down, what type of style?
-American (or standard): the food is plated and
portioned in the kitchen and the guest is served
the plate of food while sitting down at the table

-Russian: the food is plattered and the server
portions and serves each guest a portion of the
entree, starch, and vegetable, served with a fork
and spoon.
-French: the food is carved and prepared
tableside. The platters are presented to the guest
and the guests pass and serve themselves.
If buffet, does the caterer provide the servers or
do they guests serve themselves?
Hors d'oeuvres: will they be passed or are they
stationary?
Bar/beverage service: buffet bar service or bar
service?
Are bartenders provided, if so, will it be an extra
charge?
Who is supplying the liquor, water, ice, etc.?
Do you provide cake cutting/serving service? Is it
part of the basic package? If not, how much does
the service cost?
Do you provide the wedding cake, or should I hire
an outside baker?
If caterer provides the cake, is there an extra
charge? If so, how much?
Staff to Guest ratio:
Staff Dress Code:
Leftover policy:
Menu
Prior to meeting with your caterer, go over the
menus. Select a menu from their sample menus
or request a custom menu.
Discuss the style of food preparation. Are their
ingredients/produce fresh? Do they sub-contract
with other chefs/bakeries?
Discuss the size and portions with your caterer:
Menu selected:
Hors d'oeuvres:
Main course:
Salads:
Side dishes:
Breads:
Dessert:
Beverages:
Budget
Total Catering Budget: £
Reception/Event Site:
Initial headcount/number of guests:
Final headcount:
When is the final headcount due?
Does the headcount include wedding professionals
at the event (photographers, DJs, etc.)?
Cost per guest: £
Special cost for children: £

Special cost for photographers, DJs, and other
wedding professionals at the event:
£
Gratuity included? If not, how much (in percent
of final costs):
%
Taxes? £
Deposit required? When is it due?
How much is the deposit? £
May I make partial payments?
When is the final payment due?
Is the set-up and clean-up included in the final
price? If not, what is the extra charge?
£
What is the overtime charge? £
What are the costs for alcohol and beverages? £
Are bartenders/corkage provided in the basic
package? If not, what is the extra charge?
£
Do you provide linens, tables, chairs, china,
glassware, silverware, serving accessories, etc.?
Are the above items included in the basic price or
are they extra? If extra, how much?
£
Do you provide rentals, or are they from another
company?
Wedding cake: included in the basic package? If
extra, what is the extra charge?
£
.
Questions to Ask Reception Locations

1. How long have you been in business, and how many
events have you hosted?
2. Have you handled events of my type and size before?
3. What is the capacity of your room(s)?
4. What makes you better or different than another
reception location?
5. What are the reasons you think we should hire you?
6. Do you have all the necessary licenses and health
permits?
7. Are you properly insured?
8. Do you allow outside Caterers? If so, is the kitchen fully
equipped?
9. If the reception location is also the caterer: Do you
provide tasting consultations/food tastings?
10. Is there a fee for such tastings?
11. How many people can I bring along with me to the
tasting?
12. What is the staff to guest ratio?
13. What is the staff dress code? Formal or casual?
14. If buffet style is offered, are servers provided or will it be
self-serve?
15. Is there an extra charge for buffet servers? If so, how
much?
16. Do you have a liquor license?
17. Is there an extra charge for bartenders? If so, how
much?
18. Who is supplying the liquor, water, ice, etc.?
19. Do you provide cake cutting/serving service? Is it part of
the basic package? If not, what is the additional cost?
20. Do you provide the wedding cake, or should I hire an
outside baker?
21. If you provide the cake, is there an extra charge? If so,
how much?



22. Is the champagne toasting service included or is that an
extra charge? If an extra charge, how much?
23. Does the headcount include wedding professionals at the
event (photographers, DJs, etc.)?
24. Are there special prices for feeding our DJ, band,
photographer and other wedding professionals?
25. Are there special prices for children?
26. Is there a dance floor and, if so, how many people can it
handle?
27. May our DJ or other professional(s) have access to your
electrical outlets? Are there enough?
28. Is a deposit required? If so, how much?
29. When is the deposit due to reserve the room?
30. When is the final headcount due?
31. May I make partial payments?
32. When is the final payment due?
33. Is gratuity included in the price?
34. If not, what is the percentage of the service charge?
35. What percentage are the taxes?
36. What is the overtime charge?
37. Is the set-up and clean up included in the final price?
38. What are the costs for alcohol and beverages?
39. Do you provide linens, tables, chairs, china, glassware,
silverware, serving accessories, etc.?
40. What equipment do you provide?
41. Do you have Audio/Visual Equipment?
42. Are the above items included in the basic price or are
they extra? If extra, how much?
43. Do you provide rentals, or are they from another
company?
44. Is there adequate parking?
45. Is there a charge for parking? If so, how much?
46. Do you offer valet parking? If so, how much?
47. Do you allow outside Valet companies?
48. Is there a coat checkroom? Is staff available for the
room? If so, what are the fees associated with that
service if not already included in the basic charge?
49. Are there any additional charges not mentioned?
50. Do you provide a written contract and guarantee?
51. What are the refunds/cancellation terms?
52. What is your leftover policy?
53. How far is your facility from our ceremony location?
54. How far is your facility from our guests' hotels?
55. If the reception location is a hotel:
55A. Do the bride and groom receive a bridal suite included in
the package?
55B. Are discounts available to our guests for their
accommodations? If so, how much is the discount
and/or how much are the rooms?

56. How many hours will we have the room? Beginning
time/end time?
57. How long before the event can we have access to the
room so that we may prepare it?
58. Are there any other events taking place at the same time
as ours?
59. Package 1:
60. Cost of Package 1:
61. Package 2:
62. Cost of Package 2:
63. Package 3:
64. Cost of Package 3:
65. A question to ask yourself: Has the facility addressed
your personal concerns satisfactorily?

Questions to Ask Photographers

1. Will you personally be the photographer for our
wedding?
2. If the answer is no:
When can we meet the photographer whose
work I'm seeing so I can see if I feel
comfortable with that person/ see if we are on
the same wavelength?
3. If you are not talking to the photographer,
also ask:
If the photographer we want no longer works
for your studio when our wedding comes up,
what will you do?
4. If you are talking to the photographer:
Are you a full-time photographer?
5. What do you do the rest of the week?
6. What kind of experience, background, and
education do you have?
7. Have you received any formal classroom
training as a photographer?
8. How long have you been a wedding
photographer, and how many weddings have
you photographed?
9. Have you handled events of my type and size
before?
10. What are the reasons you think we should hire
you?
11. Is this your recent work that I'm seeing?
12. Do you use black and white film when
photographing in black and white?

13. I'm looking for a photojournalistic
photographer. What is your definition of
"photojournalism"?
14. What are your criteria for choosing what you
would photograph at my wedding?
15. How do you know how many pictures to take?
16. Who is your most favorite photographer (not
necessarily a wedding photographer)?
17. Have you ever been published in a
photography journal/had a show, etc.?
18. What makes your photographs better or
different than anybody else's?
19. Why did you choose wedding photography as a
career?
20. What time do you arrive to setup your
equipment?
21. Hours of service:
22. Do you bring backup equipment with you?
23. How many people will cover the event?
24. Do you provide a written contract and
guarantee?
25. What are your policies regarding proofs?
26. What are your policies regarding negatives?
27. What are your policies regarding delivery
times?
28. Is a deposit required? If so, how much?
29. When is the deposit due?
30. May I make partial payments?
31. When is the final payment due?
32. Is gratuity included in the price?
33. If not, what is the percentage of the service
charge?
34. What percentage are the taxes?
35. What is the overtime charge?
36. Are there any additional charges not
mentioned? (i.e. travel)
37. What are the refunds/cancellation terms?
38. Package 1:
39. Cost of Package 1:
40. Package 2:
41. Cost of Package 2:
42. Package 3:
43. Cost of Package 3:

44. A question to ask yourself: Has the
photographer addressed your personal
concerns satisfactorily?

Photographic Poses for the Wedding Day
Be sure to capture a picture with all the people close to you and of all the important
events of the day by using this checklist.
Before the Ceremony
Check Check
___ Bride Dressing
___ Groom Dressing
___ Bride Fully Dressed and Outfitted
___ Groom Fully Dressed and Outfitted
___ Bride with Mom
___ Groom with Mom
___ Bride with Dad
___ Groom with Dad
___ Bride with Parents
___ Groom with Parents
___ Bride with Parents and each set of
Grandparents
___ Groom with Parents and each set
of Grandparents
___ Bride with Immediate Family
(Parents and Siblings) and
Grandparents
___ Groom with Immediate Family
(Parents and Siblings) and
Grandparents
___ Bride with Immediate Family
(Parents and Siblings) . no
Grandparents
___ Groom with Immediate Family
(Parents and Siblings) . no
Grandparents
___ Bride with each Sibling
___ Groom with each Sibling
___ Bride with Maid/Matron of Honor
___ Groom with Best Man
___ Bride with each Bridesmaids
___ Groom with each
Groomsmen/Ushers
___ Bride with Maid/Matron of Honor,
Bridesmaids
___ Groom with Best Man and
Groomsmen/Ushers
___ Bride with Maid/Matron of Honor,
Bridesmaids, Junior Bridesmaids,
Flower Girls
___ Groom with Best Man,
Groomsmen/Ushers, Junior
Groomsmen, and Ring Bearers
___ Bride with Junior Bridesmaids and
Flower Girls
___ Groom with Junior Groomsmen
and Ring Bearers


During the Ceremony
___ Seating of Special Guests
(Grandparents, Groom' Parents,
etc.)
___ Bride and Groom and the Altar
___ Bridesmaids and Groomsmen
Walking Down the Aisle
___ Bride and Groom Lighting Unity
Candle
___ Junior Bridesmaids and Junior
Groomsmen Walking Down the
Aisle
___ Bride and Groom Exchanging Vows
___ Flowergirls and Ring Bearers
Walking Down the Aisle
___ Bride and Groom Exchanging Rings
___ Bride and Bride' Father (and
Bride' Mother) Walking Down the
Aisle
___ Bride and Groom' First Kiss
___ Bride' Father (and Bride' Mother)
giving Bride' Hand to the the
Groom
___ Bride and Groom Walking Down
the Aisle


After the Ceremony
___ Bride and Groom
___ Bride and Groom with Maid/Matron
of Honor and Best Man
___ Bride and Groom with Officiant
___ Bride and Groom with Maid/Matron
of Honor and Bridesmaids
___ Bride and Groom with Bride'
Parents
___ Groom with Maid/Matron of Honor
and Bridesmaids
___ Bride and Groom with Bride'
Immediate Family
___ Bride and Groom with Maid/Matron
of Honor, Bridesmaids, Junior
Bridesmaids, and Flower Girls
___ Bride and Groom with Bride'
Immediate Family and
Grandparents
___ Bride and Groom with Maid/Matron
of Honor, Bridesmaids, Junior
Bridesmaids, Flower Girls, Best
Man, Groomsmen/Ushers, Junior
Groomsmen, and Ring Bearers
___ Bride and Groom with Bride'
Parents and Groom' Parents
___ Bride and Groom with Best Man
and Groomsmen/Ushers
___ Bride and Groom with Groom'
Parents
___ Bride with Best Man and
Groomsmen/Ushers
___ Bride and Groom with Groom'
Immediate Family
___ Bride and Groom with Junior
Bridesmaids, Junior Groomsmen,
Flower Girls, and Ring Bearers
___ Bride and Groom with Groom'
Immediate Family and
Grandparents
___ Bride and Groom with Readers
___ Bride and Groom with Bride's
Immediate Family, Groom's
Immediate Family and All
Grandparents
___ Bride and Groom with Sponsors
___ Bride and Groom with Bride'
Extended Family
___ Bride and Groom in Limousine
Leaving for Reception Location
___ Bride and Groom with Groom'
Extended Family

During the Reception
___ Bride and Groom at the Receiving
Line
___ Garter Toss
___ Wedding Party' Entrance
___
Placement of Garter on Bouquet
Catcher by Garter Catcher
___ Bride and Groom' Entrance
___ Bride and Groom with Bouquet
Catcher and Garter Catcher
___ Bride and Groom' First Dance
___ Each Toaster
___ Groom and Groom's Mom Dancing
___ Bride and Groom with Each Toaster
___ Bride and Bride's Father Dancing
___ Cake Cutting
___ Groom and Bride' Mom Dancing
___ Bride and Groom Feeding Cake to
Each Other
___ Bride and Groom' Father Dancing
___ Bride and Groom Sipping
Champagne with Each Other
___ Bouquet Toss
___ Guests Dancing
___ Removal of Garter
___ Bride and Groom in the Limo
Saying Goodbye to Guests
Additional Poses for During the Reception

.
Questions to Ask Videographers

1. Will you personally be the videographer for our
wedding?
2. If the answer is no:
When can we meet the videographer whose
work I'm seeing so I can see if I feel
comfortable with that person/ see if we are on
the same wavelength?
3. If you are not talking to the videographer,
also ask:
If the videographer we want no longer works
for your studio when our wedding comes up,
what will you do?
4. If you are talking to the videographer:
Are you a full-time videographer?
5. What do you do the rest of the week?
6. What kind of experience, background, and
education do you have?
7. Have you received any formal classroom
training as a videographer?
8. How long have you been a wedding
videographer, and how many weddings have
you videotaped?
9. Have you handled events of my type and size
before?
10. What are the reasons you think we should hire
you?
11. Is this your recent work that I'm seeing?
12. I'm looking for a photojournalistic
videographer. What is your definition of
"photojournalism"?
13. What are your criteria for choosing what you
would videotape at my wedding?
.

14. What makes your videography better or
different than anybody else's?
15. Why did you choose wedding videography as a
career?
16. What time do you arrive to setup your
equipment?
17. Hours of service:
18. Do you bring backup equipment with you?
19. How many video cameras will cover the event?
20. How many people will cover the event?
21. Do you conduct interviews of the guests and
wedding party?
22. What equipment do you use to edit the
captured video?
23. Do you provide a written contract and
guarantee?
24. What are your policies regarding proofs?
25. What are your policies regarding delivery
times?
26. Is a deposit required? If so, how much?
27. When is the deposit due?
28. May I make partial payments?
29. When is the final payment due?
30. Is gratuity included in the price?
31. If not, what is the percentage of the service
charge?
32. What percentage are the taxes?
33. What is the overtime charge?
34. Are there any additional charges not
mentioned? (i.e. travel)
35. What are the refunds/cancellation terms?
36. Package 1:
37. Cost of Package 1:
38. Package 2:
39. Cost of Package 2:
40. Package 3:
41. Cost of Package 3:
42. A question to ask yourself: Has the
videographer addressed your personal
concerns satisfactorily?
.
How to Choose a Limo Company

Plan Ahead
A common mistake many couples make is to overlook the importance of planning ahead for
limousine service and other wedding ground transportation. It is not uncommon for a limousine
service to get a call two days before the wedding. Please keep in mind that weekends are the
busiest periods for limousines so you should plan at least three to four months in advance to ensure
availability.
Determine Scope
An important thing to keep in mind is the enormous array of options available. In addition to
traditional limousine service, you may also choose to arrange shuttle service from the hotel to your
wedding venue, airport shuttles (vans or minibuses), and site-seeing trips for out-of-town friends
and family (perhaps the day before the wedding). You may even decide to honor your special outof-
town guests with VIP service to and from the airport. If you are serving alcohol at the reception,
it is advisable to provide some form of backup transportation for your guests.
Wedding Day
Traditionally, the bride will ride with her parents to the wedding ceremony. The groom and best
man will ride together in a second limo. The bride' attendants will follow in a third vehicle. Another
common configuration is for the maid-of-honor and best man to ride in the first limo with the couple.
The rest of the wedding party follows in a second limo. Whatever you decide, make sure that the
vehicles are large enough to keep everyone' clothes wrinkle free. After the reception, you should
also plan on service for the newlyweds from the reception to the airport or hotel.
Making a Decision
Now that you've hopefully decided what you want, the important task is to make sure that you get
what you expect. You should find out exactly what size the vehicles are, how may people can
COMFORTABLY fit in the vehicles, the makes, models, years and colors (interior and exterior). If
you are unsure, ask for a picture. You should also ask what the chauffeur/s will be wearing. Many
chauffeurs will wear a tuxedo for weddings, which adds a classic touch. Ask what else is included in
the package. Many wedding packages include complimentary champagne, red carpet and a
customized ¡°Just Married¡± sign. Keep in mind that newer limousines are typically equipped with
better cooling and heating systems.
Making a Reservation
Once you make your reservation, insist on getting a written contract. The contract should include
the date, itinerary, types of vehicles including years, makes, models and colors, rates (including
gratuity and taxes), deposit amount and cancellation policy. If you are quoted a package rate, make
sure the contract stipulates the rate for additional hours in case you decide to keep the vehicle/s for
longer than expected. After making your reservation, you should reconfirm one month and one
week prior to be on the safe side.
Important Details
Make sure your limousine service gets a detailed copy of the schedule. You should provide them
with instructions on where they will be going along with the names of each person traveling in each
vehicle. If you want to get photographs of your grand entrance, make sure the limousine service
knows in advance so the chauffeur doesn't open the door before the photographer is ready.
Conclusion
When shopping for a limousine service, you will be faced with a wide range of prices for your desired
services. Just as you wouldn't choose a restaurant or hotel based solely on price, the same is true
.
for your limousine service. Old or poorly maintained vehicles, unprofessional chauffeurs, tardy
service and lack of proper insurance coverage are potential risks of lower priced limousine services.
If you base your decision on price alone, you will likely have a disappointing wedding day
experience.
.
Questions to Ask Limousine Companies



1. Are you properly insured?
2. Are you affiliated with any industry
associations such as the National Limousine
Association?
3. Are you open 24-hours a day?
4. Do you have a toll-free phone number?
5. What types of limousines do you have?
6. How many people will comfortably fit in each
vehicle? (Remember everyone will be dressed
up and you do not want them to wrinkle or be
uncomfortable)
7. What colors are available for each vehicle?
8. How many limos do you have and what is your
policy if one breaks down?
9. Do you have any special wedding packages? If
the answer is YES, ask questions 10-13. If the
answer is NO, ask questions 14-15
10. What is the price?
11. How many hours are included?
12. What amenities are included with the package?
(red carpet, champagne, glasses, just married
sign, and decorations)
13. If I get a package, what is the additional price
per hour if I choose to keep the vehicle longer?
14. What is the price per hour for each size vehicle
available?
15. What is the minimum number of hours
required?
16. Do you offer sedan or van airport
transportation, in case my guests need
transportation from the airport to the
hotel/ceremony?
17. Can you provide service in other cities in case
some of my guests need service from their
homes to their local airports?
.

18. Can we have alcohol in the vehicles?
19. Can we eat in the vehicles?
20. Is the chauffeur well acquainted with the area?
21. Does the vehicle have a CD player? Can I
request to play my own CD or request a
particular type of music to be played in the
limo?
22. What year is the vehicle? (for each vehicle
desired)
23. What make is the vehicle? (for each vehicle
desired)
24. What model is the vehicle? (for each vehicle
desired)
25. What color is the outside of the vehicle? (for
each vehicle desired)
26. What color is the inside of the vehicle? (for
each vehicle desired)
27. What amenities are included in the vehicle (CD
player, TV, etc) (for each vehicle desired)
28. Do the vehicles have air conditioning/heating
systems?
29. Will the vehicles I need be available if I decide
to keep it longer on the day of the wedding?
30. Can you mail or email photographs of the
vehicles I will be using on your wedding.
31. What will the chauffeur be wearing?
32. Is the driver' gratuity included in the quoted
price?
33. If not, what percentage is added for driver'
gratuity? (standard is 15% - 20%)
34. Are there any additional charges? (tax, tolls,
parking, fuel surcharge, etc.)
35. Do you offer discounts if additional vehicles are
booked? (bachelor/bachelorette parties, entire
wedding party, shuttle for guests, etc.)
36. Can I get a signed contract stipulating the
date, time, all locations, prices, type of vehicle
including year, make, model, and color,
payment, deposit, and cancellation policy.
37. How far in advance do I need to book the
service?
38. Do I pay by credit card or check?
39. Is a deposit required? If so, how much?
40. When is the deposit due?
41. What is the cancellation policy?
42. What fee is charged within the cancellation
policy?
43. A question to ask yourself: Has the limousine
company addressed your personal concerns
satisfactorily?
.
Questions to Ask Wedding Coordinators

1. How long have you been a wedding
coordinator?
2. Did you start your business from scratch or did
you buy a business already setup?
3. Is this your full-time job or part-time job?
4. If it' part time, what is your other job?
5. What did you do prior to being a wedding
coordinator?
6. Do you only work to plan weddings and special
events or do you also work as a concierge?
7. How many full-service weddings to you
personally coordinate each year?
8. How many wedding day only weddings do you
coordinate each year?
9. What type of formal training have you had?
10. Are you a member of any major bridal or
wedding/special event trade associations (ABC,
June Wedding, Inc, ACPWC, AFWPI, ISES)?
11. Do they require that you have formal training
each year for membership or do you simply
pay them dues?
12. Do you employ other people to help you plan
events?
13. How many hours do they work with you a
week?
.

14. How many event managers do you bring with
you to a wedding?
15. Is there an extra charge for additional staff?
16. Do you personally attend every wedding?
17. What if you become ill or cannot come to the
wedding? Who will stand in for you?
18. Do you charge for an initial meeting?
19. If you charge for the initial meeting, is it
applied to my cost of coordination should we
hire you?
20. Do you accept commissions, kickbacks or
professional discounts from any vendors you
refer?
21. Do you sell wedding invitations?
22. What discount do you give off the cost of
wedding invitations?
23. What is the largest wedding you've managed?
24. Give me five adjectives which describe yourself
25. Who signs the vendor contracts? Do we pay
you the fee for the entire event and then you
pay each vendor or do we contract with
vendors separately?
26. Are you present at all vendor meetings? Do
you come to the tasting?
27. How many hours does it take you to plan a
wedding?
28. How many hours are included with your
package?
29. Do you make initial contact with all referred
vendors and check price and availability or do
you give us a list of vendors for us to call?
30. How many hours are you on site the day of the
wedding?
31. Do you help with setup and tear down?
32. Will you help with the processional and
recessional?
33. Will you bring an emergency kit?
34. Describe the best wedding you've ever
managed. Why was it the best wedding?
35. Do you charge for expenses or travel?
36. What is the average amount?
37. What is your coordination fee?
38. Does the fee include the day of the wedding?
.

39. Do you charge hourly, a flat rate or a
percentage of my overall budget?
40. How are the payments structured? When are
they due?
41. What is the amount of the initial deposit?
42. What is your refund policy in case of
cancellation?
43. What won't you help with?
44. Are you present at the rehearsal?
45. Will you setup the personal items on each of
the place settings?
46. Describe the most difficult wedding you've
managed and why was it difficult?
47. Describe some problems you've had with
vendors not fulfilling their contract and how
you handled it.
48. Will you help design the overall theme, decor
and flow of the wedding ceremony & reception?
49. Will you provide me with a detailed budget
outline?
50. Will you assist with lodging arrangements for
our out of town guests?
51. Package 1:
52. Cost of Package 1:
53. Package 2:
54. Cost of Package 2:
55. Package 3:
56. Cost of Package 3:
57. A question to ask yourself: Has the wedding
coordinator addressed your personal concerns
satisfactorily?
.
Bridal Emergency Kit

Check Item Check Item
small sewing kit non-drowsy allergy medicines
safety pins Shout wipes
Kleenex Any prescription medication for you
and/or the bridegroom
smelling salt chalk - to mark out any flaws on your
wedding gown
lipstick drinking straws . so you can drink water
while you are having your portraits
taken without messing up your lipstick
or spilling on your dress.
compact powder case comb and brush
stick of gum or roll of breath mints or
Tic Tacs
Additional Items
compact mirror
pantyhose
clear nail polish (in case you have a run
in your second pair of pantyhose)
pen & small note pad
A list of contacts and phone numbers of
all wedding day vendors
Band Aid
deodorant
barrettes and/or bobby pins
perfume
Visine
aspirin
hair spray
snack food
dental floss
bottled water
crazy glue
toothpicks
.

Bridesmaids
-Assist in the selection of the bridesmaid dress
-Provide your measurements to the bride for the bridesmaid dress
-Host/co-host the Bridal Shower and/or Bachelorette Party
-Help address and stuff the wedding invitations
-Help the bride get dressed and ready on the wedding day
-Attend pre-wedding parties, if feasible
-Pay for your dress, shoes, and accessories
-Pay for transportation and/or lodging to and from the wedding city
-Help the bride in any tasks or errands
-Participate in the bouquet toss, if single
.

Maid/Matron of Honor
-Holds the groom's wedding ring
-Arranges the bride's veil during the processional, ceremony
and recessional
-Makes sure the bride looks perfect for all the pictures
-Holds the bride's bouquet during the exchanging of wedding rings
-Host/co-host the Bridal Shower and/or Bachelorette Party
-Witness the signing of the marriage certificate
-Provide your measurements to the bride for your dress
-Help address and stuff the wedding invitations
-Help the bride get dressed and ready on the wedding day
-Attend pre-wedding parties, if feasible
-Pay for your dress, shoes, and accessories
-Pay for transportation and/or lodging to and from the wedding city
-Help the bride in any tasks or errands
-Participate in the bouquet toss, if single
.

Flower girls
-Carry a small basket full of flowers down the aisle
-Drop flower petals as you walk down the aisle
-Participate in bridal party picture opportunities
-Attend the rehearsal (but not necessarily the rehearsal dinner)
-Pay for attire
-Pay for transportation and/or lodging to and from the wedding city
.

Groomsmen/Ushers
-Provide your measurements to the groom for the tuxedo rental
-Pay for your tuxedo and/or shoe rental
-Attend pre-wedding parties, if feasible
-Welcome guests to their seats before the wedding ceremony
-Usher guests to their seats by:
-First asking if they are guests of the bride or groom. If
they are with the bride, they should be seated at the
left side of the church (facing the altar). If with the
groom, then they should be seated to the right.
-Seating the eldest guests first if a large group arrives.
-Escorting female guests with his right arm with her
escort walking behind, or leading a couple to their seat
-Distributing programs to guests after they have been
seated.
-Balancing out the guests by asking arriving guests if
they wouldn't mind sitting on the other (less filled) side.
-After the guests have been seated, escort special guests to
their seats in this order (unless otherwise directed by the
bridal couple):
-general special guests
-grandmothers of the bride and groom
-groom's mother
-bride's mother
.

-Position the aisle runner in place before the processional is
ready to begin
-Collect discarded programs and articles from the pews after
the ceremony
-Direct guests to the reception and hand out preprinted maps
and directions to those who need them
-Assist in gathering the wedding party for photographs
-Participate in the garter toss, if single
-Additionally, a head usher should be designated to coordinate
the ushers, make sure they know their duties, know how to
carry them out, know the proper seating of special guests,
and know the order in which they should be seated. This role
should not be taken on by the Best Man, however, since he
will be too busy attending to the groom.
-Pay for your transportation and/or lodging to and from the
wedding city
.

Best Man
-Holds the bride's wedding ring
-Make sure vendors receive their payments
-Make sure the groom is dressed and on time
-Welcomes guests as they arrive at the ceremony location
-Offers the first toast to the bride and groom at the reception
-Witness the signing of the marriage certificate
-Attend pre-wedding parties, if feasible
-Pay for your tuxedo and shoe rental
-Pay for transportation and/or lodging to and from the wedding city
-Help the groom in any tasks or errands
-Participate in the garter toss, if single
-Host the Bachelor Party
.

Ring Bearer
-As you walk down the aisle, carry a satin pillow that contains
a pair of fake wedding rings
-Participate in bridal party picture opportunities
-Attend the rehearsal (but not necessarily the rehearsal dinner)
-Pay for attire
-Pay for transportation and/or lodging to and from the wedding city
.


.
How to Choose a Honeymoon Provider

Today, there are a variety of different options to consider when trying decide how best to plan and
book your honeymoon. These range from booking online via travel web sites (like Expedia), to
stopping by your neighborhood travel agency. The right method for you will depend on a number of
factors, including your comfort level with buying online, the amount of guidance you desire and the
complexity of your trip. It's certainly easier to purchase a package vacation to Disneyworld online
than, let's say, a custom trip to Thailand. Unless you are extremely comfortable planning and
booking travel yourself, however, it is probably a good idea to retain a travel professional for this
trip since it's such a special occasion. In addition to walking you through the planning process, a
good travel consultant will be there for you while you're on the road, allowing him/her to provide
critical assistance if problems unexpectedly arise.
You can use the following questions as a guide when trying to choose a qualified travel service
provider:
Overall Qualifications
(for travel agencies): are you members of any industry associations, like ASTA (American Society
of Travel Agents), ARC (Airline Reporting Corporation), or CLIA (Cruise Lines International
Association) for cruises? Additionally, ask whether they are fully insured for errors and
omissions?
(for tour operators): are you accredited and insured by the USTOA (United States Tour Operators
Association)?
Can you provide a couple of client references if I want?
Answers to these questions will help you determine the legitimacy of the travel provider, particularly
for those that you find online.
Services Provided
What percentage of your business comes from leisure travel (versus business travel)?
Please describe the process you use for designing honeymoon trips
Can you create customized trips according to my interests or do you primarily sell package
vacations?
What travel services can you provide . flights, lodging, rental cars, local activities, restaurants
reservations, insurance, currency, etc.?
Do you have specific experience putting together honeymoons?
Will you be readily available for consultation?
.
Will you be available while we are actually traveling? Even after hours?
Can you help me choose a destination if I'm unsure?
When choosing an agency, you want to make sure that they specialize in leisure travel and have a
good amount of honeymoon experience. You also want to make sure that they provide a
comprehensive range of planning services, and have a professional approach to your business.
Destination Knowledge
Do your travel consultants travel regularly?
For international destinations, do you have good contacts in-country?
You want to make sure that the people you will work with are "well traveled". In addition, for
international travel, it will be beneficial if they have solid relationships with individuals in your
chosen destination.
Service Fees and Forms of Payment
Do you charge any service fees? If so, what are they and what do they include?
What forms of payment do you accept? Do you take credit cards?
Can I pay any required hotel or tour deposits through you?
Nowadays, most high quality travel agencies charge service fees of some sort (it's no different than
any other professional service). Some will charge a la carte for individual services like booking
airline tickets or providing planning assistance. Others will charge a set fee, or a percentage of the
total trip cost.
Special Services
Can you get me any special benefits or amenities on my honeymoon? Typically, what are they?
Will you provide information on local activities and events, such as restaurants, tours, sights,
etc.?
A good travel professional may be able to get you special rates or value-added amenities at no
additional cost, so it pays to ask.
While it may take a little while to find the right travel professional, the time is worth investing as the
result will be a wonderful honeymoon that closely fits with your interests. Happy planning!
.
Honeymoon Packing List

The first thing to remember is that your destination will have a significant impact on what
you should pack. As a general rule, if you are traveling internationally or to more exotic
locations, you'll need to pack more items. Below is a general list of what to bring.
General Documents
Airline tickets or e-ticket receipt
Driver's license (or passport for international travel)
Travel itinerary with addresses, phone and confirmation numbers for all travel
providers including hotels, airlines, car rental companies, tour operators and travel
agent
Guide book and good novel
Key tip: keep all important travel documents in a single travel folder or
envelope.
Money
Cash
Traveler' checks (keep numbers/receipts in a separate place)
ATM and credit cards
Key tip: try to use credit cards whenever possible for added travel benefits and security.
Toiletries and Health Care
Toothbrush, toothpaste and other
dental care products
Shampoo and conditioner
.
Special soap and other skin care
products
Deodorant
Razors, shaving cream and after
shave
Makeup
Nail polish/remover
Sunscreen, lotions and moisturizers
Perfume or cologne
Massage and bath oils
Scented candles (romance)
Eyeglasses and contact lenses and
saline solution
Insect repellent
Feminine hygiene products
Headache, indigestion and
prescription medications
Birth control
Hair dryer and hair brush
Mini scissors and tweezers
Band-Aids
Key tips: 1) to pack lighter, check with your hotel before you leave regarding the in-room
availability of heavier items like hair dryers and irons; 2) If you forget any toiletries, ask
the concierge before going out to buy as many hotels have them.
Warm Weather Clothing and Accessories
Variety of short sleeve shirts (teeshirt,
blouse, casual, etc.)
A couple of long sleeve tops (for cool
evenings)
Shorts
Skirts
Pants and jeans
Sundresses
Bathing suits and cover-ups
Eveningwear (more formal for
cruises, see guidelines for your
particular cruise)
Sleepwear and lingerie
Undergarments
Socks and stockings
Appropriate footwear (sandals,
walking shoes, golf/tennis shoes,
hiking boots, heels)
Daypack, waist pouch, beach bag
and/or purse
Hats
Sunglasses
Sports gear
Rain coat and/or umbrella
Camera and film
Video camera and tapes
Key tip: coordinate your outfits so that many of your tops and bottoms match together
(this will decrease the amount of clothing you have to pack)
.
Cold Weather Clothing and Accessories
Pants and jeans
Long sleeve shirts
Sweaters
Turtle Necks
Warm Dresses
Eveningwear
Sleepwear and lingerie
Undergarments
Thermal underwear
Socks
Footwear (boots, walking shoes,
dress shoes, etc.)
Coats and jackets
Hats and gloves
Backpack, waist pouch and/or purse
Sports gear
Raincoat and/or umbrella
Camera and film
Video camera and tape
.
Special items for International Destinations
Passports
Vaccination certificates
Small denominations of US and foreign currency (for taxis, tipping and emergencies)
Medical prescriptions translated into local language
Electrical adapter (if necessary)
Antibacterial hand wipes
Key tips: 1) Bring photocopies of passports and visas which will expedite replacement should
they get lost; 2) Use antibacterial wipes before eating if you're visiting less developed countries
with spotty sanitation standards.
General Packing Tips
If possible, bring a change of clothing and important toiletries in your carry-on just in case
airlines lose your baggage
Similarly, split your clothing between two suitcases (half of each of yours in each bag) just in
case the airlines lose only one of your bags
Bring an extra bag if you plan to shop a lot
Bring ziplock plastic bags for wet and/or dirty clothing
Brides should use their maiden name for all travel reservations. Likewise, the name on your
airline ticket must match the name on your driver's license and passport
Follow these suggestions and you should be well covered. If you forget something, don't worry
as you can probably buy it at your destination. Happy packing!
.