Wedding Planning Master List

I do love a good list! Here is one of my favorites- my complete wedding Master List.  This one is what I use for any wedding that I am coordinating or planning.  It puts everything in one spot and all the details I need.  The only other thing I need from here is the Wedding Timeline!

Wedding Coordinator Master List

Bride and Groom

Bride’s Name: ___________________________________________________

Phone number:___________________________________________________

Are text messages ok?___________________________________________________

Address:___________________________________________________

Alternate numbers?___________________________________________________

email:___________________________________________________

Groom’s Name:___________________________________________________

Phone number:___________________________________________________

Are text messages ok?___________________________________________________

Address:__________________________________________________________________________

Alternate numbers?___________________________________________________

email___________________________________________________

Have either of you been married before?  __________________________

Do either of you have any children?(names & ages)

___________________________________________________________________________________________________________________________________________________________________\

Pets? ___________________________________________________

Do you have a wedding website?  ______________________________________________

What is your wedding theme?  

____________________________________________________________________________________________________________________________________________________________________

Family

Bride’s Parent’s:

Mom:  ___________________________________________________

Phone number:___________________________________________________

Dad:   ___________________________________________________

Phone number:___________________________________________________

Are your parent’s married?            Divorced?                   It’s Complicated?

Remarried or any Step Parents?________________________________________________

__________________________________________________________________________________

Any special information?___________________________________________________

Bride’s Grandparents:_______________________________________

Bride’s brothers or sisters:___________________________________________________

Groom’s Parent’s

Mom:  ___________________________________________________

Phone number:___________________________________________________

Dad:   ___________________________________________________

Phone number:___________________________________________________

Are your parent’s married?            Divorced?                   It’s Complicated?

Remarried or any Step Parent? _______________________________________

__________________________________________________________________________________

Any special information?_______________________________________

Groom’s Grandparents:_______________________________________

Groom’s siblings:____________________________________________________________
Attendants

Maid of Honor:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Best Man:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Bridesmaid #1:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Groomsman#1:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Bridesmaid #2:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Groomsman#2:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Bridesmaid #3:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Groomsman#3:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Flower Girl:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Ring Bearer  _______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Usher:_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Usher #2_______________________________________

Phone:_______________________________________

How do you know them?_______________________________________

Ceremony details

Will groom escort his mother and father to their seat as the start of the ceremony? Or will groom walk out with officiant?______________________________________________________________________________

\Would you like grandparents to be seated as the procession starts? Do you want them to be escorted to their seats before the procession by an usher?

______________________________________________________________________________

Will the bride be escorted down the aisle?_______________________________________

Name of escort(s):___________________________________________________________

How do you know your escort? _______________________________

Will your bridesmaids walk down the aisle by themselves or escorted by groomsmen?________________________________________________________________

Who will be holding the rings?  _______________________________________

Is there a unity candle/sand/other ceremony included? ______________________

Any other props needed for ceremony, i.e. roses for moms?___________________

______________________________________________________________________________

Do you plan to have a receiving line after the ceremony?____________________

Music for ceremony: Music playing while guests seat? Y/N

Song for parents/grandparents being seated:________________________________

Song for attendants:________________________________

Song for bride :________________________________

End song for recession down the aisle :________________________________

Additional songs during ceremony?________________________________

Bubbles/Rice/Doves?________________________________

Should this be done after ceremony or another time?__________________________

Have bride’s attendants dresses  and accessories been ordered?    Y/N

If they are ordered, have they arrived or when are they set to arrive?_____________________________________________

Are the groomsmen renting tuxes or suits?________________________________

Shoes?________________________________

Accessories?  ________________________________

Rental location?  ________________________________

Phone number________________________________

Return date?________________________________

When will groomsmen have or pickup outfits?________________________________

Where are the Bride and Bridesmaids getting ready the day of the wedding? __________________________________________________________________________________

How will the Bride and Bridesmaids get to the venue?________________________________________________________________

Where are the Groom and Groomsmen getting ready the day of the wedding?

________________________________________________________________ 

How will the Groom and Groomsmen get to the venue?

________________________________________________________________

Do the bride and groom have pre wedding gifts for each other? Y/N

When would you like those to be presented?________________________________

Transportation company

(If using a limo or transportation company):

________________________________________________________________

Contact name:________________________________

Phone number:________________________________

Details on transportation:________________________________

Ceremony Location:_

_______________________________________________________________

Contact person :________________________________

Phone________________________________

Contract signed?________________________________

 Payment due date________________________________

Ceremony start time  ________________________________

Ceremony indoor or outdoor?________________________________

Rain option? ______________

Alter or accessories needed for ceremony? (i.e. unity candle/sand, aisle runner)

________________________________________________________________

Will you have a guest book to sign?________________________________

Do you have ceremony programs?________________________________

Who is going to take the guest book after wedding?____________________________

Will there be a gift table set up?________________________________

Who is going to be in charge of the gifts and cards?___________________________

Special instructions for ceremony?________________________________________________________________________________________________________________________________________________________________

Groom’s arrival time to ceremony location :________________________________

Is there a Grooms getting ready room?________________________________

Special instructions for getting ready room?________________________________

Who will be in charge of taking home vital documents/accessories? (i.e. information from officiant after ceremony, getting ready items)_   _______________________________________________________________

Bride’s arrival time to ceremony location:________________________________

Is there a Bridal getting ready room?________________________________

Who will be in charge of taking home vital documents/accessories? (i.e. makeup, dress bag, clearing out bridal suite)  

________________________________________________________________

Will the Bride and groom see each other before the ceremony?  Will you do a first look? _______________________________________________________________

Wedding Officiant

Name:________________________________________________________________

Phone :________________________________

Contract signed?________________________________

Payment due date________________________________

Will officiant facilitate rehearsal?________________________________

Rehearsal location (if different than ceremony location):

__________________________________________________________________________________

Rehearsal time:________________________________

Rehearsal Dinner time:________________________________

Rehearsal dinner location:________________________________

Will Officiant be in charge of marriage license or should coordinator hold on to it until after ceremony? _________________________________________________________

Photographer: ________________________________________________________________

Phone:________________________________________________________________

Contract signed:________________________________

Payment due: ________________________________

Arrival time: ________________________________

Final picture time: ________________________________

Do they need space for a backdrop?  ________________________________

Have you sent over list of pictures you HAVE to have?  ________________________

Explain plan for photographer: ________________________________

__________________________________________________________________________________

Location of reception_________________________________________________________

(If different then ceremony location)  

Contact person:________________________________

Phone:________________________________

Contract signed?   ________________________________

Payment due?________________________________

Time reception room is available ahead of ceremony:__________________________

Reception start time:________________________________

Reception end time: ________________________________

Do they provide the tables and chairs? ________________________________

Will they provide table settings?   ________________________________

Do you have assigned table seating for guests? ________________________________

How will you let guest know where to sit and where would you like that to be placed?

__________________________________________________________________________________

Decorations included? ________________________________

Chair covers? ________________________________

Do you have wedding favors? If so what? __________________________________________________________________________________

Will the favors be left on the guest dinner table or in another location?

__________________________________________________________________________________

Will venue provide labor for rearranging chairs if reception and ceremony are in same location? __________________________________________________________________________________

Rental company for any reception needs

(i.e. tents, chairs, tables, alters, decor, potties)

__________________________________________________________________________________

Contact: ________________________________

Phone :________________________________

Rental arrival time :________________________________

rental return time:________________________________

Speeches

Will anyone be making speeches during dinner? If so, who and when do you see those happening?___________________________________________________________

Other special instructions for reception?__________________________________________________________________________________

Florist:________________________________________________________________

Contact person:________________________________

Phone:________________________________

Contract signed?________________________________

 Payment due date________________________________

Will flowers arrive at getting ready location/ceremony location/ reception location? ________________________________

Florist arrival time: ________________________________

Will Bride have bouquet?________________________________

Maid of Honor/Bridesmaids?________________________________

Will the Groom and Groomsmen have boutonnieres?______________________

Additional flowers for Moms? Dad? Grandparents? Officiant?  ________________

Decorative flowers for reception or misc. tables, alter, or ceremony?__________

Special instructions for flowers?  ____________________________________________

__________________________________________________________________________________

Musicians and/ or DJ: ________________________________________________________

Contact person: ________________________________

Phone:________________________________

Contract signed?   ________________________________

Payment due date________________________________

Will they provide music for both the ceremony and reception?__________________________________________________

Arrival time________________________________

Microphone for officiant provided?________________________________

Microphone for speeches provided?________________________________

Have you provided a music list?________________________________

What song is your first dance to?________________________________

Will there be a father/daughter dance?________________________________

 Mother/son?________________________________

Will you be tossing your bouquet during the reception?_____________________

Garter belt?________________________________

What songs NEED to be played? ________________________________________________________________

________________________________________________________________

________________________________________________________________

__________________________________________________________________________________

Will you have any other special dances?________________________________

Special instructions for music?________________________________

________________________________________________________________

Catering company?________________________________

Or will reception venue cater?:________________________________

Contact person:________________________________

Phone:________________________________

Contract signed?________________________________

 Payment due________________________________

Arrival time on day of wedding?________________________________

What time is dinner starting?  ________________________________

What is planned for dinner? (include all courses)_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Bartender?________________________________

Provided by venue?________________________________

Contact person:________________________________

Phone:________________________________

Contract signed?________________________________

 Payment due________________________________

Arrival time on day of ceremony?________________________________

Will you offer open bar or cash bar?  ________________________________

Are soft drinks and juice included?________________________________

Is there a cocktail hour between ceremony and reception?  _________

Times for cocktail hour_________________________________

Will you be having a wedding cake?________________________________

Bakery or cake maker:________________________________

Phone________________________________

Contract signed________________________________

Payment due________________________________

Cake arrival time________________________________

Does the cake need refrigeration after arrival?  _________________

Cake knives?________________________________

Who is going to be in charge of cake top/ leftovers?________________________________________________________________

Extras

What do we do if there are extra unexpected charges that come up during ceremony/ reception?

________________________________________________________________

Anything else that I should know about your wedding day?

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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