Photo: Brinkerhoff Photography
Photo: Brinkerhoff Photography

 This Is It! 

You’ve spent the last year meeting with vendors, overloading your Pinterest board with wedding inspiration, and counting down the days until you say, “I do!” Now, in the blink of an eye, you’re only a couple of months away and the reality that you are getting married is starting to set in. You might be thinking, “There’s so much left to do!” or “I have so little time!” Step back, and take a deep breath. Here is a guide to help you prepare for finalizing your wedding details!

Photo: Lockie Photography

Final Months of Planning

The more involved and on top of details you are throughout the planning process, the more prepared you will be closer to the big day! Perhaps the most important detail to finalize first is your guest count. There is no rule that states you are not allowed to call those guests who have yet to RSVP about 8 weeks out to see if they are planning to attend or not! Knowing your guaranteed guest count ahead of time is critical in making a number of final decisions (i.e. cake size, table count, centerpieces, catering, etc.) for your wedding day.

If you are planning on having assigned seating, which we highly recommend with guest counts 100 and over, you will obviously need to know who is coming to piece together the seating arrangement and design escort cards. We’re not kidding when we emphasize how important your guaranteed guest count is when it comes to finalizing details since it affects so many moving parts of your wedding day! For escort card inspiration, see our blog: Lets Talk Escort Cards.

Photo: Brinkerhoff Photography        Florals: Jan Dekker Designs

What You Will Be Finalizing

You will want to meet with your Wedding Coordinator between 6-8 weeks out from the wedding. Your Wedding Coordinator is going to be your eyes and ears at your wedding rehearsal and on your big day. Set a day to meet to go over each and every detail of your wedding to make sure you are both on the same page and confirm that nothing has been left undone. Let’s talk specifics. What should you be thinking about and finalizing before your wedding date?

Guest Count (how many guests will attend the ceremony and reception)

Final Menu Selections (appetizers, desserts, buffet/plated, late night snacks, etc)

Bar (hosted vs. cash, alcohol selections, specialty drinks, etc.) 

Florals (centerpieces, bouquets, boutonnieres, corsages, specific floral types, colors, ceremony/accent arrangements, etc.)   

Day-of Timeline (confirm with DJ/MC & Wedding coordinator: playlist, do not play-list, ceremony songs, etc.)

Wedding Transportation (to and from venue, limo service, maps and directions for guests, etc.)

Marriage License (apply and obtain at least 3 weeks before your wedding)

Cake (# of tiers, servings, design, details, etc.)

Wedding Rehearsal (date, time, location, ceremony details, order of processional/recessional, rehearsal dinner, etc.)

Day-of Checklist (guest book, escort cards, seating chart, card box, personal decor items, wedding programs, cake topper, cake knife, guest favors, table numbers, wedding vows, etc.)

Vendor Review (rental deliveries, services, products – review the contracts, delivery times, item descriptions, etc. Review and confirm these details with your Wedding Coordinator so they are aware of what is happening and when.)

Photo: Lockie Photography

Help Your Wedding Planner Help You

Indecisiveness is one of the worst nightmares for a Wedding Coordinator. When you are finally set to meet with your Wedding Coordinator 4-6 weeks out from the wedding you should at the very least have an idea of what you want for each of the items listed above. If not, then be prepared with questions for your Coordinator that will help you make your decision. Your Coordinator knows a lot when it comes to the wedding world, which is why he/she will be able to help you finalize your details and make sure your wedding day is just as you imagined! <3

Happy Planning! 


Photo: Lockie Photography Photo: Lockie Photography