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How to Stay Organized Wedding Planning

Jan 30, 2019

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Weddings are beautiful, happy, fun days. If you’ve been a guest, helped a friend or family member, or been a part of a wedding day, you know that putting together this huge shindig is no joke. There’s a ton of planning, thought and work into putting together this celebration of two people coming together.

Now it’s your turn to put together your dream day, and you’re wondering where to begin and even better, how to stay how organized throughout the process with all the meetings, vendors you find on Instagram, payments due and more.

I put together some ways you can stay organized and keep things somewhat sane during this fun and busy process!

1. Create a Separate Email

You’ll be emailing people…. a lot. You’ll be in touch with your photographer, your florist, your planner, your venue, your caterer, your videographer, etc. The list goes on and on. There are a lot of different people that you’ll be reaching out to and then chatting with consistently throughout your planning. I recommend creating a separate email address from your personal one to keep all of those emails organized. Nothing is more stressful than having 8402985 unread emails from family, friends, coworkers, stores you shop. Now add on even more emails from vendors. Yikes! So creating an email address that’s wedding specific will keep everything wedding related in one place and relieve the crowded inbox mess!

2. Make Spreadsheets

Spreadsheets will be your friend when planning. Here are different types of spreadsheets you can make and how they’ll help you.

  • The Vendors You’ve Reached Out to
    This spreadsheet will help you keep track of who’s who, what you liked/didn’t like, their pricing, emails, their websites, their social, etc. You’ll be in contact will a lot of people at first, it’ll help you remember them all.
  • A List of Vendors You Need and A List of Who You’ve Hired
    Make sure you know what vendors you’re going to need and write them down. Once you’ve got that narrowed down, make sure you keep track of vendors that were hired and who it was.
  • List of When Payments are Due
    No scrambling to come up with the final 50% payment you owe your photographer! Keep track of who has received payment (and how much) and who still needs to be paid and when.
  • Your Budget
    If budget is an important factor, make sure you’re keeping track of where money has been going and where you plan to spend your overall budget. With this sheet, you can see if you have room for other things, like those chivary chairs or having letterpress invitations 😉


3. Create a Binder

Having a binder will help you keep track of all of the loose paperwork you will receive, it’ll be a place to write notes, and keep everything in one spot. Some vendors, like myself, do all paperwork via the internet. You sign then you pay, and you receive documents through a portal. However, some places will have brochures and essential documents that are physical. Or your mom or best friend may have found some vendors for you and give you their business card. Having a binder with everything in one place will be life-saving when it comes to all of your thoughts, ideas, and important documents.

4. Use Social Media Smartly

Thanks to social media, finding vendors and inspiration is easy and available ASAP. However, it can get crazy and can become an overload. Be sure to keep things organized even when it comes to social media. Create ONE Pinterest board (or multiple granular boards) on Pinterest to keep all of your ideas in one place. Instagram now also has a save feature. You can save photos you see on Instagram and create a folder, similar to boards on Pinterest. If you’re looking for Chicago wedding photographers on Instagram, you can save 1-3 of your favorite images of theirs, put them in your photographer board. Then when you’re ready to reach out to photogs, you can go to that board and write down the names of the ones you like and reach out!

5. Hire a Planner

Keeping neat color-coded excel spreadsheets isn’t your thing? Does the thought of doing this all on your own stress you out? Not a huge fan of organization or planning things? The best thing you can do for yourself is to hire a planner! A planner will be the biggest blessing to your wedding day. They help you bring your ideas to life and keep things organized and on time in the planning process. Then on the day of, everything is out of your hands. You have a planner to handle everything. You and your soon to be spouse, friends, and family can enjoy the day you spent working hard planning.

Don’t stress! At the end of the day, if you keep things organized using one email, one spot for everything (like a binder or Google Drive), and ask for help when needed, you’ll have things under control. Your wedding is going to be one of the most joyful, fun days of your life and it will all be worth it!

Bride Education

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