How to Stay Organized While Wedding Planning

vault 634 couple walking out of front doors

Wedding planning can be a daunting task. From the guest list to dress shopping to finding the perfect venue,there is an endless list of “to-dos” before you can finally say “I do.” The key is to break it all into smaller pieces, put together a list of items that need to be done by a certain time, and slowly, your once large list of “to-dos” turns into several smaller lists of “what’s nexts”.

Our expert team created a list of items to finalize at each stage of your journey. Beginning with a year out from your wedding day to the night before, here is your comprehensive guide to staying organized while wedding planning.

12+ Months

A year feels like a long time, but core wedding planning begins over a year away from your celebration.

What to do a year before your wedding:

Draft a Guest List: Put together a list of people you both want on your big day; don’t be afraid to be meticulous with this list.
Set a Budget: Speak with your parents and your fiancé’s parents about if they plan to help with the wedding cost. Determine the amount of money you can set aside for your wedding.
Set a Date and Secure Your Venue: Narrow down your venue choices and choose the perfect wedding venue for you. Secure your date with the venue. During your tours and before you book, use our guide to make sure you ask all the right questions!
Hire a Wedding Planner: If you decide to hire a wedding planner, you will want to do so as soon as possible. Work with your wedding venue to see if they have any wedding planners that they enjoy working with and are familiar with their space. For online research on wedding planners in your area, click here.
Hotel Blocks/Accommodations: After securing your wedding venue, work with their staff to find partnered hotel rooms for you and your guests. Working with a wedding venue that has ties with local hotels offers ease of planning and convenience. If there isn’t a partner, start researching for yourself.
Craft Your Wedding Party: Ask your closest friends and family to stand next to you on your big day. Don’t be afraid to have uneven numbers of groomsmen and bridesmaids because loved ones don’t come in matching sets.
Engagement Photos: Inquire with a photographer, or ask a friend, depending on your budget. Engagement photos don’t have to add stress to your planning process. Use this time to bask in the excitement of being a fiancé!

9+ Months

The countdowns are beginning! With your venue booked, everything is going to move by quickly, and we want to make sure that you are preparing while still finding time to enjoy your engagement!

What to do nine months before your wedding:

Order Your Wedding Dress: Wedding dresses often take months to properly tailor towards your measurements, which requires choosing your dress far in advance. Make sure to order ahead to ensure your dress fits you the way you want! Let’s face it… No one wants to be uncomfortable on one of the biggest days of their lives!
Order Your Suit: Whether you are renting or buying a suit or tuxedo, contact a local shop to find out pricing, fitting, and other important details. Set a date for when you are going to try on your suit so they can tailor it in time for your wedding day.
Book Your Vendors: Finding trustworthy vendors may feel overwhelming. Booking with an all-inclusive venue such as Vault 634 makes booking vendors seamless with our trusted list of vendors who are familiar with the venue. And remember, Vault 634 has an in-house culinary team included in your costs, cutting down any budget you set aside when you bring in catering.

At this stage of planning, you should secure your photographer, videographer, and band/DJ. Not only are you booking these early, but some photographers offer engagement photoshoots in packages, which you could use for you save the dates!

6+ Months

You’re so close to you big day!

What to do six months before your wedding:

Hire the Officiant: If you’re getting married by a clergy, you most likely know the clergyperson who will be preforming your service. If you would like to be awed by a friend or relative, they can become ordained online.
Bridesmaids Dresses: Decide on the color(s) your bridesmaids should wear, and work with them to order their dresses. Some couples opt for the same dress, while others opt for the same color and different styles. Do what you think best suits you and your bridal party!
Groomsmen Suits: Decide on the color(s) of your groomsmen suits, and work with them to determine if they are renting or buying their suit. Make a day out of it and take them to get fitted, then go out to lunch. Show your appreciation for the time they are spending to celebrate you and your fiancée!
Plan your Honeymoon: Whether you plan to take your honeymoon right after your wedding or months later, start brainstorming travel ideas, and book your flights/transportation and accommodations. (P.S. Now’s a good time to put in any PTO requests needed for your wedding and honeymoon.)

3+ Months

Can you believe that in just three months, you’ll be married? Time flies, but we’re here to keep your planning on track!

What to do three months before your wedding:

Rentals: Depending on your venue, you may need to rent tables, chairs, and linens. With Vault 634 being an all-inclusive venue, you can skip this step unless you want something specifically rented.
Dress Fitting: Try on your wedding dress to ensure it fits perfectly.
Plan Rehearsal: Figure out where your rehearsal will be, food you will serve, and the date. Reach out to local restaurants, if needed, about private rooms to rent for a “night before” rehearsal dinner with the wedding party. If you go this route, many couples also invite guests who are family or have traveled in for their big day.
Mail Invitations: Send out your wedding invitations with information on date, time, RSVP, dress code, and plus one availability.
Final Tastings: Check with your caterer (or venue) for any final decisions on food and communicate with your selected bakery to confirm any last-minute tastings you may want. If you choose an all-inclusive wedding venue like Vault 634, the in-house culinary team will work with the venue staff to ensure each plate matches your flavor palate.
Bridal Shower: Time to plan your bridal shower! Traditionally, the maid of honor takes charge of planning the shower, but some brides choose to plan it on their own. Make sure to let your guests know the date and time and send them your registry!
Create Your Registry: Once you mail invitations, you will want to make your wedding registry available for your guests. This will also be helpful for any bridal shower planning, so your guests know what to bring. There are several online platforms that make it easy to set up a wedding registry: Zola Wedding Registry, The Knot Wedding Registry, MyRegistry, Pottery Barn, Amazon, and Target.
Personalize the Ceremony: Work with your venue to include decorative pieces that highlight your love story, personalities, and aesthetics.
Seating Chart: Decide who is sitting at which table. Work with your wedding venue/wedding planner to create place cards and table numbers that align with your vision.
Hair and Makeup: Hire a beauty team for your wedding hair and makeup. If you’d like to offer these services for your bridesmaids, let them know so that they can plan on putting money aside for this if it is not included.
Reception Timeline: Work with your venue’s team to create a day-of timeline. Here is a sample timeline based on Vault 634’s space:
- 2:00 PM: Bride gets ready in the Secretary’s Office
- 4:00 PM: Elegant ceremony on the South Mezzanine
- 4:30 PM: Cocktail hour in The Fritz Speakeasy
- 5:30 PM: Reception begins seamlessly in the Grand Ballroom

1+ Month

The time has come! Steam your dress and prep your tie becausie it’s your wedding month!

What to do a month before your wedding:

Tie Loose Ends: Make sure you have rings (and a designated, reliable person to take care of them day-of, so don’t forget them)! If you are doing a garter toss, make sure you purchase a garter. If there are any other last-minute details that you need to solidify, now’s the time!
Marriage License: Check with your local municipality on the rules for how far in advance you must secure your wedding license because it won’t be official without it! For more information on wedding licenses laws in your state, click here.
Decide On Favors: Decide what mementos your guests will take home with them. Some popular wedding favors are: Custom Matchboxes, Wildflower Seed Packets, Custom Tissue Packets (to hand out before your ceremony), and more!
Write Your Vows: Wedding vows are recited right before the ring exchange and the pronouncement of marriage, or you can hold an intimate moment of exchanging vows in a private setting. You and your partner will deliver promises that you will uphold for the rest of your lives. Composing your wedding vows gives you the opportunity to create promises that resonate.
Create a Playlist for Your Band/DJ: Curate a playlist of your favorite songs and send those to your band/DJ. Make sure to put together a “Do Not Play” list for any songs you don’t want to hear on your big day!
Decide Your Sleeping Arrangements: Although times have changed, and many couples prefer spending the night together before their wedding day, traditionally, brides and grooms often sleep apart the night before the wedding. This practice is rooted in the idea of avoiding bad luck or preserving the first look on the wedding day. Whichever way you choose, decide with your partner on what works for you!
Break In Those Wedding Shoes: We know just how uncomfortable dress shoes can be, so make sure you walk around the house in them prior to your wedding night. You don’t want any blisters getting in the way of busting a move on the dance floor!
Confirm Details: Make sure your vendors know all the details of your event (we recommend sending your timeline to all vendors including information like when they can get into the venue), that your wedding party knows where they are going and what time (again, that timeline will come in handy!), and run a final head count with your venue to ensure they know all the attendees as well as any accommodations needed for ADA or dietary purposes.

The Night Before

It’s officially here! Take a deep breath, relax, and get excited for the day to come!

What to do the night before your wedding:

Pack a Small Clutch: Keeping a small clutch with personal items (phone, keys, makeup, etc.) helps give you peace of mind, so you aren’t scrambling looking for your things.
Pack Up the Car: Put the dress, tux, overnight bags (if staying at a hotel), or any last-minute decorations into the car. This will make waking up and getting out the door tomorrow that much quicker.
Steam Out Any Wrinkles: Take a moment to look over your dress and tux, steam with a fabric safe steamer, if needed. Bring that steamer with you just in case there are last-minute wrinkles for you or your bridal party before the ceremony.

Last Step: Enjoy it!

Despite its challenges, planning your wedding will be a time you cherish because it creates a rewarding memory of one of the most important days of your life. Choosing Vault 634 as your wedding venue puts your worries at ease with an all-inclusive venue, tailored to your needs, and wants.

Do you want to simplify it even further? Get in contact with our expert staff and learn more about Vault 634!