12 Month Planning Checklist – Vacationeeze

12 Month Planning Checklist

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12 Month Planning Checklist

12-Month Planning Checklist


12 months out (or at the time of engagement)


___      Set the budget

___      Select the destination

___      Confirm the date

___      Draft the initial guest list (to narrow down later)

___      Hire an Vacationeeze to help plan your wedding


10 to 12 months out


___      Investigate (and begin complying with) local marriage license requirements

___      Select the ceremony venue

___      Confirm any vendors who are independent of the resort/cruise line

___      Select invitation printer

___      Select wedding web site vendor and set up the site

___      Set up the wedding/honeymoon registry

___      Vacationeeze helps you create a list of resorts and help you narrow down the choices and provide you a contract from the resorts. They may also set up a trip to your destination where you can visit several resorts and see the venues and taste the food and meet their local wedding planners

___      Vacationeeze will help negotiate group rates, travel perks and wedding perks for you and your guests.  They will then negotiate a contract with the resorts for you and reserve a block of rooms.  They will also reserve the date, time and venue at the resort or off site for your ceremony, reception and events

___      Confirm passport details for the couple

8 to 10 months out


___      Finalize the guest list

___      Mail/send the save-the-date notices (with travel info, if available)

___      Narrow down attire choices for bride, groom and wedding party

___      Book the band, DJ, photographer and videographer

___      Choose and confirm the officiant

___      Schedule engagement photos


6 to 8 months out


___      Begin reviewing and confirming flights

___      Begin reviewing and confirming hotel stays

___      Review plans for showers and other pre-wedding events

___      Gather all of the documentation you will need in order to be married at your destination

___      Apply for passport if you do not have one. If you have a passport, be sure it is still valid.

____    Obtain a visa if your destination requires one

____    Obtain translations for your documents if required by your destination


4 to 6 months out


___      Finalize wedding attire choices

___      Plan the rehearsal dinner details

___      Continue confirming flights and hotel stays, esp. for the wedding party

___      Select and purchase welcome/gift bag items

___      Confirm rentals for any extra wedding needs (linens, special floral arrangements, etc.)

3 months out


___      Address and send invitations (with RSVPs due no later than two months out)

___      Order programs, menu cards and other wedding collateral (if needed)

___      Confirm food/beverage plans (including cake)

___      Select any needed bridal accessories


2 months out


___      Finalize wedding vows

___      Choose and purchase attendant/wedding party gifts

___      Confirm final ceremony details (readings, etc.)

___      Confirm music selections with the venue

___      Confirm requested shot list with the photographer and Videographer

___      Set up spa appointments at the resort

___      Confirm any special activities

___      Begin deciding on your hairstyle and try different hair do’s

___      Purchase gifts for attendants, parents & each other

___      Purchase items for gift baskets

___      Begin assembling packets for your guests

___      Prepare a packing lists for travel to your destination and honeymoon


1 month out


___      Follow up with guests who have not yet RSVP’d

___      Prepare to ship items as needed to the venue (remember to allow plenty of time for customs review)

___      Send announcement details to local newspapers

2 weeks out


___      Confirm responsibilities for the wedding party and others involved in the ceremony

___      Confirm transfers and any on-site spa/hair appointments


Prior to departure


___      Pack for the trip (including the honeymoon)

___      Prepare gratuities with envelopes for vendors


Upon arrival

___      Re-confirm in person with wedding planner all of the wedding arrangements

___      Deliver welcome packages and gifts

___      Enjoy the welcome party (if applicable)

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