WEDDING PLANNING TIMELINE
CONGRATULATIONS ON YOUR DESTINATION WEDDING!
Our mission is for you to have fun planning your wedding within your budget and furthermore, enjoy your friends and family during your destination wedding. Below is a timeline to help you choose and confirm your wedding vendors. Once you have chosen a vendor it is important to make a deposit to confirm the vendor of your choice. Keep in mind, the Colorado mountains are a popular wedding destination and a vendor can only service so many events in one day. A reception site, church, vendor, etc is not confirmed until they have received a deposit and prices are subject to change until deposited.
When to Book a Ceremony & Reception Site: 9 – 18 months in advance
This is the most important item to book to begin your planning as well as create a vision for your wedding night. When choosing your site, consider space, number of guests, view, logistics for guests, budget, back-up in case of incremental weather, food reviews, staffing, service, etc.
Exclusive Mountain Homes & Condominiums: Right after your ceremony and reception site!
This is as important as the reception site in order to get the best discounted rates. It is best to post your rates with ourkeytotherockies.com wedding website and promo codes that are especially made for your wedding. Remember there are only “so many rooms with a view” or premier penthouses for entertaining, so, when booking your rooms please have your family and bridal party contact us first to book, before sending the information to the rest of the guests. Room deposits are required with a credit card, expiration date and security code. Also, once your room is booked, please tell guests to read the confirmation to assure the information is correct.
Send the “Save the Date E-mail or Letter”:
Send this as soon as you have confirmed your ceremony and reception site and have the lodging information for your guests. The best rooms and views will go first, so the earlier you make your reservation the better chances you will get the room and property you like!
Photographer & Videographer: 9 – 12 months prior
This should be done as soon as you have confirmed a date, as the best photographers get booked first. Photographers can be booked by the hour or as a package, however most require a 2 or 4 hour minimum. You will need to pay for their meals as part of the service during their event, and ask your caterer for special staff meal prices, perhaps a hamburger, pasta or salad plus unlimited non-alcoholic beverages thru the night.
Wedding Agenda: 9-12 months
An agenda itemizing choices you have made for vendors will be created and edited thru the planning process with prices for budgeting. Deposits for vendors will be made when vendors request them with all final payments due not later than 45 days prior to the wedding date. Once the final deposits are made, these items are non-refundable.
Wedding Musicians or DJ: 6-12 months prior: It is best to start thinking of what type of music you would like during your ceremony and reception. Most musicians book 45 minute sets, so if you would like a guitarist, violinist, singer, duo, trio, etc, they will charge one price per 45 minutes. Some musicians offer better rates if you book them longer. Options are to choose one of the aforementioned for the ceremony and/or cocktail party and then have a live band and/or DJ for the dinner and reception. Or some choose to have a DJ play your music for the entire event (ceremony, cocktail hour, dinner and reception). Song lists or suggestion are provided upon request.
Ceremony Officiant: 6-12 months in advance
Book your pastor, rabbi, priest, Shaman or any officiator you may need for your ceremony.
Florist: 6-8 months in advance
Look at floral vendors brochures, on-line photos and pinterest to start thinking about your colors for your bride bouquet, maid of honor bouquet, bridesmaids bouquet, corsages for mothers, grandmothers or aunts, (pin or wrist), boutonnieres for groom, groomsmen, fathers, grandfathers, ushers or ring bearer. This will help you get an idea for your color scheme. Prices may be subject to taxes and delivery fees.
Décor & Linens: 6 months prior
After you have chosen your color scheme and floral, please let me know of your linen choices, color of napkins, table runners, napkin rings, etc, as well as any other décor to include Chinese lanterns, candles, additional lounge seating, etc.
Official Wedding Invitations: 5-8 months
Wedding Cake: 3-6 months prior
Check-out photos on line and don't forget to choose your flavors. If you cannot decide on a flavor, keep in mind you can always have two flavors when you have a two tier cake. Cakes are usually priced per piece plus delivery fees.
Rehearsal of Ceremony, Dinner or Welcome Party Venues: 3-6 months prior
A fun afternoon of sailing on Lake Dillon, or taking a group gondola ride to the top of the mountain is a great way to kick off your rehearsal event. Or book private caterer to your mountain home.
Final Payments for Vendors: 2 months prior
Bridal Party List- 2 months prior: Send your wedding planner a list of the bridal party and the order of the bridal precession.
Toasts and Song List : 1-2 months prior
List the names of the people who will be making toasts, conducting a prayer as well as your song list for the following:
Bride walking down aisle
Any music during the ceremony (not necessary)
Bridal Party introduction (not necessary)
First dance as “Husband & Wife”
Father & Bride dance
Mother & Groom dance
Menu & Bar Selection: 1-2 months prior
Many people like to choose a menu for budgeting purposes when they contract their venue, however the final menu selection is usually required 30 days prior.
Spa services or private “Yoga on the Mountain" : 1-2 months prior
Time to book spa service or yoga for your special day! Some brides like to have pedicures and manicures the day of the rehearsal dinner in order for them to save more time for their hair and make-up on the wedding date.
Party Favors & Welcome Gift Bags: 45 days prior
If you would like me to make welcome gift bags for your guests, we will deliver to your guests at no charge!
Assign Guests at Table: 30 - 45 days prior
This is the area that can be tedious, with every little change of people cancelling or adding. So, this is best to do when you have a final count and the just do not fret when people make change, you can make the final list on the plane, but will need an approximate list for linen and floral centerpieces based on numbers.
When to Book Wedding Transportation from Airport to hotel - 1 month in advance
Rest up: 7 days prior - Pamper yourself with plenty of sleep before your wedding and start packing!
Full Payment for Reception: 3-7 days prior
Walk thru of the Venue: 2-5 days prior to wedding date
Rehearsal dinner: Night before your wedding date
Spa services, pedicures and manicures: Day before your event or day of your event
Wedding Day is here!
Arrive to the venue at 30 minutes prior to the ceremony time and enjoy your new life with your spouse, family and friends.