Here is a 9-12 month planning timeline and working document we send to many of our brides. Hope it helps!
Wedding Planning Schedule
Working Document
This working timeline is based on 9-12 months of planning. If you do not have that much time, you will need to significantly adjust this schedule.
Please be sure that you coordinate closely with your wedding planner on all necessary matters.
If you are not working with a wedding coordinator, be sure to coordinate all vendor details, delivery schedules and other day of event details with The Rooftop.
Enjoy – this is a great time in your life! We are here to help!
Sincerely,
The Rooftop Management
9-12 Months before the wedding
- Plan what type of wedding you want- formal, informal, day or evening, number of guests
- Choose a wedding date
- Determine Realistic Budget
- Hire Wedding Consultant if needed or talk to The Rooftop Management about providing assistance.
- Make guest list - Don't forget to include your parents and future in-laws in this discussion.
- Reserve your ceremony location (if not The Venue’s at Rockville’s Town Center)
- Book The Venue’s at Rockville’s Town Center
- Sign Contract
- Make Necessary Deposits
- Book an officiant
- Identify/Interview/Book Vendors
Remember, The Rooftop has an approved Vendor Listing. Only certain vendors are approved to work in the facility unless otherwise approved. See our Approved Vendor Listing. (attached)
- Florists
- Room Décor (lighting, fabric enhancements, gobos,
- Catering
- Arrange for tastings if sampling 2 or more caterers
- Cake
- Save the Date and Invitation Products
- Calligraphy
- If not working through your caterer for equipment, contact Equipment Company. The Rooftop works with three great equipment companies who can handle all of your equipment needs (linens, china, glassware, utensils and other).
- Entertainment
- Photographer
- Hotel Rooms for Out of Town Guests – Negotiate Room Rate and Block
- Videographer
- Ground Transportation:
- To and from Ceremony/Reception
- Bridal Party Transportation
- Out of Town Guest Transportation
- Valet Service for The Venues at Rockville’s Town Center
- Discuss with The Rooftop about additional Rentals (sound, lighting, staging, other)
6-9 Months Before Wedding
- Select bridal gown, veil, shoes and gloves
- Choose your attendants- Maid/Matron of Honor, Best Man, Bridesmaids, Ushers, Flowergirls, and Ring Bearer
- Choose a Photographer & Videographer
- Make Necessary Deposits to Caterer
- Choose flower arrangements/proposal and book your florist.
- Discuss with The Rooftop/Wedding Consultant about Room Décor and Other necessary Equipment
- Visit our Approved Equipment Vendors to pick out your linens, china and glassware (if not working with your caterer on this detail)
- Place Equipment Order and provide it to The Rooftop for review.
- Select bridesmaids dresses & accessories (Remember to be Kind and listen to their suggestions and concerns).
- Determine type of entertainment and book musicians and/or DJ for ceremony AND reception.
- Order Stationery – Save The Date Announcements, wedding invitations, thank you notes, and wedding programs
- Finalize guest list
- Start planning honeymoon (Groom usually makes these arrangements after you BOTH decide where to go.) Don't forget to get any passports or travel documents you may need.
- Register for gifts.
- Investigate wedding insurance, it might be right for you.
- Pick out Save The Dates/Address/Mail
- Address invitations or hire a professional calligrapher
- Include information about Hotel Room Rates/Blocks
- Include information about area attractions
- Set up Wedding Website for your guest to visit for more information and to view pictures
- Order Invitations
4-5 Months Before Wedding
- Schedule fittings for yourself and attendants (don't forget your flower-girl)
- Sign any contracts with vendors and confirm your date on their schedule.
- Submit all vendor contact and plans to The Rooftop for our files.
- Let everyone know the final date, time and location with save-the-date announcements
- Plan rehearsal dinner - set date, time and location. (This dinner is usually given by the grooms' parents.)
- Arrange and book hotel accommodations for you and out-of-town guests.
- Purchase shoes and accessories (Remember to break your shoes in before the wedding)
- Taste test the delicious cakes with designers or bakers!
2-3 Months Before Wedding
- Order wedding cake
- Order party favors (start making your own if applicable)
- Order all necessary decorations
- Work with Transportation Company for all transportation schedules.
- Buy wedding rings
- Provide The Rooftop with any additional vendor contracts/event details that pertain to our facility.
- The Rooftop will begin to develop a day of load-in/delivery schedule
5-8 Weeks Before Wedding
- Purchase gifts for wedding attendants
- Mail invitations (A map to assist your guests in finding the ceremony and reception sites is a nice idea).
- Visit hairstylist to determine what style you want for your hair. (Hint: Never change hair color or change your style right before your wedding. Any changes should be made at least 3-4 weeks in advance).
- Have a formal wedding portrait taken and discuss with your photographer about day of pictures.
- Change name and address on driver's license, social security cards, insurance policies, and bank accounts
- Reserve wedding attire for groom, ushers, ring bearer (Usually done by the groom).
- Mail invitations to rehearsal dinner (if necessary)
- Obtain marriage license
- Get blood tests if necessary in your state
- Plan a bridesmaid luncheon
- Ask your maid of honor to contact any guests who have not RSVP'd yet.
2-4 Weeks Before Wedding
- Confirm that bridesmaids and groomsmen have received their attire, as well as double-check arrival times and answer any questions.
- Confirm ceremony details with officiant
- Arrange final fittings for your gown and bridesmaids dresses
- Make final floral selections
- Arrange your seating chart and create place cards.
- Finalize rehearsal dinner plans
- Finalize a Day of Schedule – Work with your coordinator/The Rooftop
- Pick up wedding rings
- Discuss with The Rooftop change of details and submit updated vendor information to ensure a smooth load-in process.
- Meet with your DJ or band to confirm the music you want played
- Remind all attendants (male & female) when to pick up their wedding attire.
- Purchase any special accessories or make-up you want your attendants to wear.
- Finalize your wedding program and have copies printed.
- Determine ceremony seating for any special guests (give the list to the ushers).
- Plan reception seating-write names on place cards.
- Put together welcome baskets for out-of-town guests.
- Contact all of your vendors to confirm arrival and delivery times. This includes, cake baker, officiant, florist, photographer, videographer, musicians, transportation, hotels, and caterer.
- Contact The Rooftop to ensure we have all of your vendor contact information and delivery schedules.
- Write toasts for your rehearsal dinner and the reception.
Your Almost Done! Last Week
- Pick up wedding attire
- Figure final guest count and notify cater
- Finalize your seating chart.
- Arrange for "get-a-way" car from the reception
- Review the schedule of events and last minute arrangements with all service providers.
- Confirm honeymoon reservations
- Pack for your honeymoon
- Contact The Rooftop to review all final details.
It's Finally Here....Your Wedding Day!!!!
- Give rings to the best man and maid of honor (If no ring Bearer)
- Give the best man money to pay the officiant after the ceremony
- Relax and have fun!!! All your hard work and planning has paid off.
