THE PERFECT

wedding
PLANNER

BY:

A step-by-step guide to stay organized,

save money and enjoy planning your wedding.

NAMES:

WEDDING DATE:

LO C A T I O N :
 • HOW TO USE THIS PLANNER •

Congratulations on your recent engagement, you’re going to get married, and

we’re super excited for you!

Planning a wedding is a lot of work, and for many, it can feel pretty overwhelming.
The Perfect Wedding Planner guides you through the wedding planning process
from A to Z so you can:

• Stay organized and feel under control

• Save money in many different areas
• Have fun planning your big day

Basic Invite has been creating wedding stationery for couples around the world
since 2008. We’ve learned a lot of helpful tips and tricks over the years and we
are excited to share them with you! Look for PRO TIPS throughout this planner
to get inside information that can save you time and money.

This planner includes several template pages. Use them to track your guests,
budget and much more. Reprint these pages as needed to create the exact
amount you need.

The Perfect Wedding Planner is a flexible guideline. We hope you find it helpful
in creating your own unique and Truly Custom™ wedding.

Enjoy the wedding planning process as much as possible. Before you know it,
your perfect wedding day will be here. Happy Planning!

- the basic invite team

W W W. B A S I C I N V I T E . C O M

PAGE 2
 • TA B L E O F C O N T E N T S •

CHECKLISTS ............................................... 4 - 12

CALENDARS ............................................... 13 - 15

PRINTABLE PLANNING PAGES .................. 16 - 22

SAMPLE SCHEDULE .................................. 23 -25

SAMPLE BUDGET ...................................... 26 - 30

V E N D O R S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1 - 57

GUEST LISTS & SEATING ........................... 58 - 62

W E D D I N G P A R T Y . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 3 - 67

PARTY PLANNING ..................................... 68 - 77

HONEYMOON PLANNING .......................... 78 - 87

VOWS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 8

PRINTABLE BINDER TABS ................................ 92

BLANK TEMPLATES ................................... 93 - 99

D A Y- O F P L A N N I N G . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 9 - 9 1

W W W. B A S I C I N V I T E . C O M

PAGE 3
• CHECKLIST - 12 MONTHS PRIOR •

Announce the exciting news! Share your engagement with family and
friends via social media or email.

Print this Perfect Wedding Planner and create a binder to keep

everything organized in one place.

Start collecting wedding inspiration from Pinterest, wedding blogs and

magazines. Think about what kind of wedding you’d like, traditional or
informal, big or small, any particular styles or themes?

Define your total budget. This is the number that you will plan every
detail around.

Pick a location for your wedding.

Select a date for your wedding.

Throw an engagement party to celebrate the exciting news.

Start putting together a guest list with input from both families. Get a
general idea of the size of your wedding.

Hire a wedding coordinator, if desired.

Make a shortlist of ceremony and reception venues. Set up a meeting

(with your wedding planner) to discuss available dates and wedding
packages.

Research and book rehearsal dinner, ceremony, and reception venues in

your desired location, on your desired date.

W W W. B A S I C I N V I T E . C O M

PAGE 4
 • CHECKLIST - 9-12 MONTHS PRIOR •

Select your wedding party. PRO TIP: Make your wedding party feel special.
Use our free printable “Will you be my...” cards along with a small gift.

Choose a color palette and style.

Start searching for the perfect wedding dress.

Start thinking about bridesmaid dress options and flower girl dress.

Book musicians and / or DJ for ceremony and reception.

Book a caterer, if the venue doesn’t offer this.

Book a photographer and/or videographer

Interview and select an officiant.

Take your engagement photos.

Start thinking about honeymoon plans.

W W W. B A S I C I N V I T E . C O M

PAGE 5
 • CHECKLIST - 6-8 MONTHS PRIOR •

Order your wedding dress.

Order your bridesmaid dresses.

Finalize your guest lists.

Gather mailing addresses. PRO TIP: Use Basic Invite’s free address collec-
tion service at www.basicinvite.com/addressbook/collect.

Order your Save the Dates and mail them out 6 months in advance for
local weddings, and 8 months for destination weddings.

Book your florist, or decide where to buy flowers if you decide to DIY.

Pick out your cake with your vendor or caterer.

Book your ideal honeymoon accommodation and flight.

Reserve a block of hotel rooms for out-of-town guests.

Set up a free wedding website to keep your wedding guests informed.

PRO TIP: Use Basic Invite’s free website service and match your website to
your invitations.

Create a registry for wedding gifts from a few retailers.

Finalize your ceremony order and legal documents with officiant.

Reserve any site rentals if needed, such as tables, chairs, sound system,
lighting, etc.

W W W. B A S I C I N V I T E . C O M

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 • CHECKLIST - 3-5 MONTHS PRIOR •

Order and mail your wedding invitations. PRO TIP: Basic Invite offers free
envelope addressing.

Order other stationery items you may need, such as thank you notes,
programs, menus, place cards, guest book, etc.

Purchase or reserve the attire for groom, groomsmen, ring bearer, and
ushers.

Purchase wedding accessories for you, your bridesmaids and flower

girls (shoes, headpieces, jewelry, etc).

Arrange transportation for the wedding day.

Book a hair and makeup trial.

Organize legal documents needed for marriage license and

honeymoon, such as passports, birth certificates, etc.

Finalize the menu and drink options with your caterer.

Order the Groom’s ring and your wedding band.

Schedule your beauty appointments for your wedding week and big
day (hair, makeup, nails, spa, tanning).

Order wedding favors for guests.

Finalize the order of your reception (toasts, speeches, first dance,

bouquet toss, cake cutting, getaway, etc).

Send a guest list to the hosts of your bridal shower, bachelor &
bachelorette parties.

W W W. B A S I C I N V I T E . C O M

PAGE 7
 • CHECKLIST - 2 MONTHS PRIOR •

As RSVP’s come in, update your guest list accordingly.

Meet with the photographer and videographer to discuss shots.

Double check all bookings and appointments with your venues and
vendors.

Contact local newspaper about publishing wedding announcement, if

desired.

Enjoy your bridal shower this month.

Confirm flower details with your florist, making sure your flowers are
available on the day.

Purchase a special gift for your wedding party, for the groom and your
parents as a special thank you.

Get your marriage license.

Have your final dress fitting.

Write your vows and practice saying them out loud.

If your state requires blood tests, make an appointment.

Print any signage for your wedding day. PRO TIP: Use Basic Invite’s
printable signs and match your signage to your invitations.

Ensure that all guests have replied to your RSVP. Follow up with any
guests you haven’t heard from yet.

Begin seating plan and order place cards. PRO TIP: Use your Basic Invite
address book to create custom place cards.

W W W. B A S I C I N V I T E . C O M

PAGE 8
 • CHECKLIST - 1 MONTH PRIOR •

Update caterer with final guest count and meal preferences.

Pick up wedding dress and bridesmaid dresses. Make sure to break in

your shoes!

Pick up your wedding rings, make sure they fit.

Reconfirm delivery details for cake, flowers and rentals.

Have final meeting with officiant, photographer and videographer.

Pack an emergency kit for the wedding day.

Confirm honeymoon bookings and pack bags.

Have your bachelor and bachelorette parties.

Write toasts for rehearsal dinner and wedding reception.

Assign wedding week and day-of responsibilities to members of your

wedding party, such as handing out boutonnières, tipping vendors, clean
up, transportation of gifts, returning rentals, etc.

W W W. B A S I C I N V I T E . C O M

PAGE 9
 • CHECKLIST - WEDDING WEEK •

Write out the day-of timeline and give to your wedding party,
photographer, filmer, caterer and any helpers. PRO TIP: Use Basic Invite’s
free printable itineraries.

Pack for your honeymoon. Give your itinerary to close family in case of
emergency.

Deliver decorations, favors, place cards, guest book, pens, and any other
items to the reception venue.

Have a wedding rehearsal with the wedding party, followed by a

rehearsal dinner.

Prepare hotel welcome bags & notes if required.

Bring something old, something new, something borrowed and

something blue.

Have a manicure and pedicure.

Have a relaxing massage.

Try to relax and go to bed early.

W W W. B A S I C I N V I T E . C O M

PAGE 10
• C H E C K L I S T - Y O U R W E D D I N G D AY •

Check the latest weather forecast.

Pack the car with your overnight bag and honeymoon luggage.

Make sure your emergency kit is easily accessible at all times.

Pack lip gloss, perfume, tissues and mints in your purse.

Get your make up and hair done, you are ready to get married!

Have someone freeze the top tier of the wedding cake for your first
anniversary.

You’re planning is done, now relax and enjoy every moment of your
wedding day!

W W W. B A S I C I N V I T E . C O M

PAGE 11
• CHECKLIST - AFTER YOUR WEDDING •

Write thank you cards for gifts at wedding, shower and bachelor &
bachelorette parties. Also write thank you cards for your wedding party,
parents and helpers.

Make sure all vendors have been paid in full.

Arrange name changes, such as drivers license, passport, bank accounts,

insurance, employer and social media!

Order photo prints or albums of your favorite wedding photos.

Share your favorite wedding photos and videos with your guests.

W W W. B A S I C I N V I T E . C O M

PAGE 12
 • CALENDAR - 2018 •

J A N U A RY F E B R U A RY MARCH
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 1 2 3 1 2 3
7 8 9 10 11 12 13 4 5 6 7 8 9 10 4 5 6 7 8 9 10
14 15 16 17 18 19 20 11 12 13 14 15 16 17 11 12 13 14 15 16 17
21 22 23 24 25 26 27 18 19 20 21 22 23 24 18 19 20 21 22 23 24
28 29 30 31 25 26 27 28 25 26 27 28 29 30 31

APRIL MAY JUNE

S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 5 1 2
8 9 10 11 12 13 14 6 7 8 9 10 11 12 3 4 5 6 7 8 9
15 16 17 18 19 20 21 13 14 15 16 17 18 19 10 11 12 13 14 15 16
22 23 24 25 26 27 28 20 21 22 23 24 25 26 17 18 19 20 21 22 23
29 30 27 28 29 30 31 24 25 26 27 28 29 30

J U LY AUGUST SEPTEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2 3 4 1
8 9 10 11 12 13 14 5 6 7 8 9 10 11 2 3 4 5 6 7 8
15 16 17 18 19 20 21 12 13 14 15 16 17 18 9 10 11 12 13 14 15
22 23 24 25 26 27 28 19 20 21 22 23 24 25 16 17 18 19 20 21 22
29 30 31 26 27 28 29 30 31 23 24 25 26 27 28 29
30

O C TO B E R N OV E M B E R DECEMBER

S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 1 2 3 1
7 8 9 10 11 12 13 4 5 6 7 8 9 10 2 3 4 5 6 7 8
14 15 16 17 18 19 20 11 12 13 14 15 16 17 9 10 11 12 13 14 15
21 22 23 24 25 26 27 18 19 20 21 22 23 24 16 17 18 19 20 21 22
28 29 30 31 25 26 27 28 29 30 23 24 25 26 27 28 29
30 31

W W W. B A S I C I N V I T E . C O M

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 • CALENDAR - 2019 •

J A N U A RY F E B R U A RY MARCH
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 1 2 1 2
6 7 8 9 10 11 12 3 4 5 6 7 8 9 3 4 5 6 7 8 9
13 14 15 16 17 18 19 10 11 12 13 14 15 16 10 11 12 13 14 15 16
20 21 22 23 24 25 26 17 18 19 20 21 22 23 17 18 19 20 21 22 23
27 28 29 30 31 24 25 26 27 28 24 25 26 27 28 29 30
31

APRIL MAY JUNE

S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 1 2 3 4 1
7 8 9 10 11 12 13 5 6 7 8 9 10 11 2 3 4 5 6 7 8
14 15 16 17 18 19 20 12 13 14 15 16 17 18 9 10 11 12 13 14 15
21 22 23 24 25 26 27 19 20 21 22 23 24 25 16 17 18 19 20 21 22
28 29 30 26 27 28 29 30 31 23 24 25 26 27 28 29

J U LY AUGUST SEPTEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 1 2 3 1 2 3 4 5 6 7
7 8 9 10 11 12 13 4 5 6 7 8 9 10 8 9 10 11 12 13 14
14 15 16 17 18 19 20 11 12 13 14 15 16 17 15 16 17 18 19 20 21
21 22 23 24 25 26 27 18 19 20 21 22 23 24 22 23 24 25 26 27 28
28 29 30 31 25 26 27 28 29 30 31 29 30
30

O C TO B E R N OV E M B E R DECEMBER

S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 1 2 1 2 3 4 5 6 7
6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14
13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 16 17 18 19 20 21
20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 23 24 25 26 27 28
27 28 29 30 31 24 25 26 27 28 29 30 29 30 31

W W W. B A S I C I N V I T E . C O M

PAGE 14
 • CALENDAR - 2020 •

J A N U A RY F E B R U A RY MARCH
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 1 2 3 4 5 6 7
5 6 7 8 9 10 11 2 3 4 5 6 7 8 8 9 10 11 12 13 14
12 13 14 15 16 17 18 9 10 11 12 13 14 15 15 16 17 18 19 20 21
19 20 21 22 23 24 25 16 17 18 19 20 21 22 22 23 24 25 26 27 28
26 27 28 29 30 31 23 24 25 26 27 28 29 29 30 31

APRIL MAY JUNE

S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 2 1 2 3 4 5 6
5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13
12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20
19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27
26 27 28 29 30 24 25 26 27 28 29 30 28 29 30
31

J U LY AUGUST SEPTEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 1 2 3 4 5
5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 7 8 9 10 11 12
12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19
19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26
26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30
30 31

O C TO B E R N OV E M B E R DECEMBER

S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5
4 5 6 7 8 9 10 8 9 10 11 12 13 14 6 7 8 9 10 11 12
11 12 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15 16 17 18 19
18 19 20 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26
25 26 27 28 29 30 31 29 30 27 28 29 30 31

W W W. B A S I C I N V I T E . C O M

PAGE 15
 • Y E A R LY P L A N N E R •

J A N U A RY F E B R U A RY MARCH

APRIL MAY JUNE

J U LY AUGUST SEPTEMBER

O C TO B E R N OV E M B E R DECEMBER

W W W. B A S I C I N V I T E . C O M

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 • M O N T H LY P L A N N E R •

MONTH/YEAR:
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

W W W. B A S I C I N V I T E . C O M

PAGE 17
 • W E E K LY P L A N N E R •

WEEK OF:

MONDAY

TUESDAY

WEDNESDAY

THURSDAY

FRIDAY

SATURDAY

SUNDAY

W W W. B A S I C I N V I T E . C O M

PAGE 18
 • W E E K LY P L A N N E R •

WEEK OF:
THINGS TO DO MONDAY TUESDAY

WEDNESDAY THURSDAY

FRIDAY SATURDAY

SUNDAY NOTES

W W W. B A S I C I N V I T E . C O M

PAGE 19
 • D A I LY P L A N N E R •

DATE:
6 AM

7 AM

8 AM

9 AM

10 AM

11 AM

12 PM

1 PM

2 PM

3 PM

4 PM

5 PM

6 PM

7 PM

8 PM

9 PM

10 PM

11 PM

W W W. B A S I C I N V I T E . C O M

PAGE 20
 • D A I LY P L A N N E R •

DATE:
TOP PRIORITIES 6 AM

7 AM

OTHER THINGS TO DO 8 AM

9 AM

10 AM

11 AM

12 PM

1 PM

2 PM

3 PM

4 PM

5 PM

6 PM

7 PM

8 PM

9 PM

10 PM

11 PM

W W W. B A S I C I N V I T E . C O M

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 • TO DO LIST •

TASK DUE

W W W. B A S I C I N V I T E . C O M

PAGE 22
 • SAMPLE SCHEDULE •

TIME DESCRIPTION
Wake up call bride
Wake up call groom
Groomsmen drop off misc items at venue
Bridal party arrive
Bride hair and makeup
Photographer arrives
Videographer arrives
Bridesmaids arrive hair and makeup
Groom & groomsmen arrive
Lunch
Groom & groomsmen get into tuxedos or suits
Coordinator arrives
Flowers arrive before photos are taken
Coordinators set up guest book, favors, centerpieces
Quick rehearsal with officiant
Bride gets dressed and touch up make up
Family arrives on site
Photographer takes detail pictures
Photography session
Last minute preps

CEREMONY
Musicians or DJ arrives
Music begins 30 minutes before ceremony
Guests start to arrive
Ushers start seating guests 30 min prior to ceremony
Ushers stop seating guests 5 min prior to processional
Ushers to seat late comers in isle seats
Officiant will take his place
Prelude (welcoming) music begins
Wedding party lines up for processional
Attendants proceed down the aisle
Special guest are seated
Groom and best man take their place
Processional (formal entrance) music begins
Processional starts
W W W. B A S I C I N V I T E . C O M

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 • SAMPLE SCHEDULE •

TIME DESCRIPTION
Bride walks down the aisle
Ceremony begins
You may kiss the bride!
Recessional (formal exit) music begins
Guests move to cocktail hour

RECEPTION
Cocktail hour for guests before bride & groom arrive
Pictures with bridal party
Guests directed to their seats
Arrive at the reception
Grand entrance bride and groom
Groom and bride are seated
Dinner starts
Best man toast
Maid of honor toast
Groom and bride speech
Cake cutting
Garter toss
Bouquet toss
Slideshow
First dance
Father & daughter dance / mother & son dance
Dancing all guests
End of the reception
Break down and clean up
Arrive at hotel

W W W. B A S I C I N V I T E . C O M

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 • SCHEDULE •

TIME DESCRIPTION

W W W. B A S I C I N V I T E . C O M

PAGE 25
 • SAMPLE WEDDING BUDGET •

ITEM BUDGET ESTIMATE SPENT

CEREMONY & RECEPTION
Ceremony location fee
Officiant fee
Marriage license
Reception venue fee
Catering
Bar
Rentals
Music
Wedding cake
Bartenders
Photo booth
Transportation couple & guests
Parking
Tips & coat check
Ring pillow
Flower girl basket
Guest book

F LOW E R S & D E C O R
Bride’s bouquet
Maid of honor’s & bridemaids’
bouquets
Corsages
Boutonnières
Throw away bouquet
Flower girls’ flowers
Altarpiece
Other ceremony arrangements
Reception centerpieces
Other décor

P H OTO & V I D E O
Engagement shoot
Photographer fee
Wedding album
W W W. B A S I C I N V I T E . C O M

PAGE 26
 • SAMPLE WEDDING BUDGET •

ITEM BUDGET ESTIMATE SPENT

Parents’ albums
Additional prints
Videography

S T A T I O N E RY
Save the dates
Invitations
Programs
Place cards / menus
Thank you cards
Other signage
Postage

GIFTS
Attendants (favors)
Maid of honor
Bridesmaids
Best man
Groomsmen
Bride and groom
Parents of bride
Parents of groom
Readers / other participants
Guest-room gifts

AT T I R E
Wedding dress
Headpiece & veil
Bridal shoes
Lingerie / hosiery / garter
Jewelry & accessories
Hair & makeup
Dress preservation
Beauty appointments
Wedding rings
Groom’s tuxedo or suite
W W W. B A S I C I N V I T E . C O M

PAGE 27
 • SAMPLE WEDDING BUDGET •

ITEM BUDGET ESTIMATE SPENT

Groom’s shoes
Groom’s accessories
Outfit for ring bearer & usher
Bridesmaids’ dresses
Bridesmaids’ shoes
Bridesmaids’ accessories
Dresses for flower girl(s)
Children’s outfits
Honeymoon clothes

OT H E R E V E N T S
Engagement party
Bridal shower
Bachelorette party
Bachelor party
Rehearsal dinner
Unexpected costs

HONEYMOON
Airfares
Accommodation
Transportation
Activities
Meals and drinks
Shopping allowance
Passport and visa
Vaccinations and medications
Luggage
Clothing
Personal care
Pet care
Other

W W W. B A S I C I N V I T E . C O M

PAGE 28
 • WEDDING BUDGET •

ITEM BUDGET ESTIMATE SPENT

W W W. B A S I C I N V I T E . C O M

PAGE 29
 • BUDGET - PURCHASES •

DATE ITEM QT Y. N OT E S COST

W W W. B A S I C I N V I T E . C O M

PAGE 30
 • VENDORS •

CATEGORIES FIND VENDORS

Wedding Coordinator weddingwire.com
Wedding Venue theknot.com/marketplace
Photography projectwedding.com
Videography brides.com/real-wedding-re-
Food sources
Drinks
Officiant I N S P I R A T I O N B LO G S
Attire greenweddingshoes.com
Music ruffledblog.com
Stationery stylemepretty.com
Flowers weddingchicks.com
Décor/Party Rental 100layercake.com/blog
Hair
Makeup OT H E R
Rings pinterest.com
Cake etsy.com
Favors yelp.com
Transportation ask friends & family

PRO TIPS

• Understand exactly what is included in a quoted price. The vendor should itemize it for you. Ask
if there are other requirements from your vendor that will increase your costs.

• Make sure to have a signed contract with all vendors that clearly states what you agreed on, the
exact quantities, prices, delivery locations, pick up times, etc. Even for friends or family handling
duties like Photography or Videography, get it in writing. This ensures everything is 100% clear for
both parties and avoids unpleasant surprises on your wedding day.

• Be nice, this will go a long way. Use the right words and tone of voice, remember that you’re
dealing with other humans with feelings just like you.

W W W. B A S I C I N V I T E . C O M

PAGE 31
 • VENDORS •

• In business as in life - you don’t get what you deserve, you get what you negotiate! Negotiating can
feel intimidating; however, keep in mind that all the vendors you’re talking to want your business, so
you have more negotiation power than you think.

• Here are a few questions you can ask to increase your chances of getting the best deal possible:

• We really love your work, and would like to find a way to work with you. Do you currently have
any promotions or are there any good promotions coming up?

• Do you offer any special discounts for students, military, locals, etc?

•The quoted price unfortunately is above our budget. We love your work, and would like to find
a way to work with you. Is there any way to lower this price?

• Ask for their honest professional input. “If you were in my shoes and had to stay within X
budget, what would you cut from this order?” Sometimes we get this question at Basic Invite
for wedding invitations and we respond that the customer can have their guests RSVP via our
website verses sending a printed RSVP, take out their envelope liners, or remove printing on
the backside of their cards.

• Don’t be afraid to walk away if you don’t get the price you’re looking for. When turning down a
quote, be friendly and professional. Never negotiate without another option.

• Compare a few vendor quotes before making a decision. Don’t only look at the price! Reliability
and great customer service are very important for a pleasant stress free experience.

• Ask each vendor if they have liability insurance. Many venues require liability insurance policies by
all vendors. Some venues will not allow vendors on-site without proper proof of insurance.

• Most venues have a list of preferred vendors. Take these into consideration but do your own
research as well.

• Most good vendors are booked out far in advance, so book yours early.

W W W. B A S I C I N V I T E . C O M

PAGE 32
 • V E N D O R - W E D D I N G C O O R D I N AT O R •

PRO TIPS

• Experience matters! Ask to see photos and referrals from previous couples.

• There are 2 kind of planners: planners who check off your to-do list and planners who take your
ideas and execute them in a visually driven way, referred to as event design. Look at the packages
and pricing and find out what you can expect from your planner.

• Ask what the wedding planner has to offer outside his/her required services. Does she have
relationships with vendors to obtain potential discounts you are not able to get?

C O O R D I N A TO R N A M E :
ADDRESS:
PHONE:
EMAIL:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 33
 • VENDOR - WEDDING VENUE •

PRO TIPS

• Before diving into your wedding venue search, get an idea of how many people you’re going to
invite to your wedding and what kind of vibe you want on your wedding day.

• Create a budget of how much you’re willing to spend on your wedding venue. Email a few venues
for pricing and availability. This way you avoid falling in love with a venue that is out of your budget
or not available.

• Find out exactly what is included in the reception package and what additional expenses you can
expect, such as fees for parking, venue coordinator, chairs, tables, utensils, glasses, taxes, gratuity,
etc.

VENUE NAME:
C O N T A C T:
ADDRESS:
PHONE:
EMAIL:
WEDDING DATE:
VENUE OPENING TIME:
V E N U E C LO S I N G T I M E :

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 34
 • VENDOR - PHOTOGRAPHY •

PRO TIPS

• Before signing a contract with your photographer, it’s important to actually meet with them in
person. Make sure it’s someone you trust and feel comfortable with.

• Don’t assume that your photographer will provide you with a disc of your photos. Many offer only
printed images or photo albums. Discuss all possible costs up front.

• Put up hashtag signs around your wedding, for example #MeadowsWedding. It’s an easy way for
everyone to find photos on social media during / after your wedding.

VENDOR:
C O N T A C T:
E N G A G E M E N T S H O OT D A T E / T I M E :
H OW M A N Y P H OTO G R A P H E R S A T W E D D I N G :
P H OTO G R A P H E R H O U R S A T W E D D I N G :
OPTIONS FOR ADDITIONAL HOURS:
WILL I GET DIGITAL FILES:
DATE THAT FILES WILL BE AVAILABLE:
TURN AROUND TIME FOR PROOFS / ALBUMS:
B A C K U P P L A N I F P H OTO G R A P H E R I S S I C K :
P A Y M E N T P O L I C Y:
C A N C E L L A T I O N P O L I C Y:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 35
 • SAMPLE PHOTOGRAPHY CHECKLIST •

G E T T I N G R E A DY

Bride’s dress, shoes, bouquet Flower girl(s) ready

Bride in curlers or having makeup applied Bride spending moment alone
Bridesmaids applying their makeup Full length shot of groom putting on tie
Bride putting on garter Groom with groomsmen
Mom / bridesmaids helping bride with dress Ring bearer ready to go
Bride with her bridesmaids Groom with dad
Bride hugging mom Couple getting into vehicle

CEREMONY

Signs directing guests to wedding Bride and escort walking down the aisle
Wedding programs Close up of groom’s face
Groom waiting for bride to arrive Bride and groom together at altar
Car arrives, bride steps out of the car Bridesmaids’ bouquets
Overview shot of ceremony space Close up of hands with ring exchanges
Ceremony site, with guests arriving Close up of bride’s face and groom’s face
Ushers helping guests to their seats Shot of parents’ faces
Flower girl / ring bearer close up of details The kiss
Groom walking down the aisle Happy couple walking back down the aisle
Groom and groomsmen waiting for bride Guests throwing rice or flower petals
Bridesmaids walking down the aisle Signing of wedding certificate
Wedding party standing at the altar Bride’s & groom’s hands displaying rings
Bride waiting to enter Bride and groom walking out of ceremony

BEFORE THE RECEPTION

Bride and groom, smiling, hugging, kissing Bride & groom with groom’s parents
Bride being carried by groom Bride & groom with both sets of parents
Bride with her parents Bride with bridesmaids
Groom with his parents Groom with groomsmen
Bride & groom with bride’s parents Group shot of family and wedding party

THE RECEPTION
Close-up of details (seating cards, favors, etc.) Guests dancing
Reception site, set for dinner Close-ups of guests’ faces
Guests signing guest book Group pictures of guests at each table
Guests at cocktail hour Parents or grandparents dancing
Bride and groom’s first dance Kids dancing or playing around
Bride dancing with her dad Close-up of band or DJ
Groom dancing with his mom Close-up of cake
Bride showing her new ring to the guests Bride and groom cutting the cake
Bride and groom hugging guests Bride and groom feeding each other
People giving toasts Bride and groom departing
Bride and groom listening to toasts Back of car as it drives away
W W W. B A S I C I N V I T E . C O M

PAGE 36
 • PHOTOGRAPHY CHECKLIST •

G E T T I N G R E A DY

CEREMONY

BEFORE THE RECEPTION

THE RECEPTION

W W W. B A S I C I N V I T E . C O M

PAGE 37
 • VENDOR - VIDEOGRAPHY •

PRO TIPS

• We highly recommend hiring a wedding videographer. A wedding video allows you to relive your
wedding and watch all the moments you didn’t see, or went by too fast.

• Take the time to look at portfolios of wedding videographer in your area to see what style you
and your partner like.

• In your contract make sure to include that you will receive edited web quality video clips of the
key moments. This makes it easy to share clips with family guests.

NAME:
C O N T A C T:
H OW M A N Y V I D E O G R A P H E R S A T W E D D I N G :
FILMER(S) HOURS AT WEDDING:
OPTIONS FOR ADDITIONAL HOURS:
TURN AROUND TIME VIDEO:
ONLINE HOSTING OPTIONS:
H OW M A N Y DV D S W I L L I R E C E I V E :
BACK UP PLAN IF VIDEOGRAPHER IS SICK:
P A Y M E N T P O L I C Y:
C A N C E L L A T I O N P O L I C Y:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 38
 • VENDOR - FOOD •

PRO TIPS

• There are five main styles for a reception: full-service dinner, buffet, food stations, family-style
meal, or a heavy appetizer cocktail party. Compare the different options and see what is best for
you, your guests, the available space, budget and your timeline.

• In order to get the most competitive offer, make sure your venue allows you to use the caterer of
your choice.

• Find out the deadline to give your caterer a final head count and the last date to change the menu.

• Take into consideration your guests with special requests, such as food allergies, vegetarian, vegan
or guests with young children.

VENDOR NAME:
C O N T A C T:
P I C K U P O R D E L I V E RY T I M E :
S P E C I A L R E Q U E S T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 39
 • VENDOR - DRINKS •

PRO TIPS

• An open bar is the most gracious and expensive approach. To save additional costs, consider
limiting your bar to offer only certain liquors like beer, wine and champagne, or offer a signature
cocktail.
• When booking your reception venue, ask if it’s ok to bring your own beverages and ask if they
charge a corkage fee.
• If you purchase your own liquor, use liquor vendors that offer a buy-back policy for any cases of
alcohol that your guests didn’t consume.
• Check with the reception venue if you need to get a one-day license to serve alcohol or if it’s
provided by the venue or caterer.
VENDOR NAME:
C O N T A C T:
P I C K U P O R D E L I V E RY T I M E :
S P E C I A L R E Q U E S T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 40
 • VENDOR - OFFICIANT •

PRO TIPS

• In your initial meeting, ask questions about the officiant’s approach to the service and what the
ceremony will entail. How much creative input do you have as a couple?

• Find out what the backup plan is in case of an emergency. Is your officiant part of a group or does
he/she have other alternatives?

OFFICIANT NAME:
ADDRESS:
PHONE:
EMAIL:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 41
 • V E N D O R - AT T I R E - B R I D E •

PRO TIPS

• Leave some room in the budget for the finishing touches. The cost goes up anytime you add
accessories, customize your look or need alterations.

• Come prepared to your fitting with the bra and underwear you’ll wear on your wedding day. Also
bring shoes with a similar height to what you plan to wear at your wedding.

• Don’t feel pressured to buy a veil or accessories from the bridal salon. Just like with your purchases
from other wedding vendors, shop around for accessories!

WEDDING DRESS SUPPLIER NAME:

C O N T A C T:
FITTING APPOINTMENT 1:
FITTING APPOINTMENT 2:
FITTING APPOINTMENT 3:
PICK UP DATE :
VEIL SUPPLIER NAME:
C O N T A C T:
SHOES SUPPLIER NAME:
C O N T A C T:
J E W E L RY S U P P L I E R N A M E :
C O N T A C T:
H O S I E RY / L I N G E R I E S U P P L I E R N A M E :
C O N T A C T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 42
 • V E N D O R - AT T I R E - G R O O M •

PRO TIPS

• When selecting a place to rent or buy the suit or tuxedo, check the reputation of the shop.

• What matters most is that the groom is comfortable in his formal wear. He shouldn’t wear an outfit
that he feels doesn’t fit right. Pick a fabric for your wedding suit that matches the season and the
climate.

• The groom should try on everything a week before the wedding, to see if it still fits. That way, if
needed, there’s plenty of time for last-minute alterations.

TUXEDO / SUITE SUPPLIER NAME:

C O N T A C T:
FITTING APPOINTMENT 1:
FITTING APPOINTMENT 2:
PICK UP DATE:
SHOES SUPPLIER NAME:
C O N T A C T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 43
 • V E N D O R - AT T I R E - B R I D E S M A I D S •

PRO TIPS

• Ask your bridesmaids in advance if there are any particular silhouettes or necklines they find to
be unflattering. The comfort of your bridesmaids is important.

• Shop for your bridesmaid dresses early. Each bridesmaid will need to be measured, there will be
a few fittings and alterations also may take significant time.

DRESS SUPPLIER NAME:

C O N T A C T:
FITTING APPOINTMENT 1:
FITTING APPOINTMENT 2:
PICK UP DATE:
SHOES SUPPLIER NAME:
C O N T A C T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 44
 • V E N D O R - AT T I R E - G R O O M S M E N •

PRO TIPS

• If any of the groomsmen easily sweat, consider having them get a second shirt to change into
halfway through the day. That way, they’ll stay looking fresh and cool.

• If there are rented tuxedos or suits, ask about the store’s return policy and delegate to the
appropriate person the responsibility of returning everything on time.

TUXEDO / SUITE SUPPLIER NAME:

C O N T A C T:
FITTING APPOINTMENT 1:
FITTING APPOINTMENT 2:
PICK UP DATE:
SHOES SUPPLIER NAME:
C O N T A C T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 45
 • V E N D O R - AT T I R E - O T H E R •

PRO TIPS

• Children grow very quickly, so when picking out the dress for your flower girl(s) or suit for your
ring bearer, don’t buy it too far in advance. The dress/suit might be too small after 3 months.

F LOW E R G I R L ( S ) D R E S S S U P P L I E R N A M E :
C O N T A C T:
PICK UP DATE:
RING BEARER(S) TUXEDO OR SUIT SUPPLIER:
NAME:
C O N T A C T:
PICK UP DATE:
USHER(S) TUXEDO OR SUIT SUPPLIER NAME:
C O N T A C T:
PICK UP DATE:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 46
 • VENDOR - MUSIC •

PRO TIPS

• Music is an important element to determine the overall tone of your reception. A DJ and band are
both popular options. Consider what type of entertainment suits your personal taste, space allow-
ance, budget, and guest demographics.

Band Pros: You and your guests will experience the vibe of a live performance, the level of
excitement can be very high among your guests. Great for guests who want to dance or just
watch the show. Works well for themed music, like jazz or salsa.

DJ Pros: A DJ is able to play a wider range of songs by their original artists. There are no
breaks so the music can be played non-stop. DJs are generally less expensive than bands.
The equipment requires very little space. A DJ with great MC skills can keep the party going.

• Ask your reception venue about their own experience with bands and DJs. Where did they set up,
was there enough room, anything in particular to keep in mind?

• See a DJ or band in action, ask for a taped wedding performance.

• Put together a “don’t play” list if you’re worried about specific songs.

VENDOR NAME:
C O N T A C T:
ARRIVAL TIME:
SPECIAL SET UP REQUESTS:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 47
 • MUSIC SCHEDULE •

TIME EVENT SONG ARTIST

W W W. B A S I C I N V I T E . C O M

PAGE 48
 • V E N D O R - S TAT I O N E R Y •

PRO TIPS

• Your save the dates and invitations are the first impression your guests have of your wedding. Pick
a design that matches the style of your ceremony and reception.

• Many stationery companies have a huge selection of design templates that can be customized
with your own wording, colors and your favorite fonts. Personalizing online is a fraction of the cost
of having a designer create a fully custom design.

• Order 10 to 25 extra invitations in case you need to resend an invitation, for additions to your
guest list and to have some for keepsakes. It’s expensive to print more invitations afterwards.

• We’ve created a Stationery Etiquette Guide with wording samples and stationery guidelines. It’s
on our site at www.basicinvite.com/wedding-etiquette

VENDOR NAME:
C O N T A C T:

ITEM BUDGET ESTIMATE SPENT

Save the dates
Invitations
RSVP cards
Insert cards (directions, accommodations, etc)

Programs
Menus
Place cards
Table cards
Thank you cards
Guest book

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 49
 • VENDOR - FLOWER •

PRO TIPS

• Learn what flowers will be in season at the time of your wedding. Seasonal flowers will be less
expensive. Be flexible with your flower selections.

• Ask to see a portfolio with photos of real weddings your florist has done.

• Find out about extra charges, delivery fees, venue set up fees, etc. Make sure this is all included in
your contract before signing it.

VENDOR NAME:
C O N T A C T:
P I C K U P O R D E L I V E RY T I M E :

ITEM BUDGET ESTIMATE SPENT

Bridal Bouquet
Bride’s headpiece
Bridesmaids’ bouquet
Maid of honor’s bouquet
Flower girl’s headpiece, basket + petals
Groom’s boutonnière
Best man’s & groommen’s boutonnières
Boutonnière for ring bearer
Mothers’ corsages
Fathers’ boutonnières
Grandmothers’ corsages
Grandfathers’ boutonnières
Aisle runner
Pew markers or chair decorations
Altar / huppa / other arrangements
Candles & holders
Entryway arrangements
Bar decorations
Centerpieces for each table
Bride’s & groom’s chair decorations
Buffet table decorations
Cake decorations
Powder-room arrangements
Servers’ tray decor
Toss bouquet
TOT A L

W W W. B A S I C I N V I T E . C O M

PAGE 50
 • V E N D O R - D É C O R R E N TA L •

PRO TIPS

• The difference between most rental companies isn’t in price, but mostly in the quality of their
items. Ask your venue, caterer or planner for their rental recommendations.

• Make sure to triple check your rental order carefully a week before your wedding to avoid any
unpleasant surprises.

• Sometimes items can be purchased for the same amount or less than renting it.

VENDOR NAME:
C O N T A C T:
P I C K U P O R D E L I V E RY T I M E :

ITEM BUDGET ESTIMATE SPENT

Aisle (ends & runner)
Altar / huppa / other
Guest book table
Gift table
Food tables
Cake table
Ceremony chairs
Silverware / flatware
China
Glassware
Napkins
Linens
Reception tables
Reception chairs
Reception centerpieces
Bars
Photo booth / wall back drop
Lighting / electrical
Candles
Props
Kitchen equipment
Climate control (fans / heater)
Staging / flooring
Tenting

TOT A L

W W W. B A S I C I N V I T E . C O M

PAGE 51
 • VENDOR - HAIR •

PRO TIPS

• Choose your wedding dress first and show your potential hair stylist pictures of you wearing it.

• Book a trial hair appointment two months prior to your wedding to get an idea of what kind of hair
you are in for on your wedding day. If possible, have both your hair and makeup trial on the same
day to see your whole look together.

• When choosing a wedding hairdresser, consider the logistics on the day. Will the hairdresser travel
to your venue or do you (and your bridal party) travel to the salon?

• Ask your hairdresser to create a timetable for you and your bridal party so that everyone involved
knows what will happen the morning of the wedding.

VENDOR NAME:
C O N T A C T:
TRIAL RUN APPOINTMENT DATE/TIME:
WEDDING DAY APPOINTMENT DATE/TIME:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 52
 • VENDOR - MAKEUP •

PRO TIPS

• Schedule a trial run of your makeup. Bring print outs of inspiration to show the makeup artist what
your preferred style is.

• When choosing an artist, consider the logistics on the day. Will the artist travel to your venue or
do you (and your bridal party) travel to the salon?

• When hiring a makeup artist, make sure you get along on a personal level, this will make the overall
experience so much more pleasant.

VENDOR NAME:
C O N T A C T:
TRIAL RUN APPOINTMENT DATE/TIME:
WEDDING DAY APPOINTMENT DATE/TIME:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 53
 • VENDOR - RINGS •

PRO TIPS

• Wedding rings come in different metals, all have different properties, styles and costs. Gold,
Platinum, White Gold, and Titanium wedding rings are all popular with modern couples.

• Remember that you’ll wear a wedding ring every day, so it has to feel good on your finger. Pick a
ring that fits your lifestyle without disruption. If you or your partner work with your hands, consider
a simple ring that is robust, secure and won’t get scratched easily.

• When buying your ring, make sure it’s the correct size and that you won’t need to remove it often.
It’s easier to lose a ring than you think. Have a designated place where you always put your ring if
you need to take it off.

VENDOR NAME:
C O N T A C T:
BRIDE RING SIZE:
GROOM RING SIZE:
SPECIAL REQUESTS:
PICK UP DATE:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 54
 • VENDOR - CAKE •

PRO TIPS

• Wedding cakes comes in many different colors, designs and sizes. A popular option is a Traditional
Stack Cake: each layer of cake is positioned directly on top of the last.

• There are also many non-traditional wedding cake alternatives, such as: a Candy Table, Dessert
Table, Pie Table, Cake Pops, S’mores, Ice Cream, a Macaron stand, Miniature Cupcakes, Donuts,
Cheesecake, and more!

• A lot of weddings have a dessert station that serves the wedding cake. It’s a great way for guests
to help themselves to cake when they are ready for it. It also allows for multiple flavors. Make sure
the DJ or band leader announces when cake and coffee are being served.

• Take lighting into consideration when you’re planning where your cake will be at your reception.
You want your cake to stand out in the room and not get lost when the lights are dimmed. A
spotlight will make sure your cake stands out.

VENDOR NAME:
C O N T A C T:
P I C K U P O R D E L I V E RY T I M E :
S P E C I A L R E Q U E S T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 55
 • V E N D O R - FAV O R S •

PRO TIPS

• Etsy and Pinterest are two of our favorite sources to find unique wedding favors. You can decide
to purchase them or make the wedding favors on your own.

• An alternative to wedding favors is to give a donation to a charitable organization.

VENDOR NAME:
C O N T A C T:
P I C K U P O R D E L I V E RY
TIME:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 56
 • V E N D O R - T R A N S P O R TAT I O N •

PRO TIPS

• There are many forms of transportation for you, your groom, bridal party and guests. Shuttles,
buses, limos, Rolls-Royce rentals, wedding trolleys, horse-drawn carriages and even bicycles, each
has it’s own style and price.

• Make sure your contract includes everything - taxes, deposits required, refund policy, gratuity
policy, arrival and departure locations, and pick-up/drop-off times.

• See the vehicle you’ll be renting in person to make sure there is enough room for everyone to fit
comfortably inside. If you’re getting married in the summertime, ensure that the air conditioning
works.

• Make music playlists for your trips to the ceremony, reception and hotel at the end of the night. If
you’re hiring shuttles for your guests, create playlists for their rides too.

VENDOR NAME:
C O N T A C T:
PICK UP TIME:
PICK UP ADDRESS:
DROP OFF ADDRESS:
PICK UP TIME:
PICK UP ADDRESS:
DROP OFF ADDRESS:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 57
 • D E TA I L E D G U E S T L I S T •

Name ( s ) : STATUS ATTENDING

Children: Save the date sent Pre-wedding event

Address: Invitation sent Post-wedding event

Phone: RSVP received Engagement party

Email: Thank you card sent Bridal shower

Entrée Choice: # attending Bachelor party

Notes: Table number Bachelorette party

Name ( s ) : STATUS ATTENDING

Children: Save the date sent Pre-wedding event
Address: Invitation sent Post wedding event
Phone: RSVP received Engagement party
Email: Thank you card sent Bridal shower
Entrée Choice: # attending Bachelor party
Notes: Table number Bachelorette party

Name ( s ) : STATUS ATTENDING

Children: Save the date sent Pre-wedding event
Address: Invitation sent Post-wedding event
Phone: RSVP received Engagement party
Email: Thank you card sent Bridal shower
Entrée Choice: # attending Bachelor party
Notes: Table number Bachelorette party

Name ( s ) : STATUS ATTENDING

Children: Save the date sent Pre-wedding event
Address: Invitation sent Post-wedding event
Phone: RSVP received Engagement party
Email: Thank you card sent Bridal shower
Entrée Choice: # attending Bachelor party
Notes: Table number Bachelorette party

Name ( s ) : STATUS ATTENDING

Children: Save the date sent Pre-wedding event
Address: Invitation sent Post-wedding event
Phone: RSVP received Engagement party
Email: Thank you card sent Bridal shower
Entrée Choice: # attending Bachelor party
Notes: Table number Bachelorette party
W W W. B A S I C I N V I T E . C O M

PAGE 58
 • BASIC GUEST LIST •

Name ( s ) : STATUS
Address: Save the date sent
Invitation sent
Phone: RSVP received
Email: Thank you card sent
Gift: # attending
Notes: Table number

Name ( s ) : STATUS
Address: Save the date sent
Invitation sent
Phone: RSVP received
Email: Thank you card sent
Gift: # attending
Notes: Table number

Name ( s ) : STATUS
Address: Save the date sent
Invitation sent
Phone: RSVP received
Email: Thank you card sent
Gift: # attending
Notes: Table number

Name ( s ) : STATUS
Address: Save the date sent
Invitation sent
Phone: RSVP received
Email: Thank you card sent
Gift: # attending
Notes: Table number

Name ( s ) : STATUS
Address: Save the date sent
Invitation sent
Phone: RSVP received
Email: Thank you card sent
Gift: # attending
Notes: Table number
W W W. B A S I C I N V I T E . C O M

PAGE 59
 • R E C E P T I O N S E AT I N G •

PRO TIPS

• Don’t start the seating arrangement too early. It’s best to wait until a few weeks before your
wedding day, when you know the exact headcount, number of tables and guests per table.

• There are several options for seating charts and escort cards, choose one that fits your reception
style.

• Several programs and apps let you arrange your seating plan digitally, like Top Table Planner, The
Knot, and Wedding Wire.

I M P O R T A N T N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 60
 • S E AT I N G C H A R T •

Table # or name: Table # or name:

1: 1:
2: 2:
3: 3:
4: 4:
5: 5:
6: 6:
7: 7:
8: 8:
9: 9:
10: 10:
11: 11:
12: 12:
Table # or name: Table # or name:
1: 1:
2: 2:
3: 3:
4: 4:
5: 5:
6: 6:
7: 7:
8: 8:
9: 9:
10: 10:
11: 11:
12: 12:
Table # or name: Table # or name:
1: 1:
2: 2:
3: 3:
4: 4:
5: 5:
6: 6:
7: 7:
8: 8:
9: 9:
10: 10:
11: 11:
12: 12:
W W W. B A S I C I N V I T E . C O M

PAGE 61
• S E AT I N G F L O O R P L A N •

W W W. B A S I C I N V I T E . C O M

PAGE 62
 • MAID OF HONOR AND BRIDESMAIDS •

PRO TIPS

• For your maid of honor, choose someone you feel very close and comfortable with, someone you
envision in your life for many years to come.

• The number of bridesmaids at your wedding is mostly a personal decision. These days it’s
acceptable to have as many (or as few) bridesmaids as you want to stand by your side.

• More isn’t always merrier. If there are a lot of people you want to include in your wedding party,
you can give them other roles like usher, candlelighter or ceremony reader.

Maid of honor name:

Phone:
Email:
Dress size:
Bridesmaid name:
Phone:
Email:
Dress size:
Bridesmaid name:
Phone:
Email:
Dress size:
Bridesmaid name:
Phone:
Email:
Dress size:
Bridesmaid name:
Phone:
Email:
Dress size:
Bridesmaid name:
Phone:
Email:
Dress size:
Bridesmaid name:
Phone:
Email:
Dress size:
Notes:

W W W. B A S I C I N V I T E . C O M

PAGE 63
 • BEST MAN AND GROOMSMEN •

PRO TIP

• For your best man and groomsmen choose people you feel very close and comfortable with,
people you envision in your life for many years to come.

Best Man name:

Phone:
Email:
Suit size:
Groomsmen name:
Phone:
Email:
Suit size:
Groomsmen name:
Phone:
Email:
Suit size:
Groomsmen name:
Phone:
Email:
Suit size:
Groomsmen name:
Phone:
Email:
Suit size:
Groomsmen name:
Phone:
Email:
Suit size:
Groomsmen name:
Phone:
Email:
Suit size:
Notes:

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 • FLOWER GIRL •

PRO TIPS

• If the flower girl is restless, have her sit with her family instead of standing for the wedding.

• Have the flower girl attend the rehearsal dinner and have mock baskets ready to practice.

Flower Girl name:

Phone:
Email:
Dress size:
Flower Girl name:
Phone:
Email:
Dress size:
Flower Girl name:
Phone:
Email:
Dress size:
Flower Girl name:
Phone:
Email:
Dress size:
Notes:

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PAGE 65
 • RING BEARER •

PRO TIPS

• If the ring bearer is very young, consider having fake rings tied to the pillow. The best man can
hold the real rings.
• Have the ring bearer attend the rehearsal dinner and have a mock pillow ready to practice.

Ring Bearer name:

Phone:
Email:
Suit size:
Ring Bearer name:
Phone:
Email:
Dress size:
Ring Bearer name:
Phone:
Email:
Suit size:
Ring Bearer name:
Phone:
Email:
Suit size:
Notes:

W W W. B A S I C I N V I T E . C O M

PAGE 66
 • USHERS •

PRO TIPS

• As a rule of thumb, have 1 usher for every 50 guests.

• For your ushers, choose outgoing and well-spoken friends and relatives. Ushers are the first people
your guests will meet when they arrive at your big day.

Usher name:
Phone:
Email:
Size:
Usher name:
Phone:
Email:
Size:
Usher name:
Phone:
Email:
Size:
Usher name:
Phone:
Email:
Suit size:
Usher name:
Phone:
Email:
Size:
Usher name:
Phone:
Email:
Size:
Usher name:
Phone:
Email:
Size:
Notes:

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PAGE 67
 • PLANNING - REHEARSAL DINNER •

PRO TIPS

• A rehearsal dinner is a pre-wedding ceremony in North American tradition, usually held after the
wedding rehearsal and the night before the wedding ceremony. The guests generally include the
married-to-be couple and others who form the wedding party.

• The purpose of the rehearsal dinner is for the relatives and friends of the bride and groom to
meet and have a good time. The couple generally takes this opportunity to thank everyone who has
helped with the wedding preparations.

• Activities generally include toasting (or roasting) and the presentation of small gifts for those who
have helped plan the wedding.

LO C A T I O N :
DATE:
TIME:
FOOD / CATERER NAME:
C O N T A C T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

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 • REHEARSAL DINNER GUEST LIST •

# OF INVITATION
F A M I LY/ N A M E SEATS SENT R SV P

W W W. B A S I C I N V I T E . C O M

PAGE 69
 • P L A N N I N G - E N G A G E M E N T PA R T Y •

PRO TIPS

• An engagement party is a party held to celebrate a couple’s recent engagement and to help future
wedding guests get to know one another. Traditionally, the bride’s parents host the engagement
party, but many modern couples host their own celebration.

• An engagement party typically takes place at the beginning of the process of planning a wedding.
It is often thrown at the couple’s home or at the home of a close friend or relative of the couple.

LO C A T I O N :
H O S T:
DATE:
TIME:
FOOD / CATERER NAME:
C O N T A C T:

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

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 • E N G A G E M E N T PA R T Y G U E S T L I S T •

# OF INVITATION
F A M I LY/ N A M E SEATS SENT R SV P

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 • P L A N N I N G - B A C H E L O R PA R T Y •

PRO TIPS

• A bachelor party is a party given for a man who is about to get married, to celebrate the groom’s
upcoming marriage.

• It’s typically attended by men only.

• It’s usually planned by the best man or other friends of the groom.

LO C A T I O N :
H O S T:
DATE:
TIME:
FOOD / DRINKS NAME:
C O N T A C T:
DÉCOR
GAMES
F A VO R S

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 72
 • B A C H E L O R PA R T Y G U E S T L I S T •

INVITATION
NAME SENT R SV P

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 • P L A N N I N G - B A C H E L O R E T T E PA R T Y •

PRO TIPS

• A bachelorette party is a party held for a woman who is about to get married.

• Participants are often all women. Bridesmaids are typically invited, as well as any of the bride’s
close friends.

• This party is typically hosted by the bridesmaids, although it is possible for any friend to host a
party in honor of the bride-to-be.

LO C A T I O N :
H O S T:
DATE:
TIME:
FOOD / DRINKS NAME:
C O N T A C T:
DÉCOR
GAMES
F A VO R S

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

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PAGE 74
 • B A C H E L O R E T T E PA R T Y G U E S T L I S T •

INVITATION
NAME SENT R SV P

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PAGE 75
 • PLANNING - BRIDAL SHOWER •

PRO TIPS

• It is customary for the maid of honor or the bridesmaids to throw the bridal shower.

• Traditionally, the shower is attended by the bride’s female friends and family, but a co-ed party is
also common.

• Food and drinks are served, and there are usually party games and prizes as well.

LO C A T I O N :
H O S T:
DATE:
TIME:
FOOD / DRINKS NAME:
C O N T A C T:
DÉCOR
GAMES
F A VO R S

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 76
 • BRIDAL SHOWER GUEST LIST •

INVITATION
NAME SENT R SV P

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PAGE 77
 • H O N E Y M O O N - WAY S T O S AV E M O N E Y •

PRO TIPS

• Consider shoulder seasons (in between high and low season) for your trip.

• Beware of holidays and other special events, this will significantly increase the prices.

• Go to a destination where your money has more value, like Mexico, Southeast Asia, Argentina,
Czech Republic and Hungary.

• Be flexible with timing. Also, if you fly, depart on a Tuesday, Wednesday or Saturday. These are
typically the cheapest days because there is less demand so airlines discount their prices more
frequently on those days.

• Use Credit Card Points for free airfares, accommodations or transportation.

• For your accommodation, consider Airbnb, an online community marketplace that connects
people looking to rent their homes with people who are looking for accommodations.

• Book a condo or villa with cooking facilities and do some of your own cooking.

• Start a honeymoon registery to have guests help pay for part or even all of your honeymoon
expenses, examples are honeyfund.com, wanderable.com or honeymoonwishes.com

• Use mass transit like metro, tram, bus or train. In busy cities, this is not only cheaper but also a lot
faster than renting a car or taking a cab.

• Get advice from locals on the best places to eat.

• Mention you’re newlyweds, this might get you special and free extras, like a complimentary room
upgrade or round of drinks.

• Price out packages that combine flights, hotel stay, hotel transfers and extras like excursions.
Compare this to individually purchased items to find the best deals.

• Beware of packages, since honeymoon packages are not always a great deal. Price the individual
components out to see if these packages make sense.

• Driving to a destination close to home instead of flying is another great option to save money.

W W W. B A S I C I N V I T E . C O M

PAGE 78
 • HONEYMOON - PLANNING GUIDE •

6 MONTHS OR MORE AHEAD

Pick your travel dates
Set a budget
Research and choose your destination
Consider a package including airfare, accommodation, transportation and excursions
Make reservations
Buy travel insurance that includes health, property and weather problems

3-6 MONTHS OR MORE AHEAD

Book excursions and shows
International travelers, apply for a passport, if necessary, visas
Get vaccinations if required

1-3 MONTHS AHEAD

Review your packing list and see what special items need to be purchased
Get organized
Find out airline’s luggage limits
Make house sitting and pet sitting arrangements
Purchase a travel guidebook from companies like Lonely Planet, Rough Guides or Frommers

1 MONTH AHEAD
Finalize honeymoon plans
Finalize transportation
Confirm reservations
Put together a packing list

1-2 WEEKS AHEAD

Make copies of your passports, visas, credit cards, traveler checks, license and airline tickets
Take 1 copy with you and leave one copy at home with someone reliable
Write down important phone numbers
Secure your tickets
Get some local currency
Pack what you can ahead of time

1 - 2 D A YS A H E A D
Pack a carry on bag for your travels
Check the local weather for unseasonal weather

W W W. B A S I C I N V I T E . C O M

PAGE 79
 • H O N E Y M O O N - B E S T D E S T I N AT I O N S •

PRO TIPS

• There are many options for amazing honeymoon destinations. You can narrow down your
choices depending on the weather, cost and things to do.

• A destination’s high season usually goes hand in hand with an area’s best weather, however it
can also be effected only by demand.

• Think about how you like to spend your vacations. Do you like to explore busy cities, hike in the
great outdoors, or lounge on the beach with a good book?

LO C A T I O N :
DATE:
AVERAGE TEMPERATURE:
HIGH SEASON:
H OT E L S / R E S O R T S :
PRICING:

Things to do here:

W W W. B A S I C I N V I T E . C O M

PAGE 80
 • H O N E Y M O O N - T R AV E L D E TA I L S •

FLIGHTS
Date:
Departure time:
From:
Airline:
Date:
Departure time:
From:
Airline:
Date:
Departure time:
From:
Airline:

ACCOMMODATIONS
Hotel / lodging name:
Address:
Check in date:
Check out date:
Balance at check in: $
Hotel / lodging name:
Address:
Check in date:
Check out date:
Balance at check in: $

TRANSPORTATION
Car rental name:
Pick up date & time:
Pick up location:
Drop off date & time:
Drop off location:

OT H E R

W W W. B A S I C I N V I T E . C O M

PAGE 81
 • HONEYMOON - ITINERARY •

DATE TIME ACTIVITY

W W W. B A S I C I N V I T E . C O M

PAGE 82
 • HONEYMOON - SAMPLE LIST •

PRO TIPS

• We recommend traveling light, however, we created this list to make things easier for you when
selecting what to pack.

C A R RY O N B A C K P A C K O R TOT E B A G Pair of slacks

Airline tickets or e-ticket confirmation Pair walking shoes
Books, magazines Pairs of shorts
Camera / batteries / memory cards Polo or button-down short-sleeve shirts
Cell phone and charger Sandals
Credit cards Socks
Drivers licenses, auto insurance card (if applicable) Sports jacket
Electrical converter (if necessary) Sunglasses
Emergency cash Sweaters
Emergency phone numbers Swim wear
Frequent flyer / frequent guest cards T-shirts or short-sleeve button-downs
Headphones Tie
Laptop, tablet, e-reader, mp3 players + chargers Underwear
Luggage tags Workout clothes
Passports, visas (if applicable)
Prescription medicine (in the original bottle) H E R S - C LOT H I N G A N D A C C E S S O R I E S
Reservation confirmations (Adjust for destination, weather, activities)
Travel guidebook Dress shoes for evening
Travel insurance information Heels
Traveler’s checks Light jacket
Photocopies of all important papers Lingerie
Vaccination certificates (if applicable) Nightwear
Wallet Pair evening shoes / sandals
Your itinerary Pair of jeans or khakis
Pair walking shoes / sandals
H I S - C LOT H I N G A N D A C C E S S O R I E S Panties / thongs
(Adjust for destination, weather, activities) Pareo / big scarf
Casual shirts Play shirts (tank / halter / sleeveless tops)
Casual shoes Purse
Dress shoes Robe
Hat Sandals
Light jacket Shorts / capris
Nightwear Skirts
Oxford shirts or button downs Slacks
Pair of jeans or khakis Sneakers / walking shoes
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 • HONEYMOON - SAMPLE LIST •

Socks Bug repellent

Stylish shirt Comb / brush
Sundress or daydress Cortisone 1% anti-itch cream
Sunglasses Cosmetics
Sweater Cotton balls and swabs
Swimsuits Dental floss
Workout clothes Deodorant
Extra pair of eye glasses
MISCELLANEOUS Eye drops
Addresses of family and friends Eye Shadow
Batteries / mini-speakers Eyeliner
Beach towels (if not provided) Facial cleanser
Binoculars Feminine hygiene products
Calling cards Floss
Copy of marriage license Glasses
Copy of medical history, if needed Contact lenses, solution, and case
Copy of vacation packing list Hair dryer / straightening iron
Earplugs, eye mask, travel pillow Hair ties
Electrical converter / adapter Lip balm
Insect repellent & anti-itch cream Lipsticks
Journal & pen Lotion or cream
Keys Makeup remover
Luggage locks and ID tags for luggage Mascara
Mailing addresses for postcards Massage oil
Maps & directions Motion sickness medicine
Plastic Ziploc bags Nail file / clippers
Sun hat or baseball cap Pain reliever
Travel umbrella Q-Tips
Waist pack (to keep money handy and in sight) Hair ties
Shampoo, conditioner, styling products
M E D I C A L A N D TO I L E T R I E S Shaving kit
Aloe vera Shower cap
Antibacterial wipes or hand sanitizer Soap or body wash
Antibiotic cream Sunblock
Anti-diarrheal medications Sunscreen / SPF
Allergy medication Toothbrush / toothpaste / mouthwash
Baby powder Tweezers
Band-aids
Birth control
Blush
W W W. B A S I C I N V I T E . C O M

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• H O N E Y M O O N - PA C K I N G L I S T •

W W W. B A S I C I N V I T E . C O M

PAGE 85
 • HONEYMOON - SAMPLE BUDGET •

ITEM BUDGET ESTIMATE SPENT

Airfares
Accommodations
Transportation
Activities
Meals & drinks
Shopping allowance
Passport & visa
Vaccinations & medications
Luggage
Clothing
Personal care
Pet care expenses
Other

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 86
 • HONEYMOON - BUDGET •

ITEM BUDGET ESTIMATE SPENT

TOT A L

N OT E S :

W W W. B A S I C I N V I T E . C O M

PAGE 87
 • WEDDING VOWS •

Wedding vows are promises each partner in a couple makes to the other during a wedding ceremony.
Although writing your own personalized wedding vows can be an intimidating task, it’s not as hard
as it looks. Write down answers to questions about your partner, like:

• What’s the greatest thing about your partner?

• Why do you want to get married to your partner?
• When did you know that he / she was the one?
• What is your most favorite memory of your partner?
• What is the most important promise you want to make to your partner?
• What is the promise you most want to hear from him / her?

After you have the answers, research online for inspiration for vows. You can combine your inspiration
with your own answers.

PRO TIPS

• Make sure your officiant allows personalized vows. Some ceremonies require you to recite a
specific set of traditional vows.

• Write your wedding vows at least 1 week prior to your wedding to avoid last minute stress and to
give you time to rehearse.

• Rehearse your vows to a close friend or family member and update your vows if needed. Try to
memorize them, but always write down your wedding vows on a note card in case nerves come
into play.

• Give an extra copy of your written vows to your best man or maid of honor, just in case.

Notes:

W W W. B A S I C I N V I T E . C O M

PAGE 88
 • D AY- O F K I T F O R T H E B R I D E •

ESSENTIALS MEDICAL & PERSONAL

Cell phone and charger Prescription medications / allergy medication
Credit card or money Pain reliever for headaches and stomachaches
Bride’s wedding vows Tampons & pads
Bride’s wedding speech Baby powder & wipes
Band-aids
BEAUTY Antiseptic and clear bandages
Hair brush, hair spray, comb, and curling iron Hand lotion
Hair gel / mousse Breath mints
Hair styling tools Toothbrush, toothpaste, floss, toothpicks
Bobby pins and other hair accessories Soap & hand sanitizer
Nail polish and nail polish remover Deodorant
Nail file and nail clippers Perfume
Tweezers Contact lenses, solutions and eye drops
Glasses
MAKEUP Moist towelettes and bathroom tissue
Dusting powder Bobby pins & elastic band
Makeup & tools
Makeup remover MISCELLANEOUS
Small face towels Bottled water & straws
Tissues Small snack
Emergency telephone & phone numbers
ATTIRE (bridal party & vendors)
Extra pair of hose
Buttons
Safety pins
Iron and towel, pressing cloth, or steamer
Stain or spot remover
Slippers and shoe horn
Super glue for broken heels
Alternative shoes for reception
Earring backs
Lint brush

SEWING KIT
Needles, pins, thimble, and scissors
Thread for gowns and dresses
Double-stick tape

W W W. B A S I C I N V I T E . C O M

PAGE 89
 • D AY- O F K I T F O R T H E G R O O M •

ESSENTIALS MISCELLANEOUS
Wedding rings Bottled water & small snack
Wedding license and pen Umbrella or raincoat
Cell phone and charger Emergency telephone / phone numbers
Driver’s license and credit cards (groomsmen & vendors)
Money for tips and miscellaneous payments
Payment envelopes for vendors
Groom’s wedding vows
Groom’s wedding thank you speech

ATTIRE
Extra pair of dress socks
Extra shirt buttons and thread
Extra pair of cufflinks
Extra pair of shoe laces
White handkerchief
Lint brush
Sewing kit
Shoe polish kit

MEDICAL & PERSONAL

Pain reliever for headaches and stomach ache
Hair styling tools, hairspray, hair gel
Allergy medication
Prescription drugs
Band Aids
Breath mints
Toothbrush, toothpaste & floss
Deodorant
Insect repellent
Contact lenses, solutions and eye drops
Glasses
Cologne
Shaving kit / mustache or beard trimmer
Tissues

W W W. B A S I C I N V I T E . C O M

PAGE 90
 • A FEW LAST THOUGHTS •

As perfect as you plan everything out for your wedding, there are always going to be unplanned
surprises. Whatever happens, don’t worry, it will be ok. Remember that your family and friends are
there to help and support if needed.

If the music cuts out while the wedding party is walking down the aisle, your vows are forgotten at
home and you have to improvise, or the florist delivers the wrong flowers (all stories we’ve heard
from real couples) accept the bumps in the road as part of the journey; part of the unique story of
your wedding day.

A little patience, a sense of humor, and a cool head will take you a long way when inevitably
something goes amiss. Be flexible, and look for answers instead of panicking. There is almost always
a solution that can be found.

Your wedding day will fly by fast. During the day, take some mindful moments to enjoy this once-in-
a-lifetime experience.

All information, calendars and tips are provided in good faith and believed to be accurate at the time
of writing. No liability (including liability in negligence) is taken by Basic Invite or any related entity
for any loss or damage consequential or incurred by a person resulting directly or indirectly from
either the use of, or reliance on, the information contained or generated from this planner or website.
Before acting on any information on this planner, you should consider its appropriateness in relation
to your personal situation.

W W W. B A S I C I N V I T E . C O M

PAGE 91
 • B I N D E R TA B S •

H OW TO U S E T H E S E B I N D E R T A B S
1. Print on paper, cardstock, or label paper.
2. Cut out the tabs following the edges.
3. Fold in half where the dotted lines are marked.
4. Use a glue stick to attach the tab to each side of the page.

CHECKLISTS WEDDING DAY CALENDARS BUDGET VENDORS

SCHEDULE

GUEST LISTS CONTACT PARTY HONEYMOON OTHER

LISTS PLANNING

CHECKLISTS WEDDING DAY CALENDARS BUDGET VENDORS

SCHEDULE

GUEST LISTS CONTACT PARTY HONEYMOON OTHER

LISTS PLANNING

W W W. B A S I C I N V I T E . C O M

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