Let’s organize the details

This information is essential to ensure every vendor has the contact information for all vendors so communication can take place as needed in the final weeks leading up to your event and on event day.

What is a processional order?

The processional order is the order in which your wedding party, family members and anyone else walking will enter the ceremony. Having it listed in advance saves time when your planner/coordinator is lining everyone up, and makes sure we’re on the same page so each person is in the order and position you want.

How do I know what order to put people in?

Below is an example of a popular processional order. It’s fully customizable, and your order will depend on who you’ve chosen to walk down the aisle.

1. Officiant
2. Groom with escort. Most commonly, the groom walks with one or both parents. He can also walk on his own, with the officiant, or lead the groomsmen in a single-file line.
3. Wedding party members. Most commonly this starts with the bridesmaid and groomsman who will stand farthest from the couple, leading up to the maid/matron of honor and best man. They can walk in pairs or individually. If they walk individually, the groomsmen typically walk in a single-file line, either after the officiant or following the groom if he walks in without an escort.
4. Ring bearer(s) and flower girl(s)
5. Bride and escort(s)

What is reserved ceremony seating?

These are the reserved seats for your ceremony. Most guests will not have reserved seats, but I highly recommend reserving seats for the people walking in the processional and for important family members and friends you’d like up close or in a specific spot.

Who needs a reserved seat?

Everyone walking in the processional needs a reserved seat, except wedding party members who will be standing throughout the entire ceremony. Anyone participating in the ceremony (reading, speaking, praying, singing, etc.) also needs one. Ideally, anyone who will get up during the ceremony, such as for a reading, should sit on the aisle or in the front row so they don’t have to cross over other guests to get out of their row.

Who typically sits where?

• Parents of the couple most commonly sit in the front row on either side of the aisle, in the seats closest to the aisle. Stepparents and parents’ significant others are often reserved a seat here as well, where appropriate. Some couples like their parents on the same side they’ll be standing on; others prefer parents on the opposite side/diagonal from their child so they have a more direct view of their child’s face for the ceremony.
• Siblings of the couple, if not in the wedding party, are often reserved seats in the first or second row.
• Grandparents are often reserved seats in the first or second row.
• Aunts, uncles and cousins are sometimes reserved seats in the second row, depending on how many there are and their relationship to the couple. If you have a large extended family, I don’t recommend reserving seats for them.
• Flower girl(s) and ring bearer(s) should have reserved seats. If children are participating, also reserve a seat for the parent/guardian responsible for them during the ceremony, which also lets them help encourage the child(ren) down the aisle if needed.
• Wedding party: if wedding party members will stand next to the couple for the entirety of the ceremony, they do not need a reserved seat. If the wedding party will be seated for any part of the ceremony, seats should be reserved for them.

Do I need signs printed?

I highly recommend reserved signs for every reserved seat, worded like “Reserved for Mother of the Bride,” “Reserved for Kathy” or “Reserved for Father of the Groom.” Simple computer print-outs that can be taped to chairs work well. You can also order signage from your stationery artist or an online store, such as Etsy, if you wish.

What is personal décor?

This is a list of every décor item you will be providing to be set out on event day, as well as where each item should be placed and who is responsible for setting out the item. This is what we’ll reference to make sure everything is set out properly and accounted for.

What items should be included?

What is a portrait shot list?

This is the list of formal family photo combinations you’d like taken on your big day. Every couple’s list is different, because every family is unique.

Why is this important?

This list is incredibly important, and your photography team will agree! Formal portraits are rarely the most enjoyable part of the day: lots of people moving in and out of each combination, often in a small window of time. A shot list lets your planner and photographer make it as quick, efficient and enjoyable as possible, while helping to ensure that you get every photo you want with your favorite people.

How should the combinations be listed?

This list will be divided into Pre-Ceremony Photos and Post-Ceremony Photos. Family members in pre-ceremony photos will need to be onsite early. Keep in mind that every combination you add takes more time, which matters especially after the ceremony, when other photos still need to happen, or when you’d like to join your guests at cocktail hour.

What are reception entrances?

This is the order in which you’d like yourselves, your wedding party and family members introduced into the reception.

Why is this important?

Listing the order in advance saves time when your planner/coordinator is lining up entrances, and makes sure everyone, including your MC/entertainment team, is on the same page so the right names are called for the right people.

How do I know what order to put people in?

Some couples choose to have only the two of them introduced. In that case, only list the two of you. If you’d like the wedding party and/or family members introduced as well, below is an example:

1. Parents of the couple
2. Ring bearer(s) and flower girl(s)
3. Wedding party members. Often in pairs, beginning with the bridesmaid and groomsman who stood farthest from the couple, leading up to the maid/matron of honor and best man. They can also enter all together as one group, or in two groups (bridesmaids together, then groomsmen). If they enter in pairs, I recommend first names only, such as “Jen + Tyler” rather than “Jen Smith + Tyler Johnson.” If they enter in groups, skip individual names and use something like “the bridesmaids/the girls” and “the groomsmen/the guys,” or “the wedding party.”
4. The couple. Make sure to let your MC/entertainment team know how you’d like to be introduced, for example Mr. and Mrs. with first and last names, Mr. and Mrs. with last name only, “the newlyweds,” etc.

What’s a floorplan?

This is where the floorplan(s) for your event will be uploaded, most notably the reception floorplan.

Why is this important?

The floorplan is where the setup and transformation of your event spaces begin. Your planner, venue team and contributing vendors (florist, entertainment, photo booth, etc.) need to be on the same page about the layout. If a vendor foresees a problem, it can be addressed before event day, and on event day itself everyone knows exactly where to set up.

What do I need to do for the floorplans for my event?

Our team will add the appropriate floorplan(s) for your event based on our conversations with you and the venue layout. Once you have your final RSVPs in, please notify our team of your final guest count number so we can make any necessary adjustments to your floorplan, such as adding or removing tables, before you begin assigning guests to tables in the next step.

What’s a table breakdown?

A list of each guest’s information, including first and last name, their table assignment, meal selection (if guests are pre-selecting meals) and dietary restrictions.

Do I assign guests to specific seats at each table?

How do I fill out my table breakdown?

Download this table breakdown spreadsheet and fill it out with your guest information, then upload it here.

1. Guest first name (required for every guest)
2. Guest last name (required for every guest)
3. Table assignment (required for every guest)
4. Meal selection: If meals have been pre-selected, this field is required and should be filled out with the guests’ meal selection. If meals have not been pre-selected, leave this blank.
5. Known dietary restrictions: If there are any known dietary restrictions for any guests, that should be noted in this field. If none known, leave this blank.
6. Seat number: If you are assigning guests to specific seats at each table, please fill out the seat number column starting with “1” and going numerically in the order you’d like guests to be seated at the table.
7. Relationship to couple & title fields: do not need to be added for every guest, but are helpful to add for wedding party and immediate family members as appropriate.
8. Table shape: not required

Download Spreadsheet ↓

What goes into additional info?

This is where you can enter any additional information you’d like included in your event file. Please add notes in this section for the following information:

Song selections

Include the song name and artist for each.

Ceremony

• What song would you like played as the groom, family and wedding party walk down the aisle?
• What song would you like played as the bride walks down the aisle?
• What song would you like played as you all walk out of the ceremony?

Reception

• What song would you like played for the couple’s reception entrance?If the wedding party and/or family members will also be introduced into reception, please let us know if the song will be the same or if you would like a different song.
• What is your first dance song?Full song, 60–90 seconds, or stopped at a specific time mark?
• What is your father/daughter dance song?Full song, 60–90 seconds, or stopped at a specific time mark?
• What is your mother/son dance song?Full song, 60–90 seconds, or stopped at a specific time mark?
• Are there any other special dances I should know about (examples: the hora, bride/child or groom/child, stepparent dances, etc.)?If so, what’s the song, and do you want the full song, 60–90 seconds, or stopped at a specific time mark?

Contact information

• Name and phone number of the maid/matron of honorOr someone who will be getting ready with and be with the bride the entire day.
• Name and phone number of the best manOr someone who will be getting ready with and be with the groom the entire day.
• Who will be responsible for taking your personal items at the end of the event (cards/gifts, guest book, welcome sign)? Please include their name and phone number.I’ll collect everything in one spot. This person will just need to get the items from me at the end of the reception.

Any other information you’d like to share

If there’s something else you’d like your vendor team to know, add it here so it’s included in your event file.