Final Countdown: Questions to Consider in the Last Weeks of Wedding Planning

The final weeks before your wedding can be both thrilling and overwhelming at the same time. To help ensure everything goes smoothly, here’s a checklist of important details to finalize. From feeding your vendors to managing the cake-cutting, this guide covers essential considerations to ensure your big day and nothing slips through the cracks.

• Bridal Party Breakfast and Lunch

Don’t forget to plan the bridal party’s meals for the wedding day. Arrange for breakfast and lunch for the bridal party to keep everyone energized and ready for the festivities. Depending on your preference, this can be a casual gathering like sandwich trays from Publix or a more elaborate spread. We want to make sure everyone is happy and fed throughout the day!

• Feeding Your Vendors

One detail often overlooked is whether you’ll be feeding your vendors. Remember, vendors such as photographers, planners/coordinators, videographers, and DJs work long hours and appreciate a meal. You need to determine how many vendors need to be fed and add them to your final catering count. This ensures your vendors are well-fed and have the energy to make your day a huge success.

• Cake Cutting

Will your caterer handle the cake cutting, or will you need to arrange for someone else? If catering is planning to cut and serve the cake, do they charge an extra fee for doing so? If catering is not handling it, decide who will be in charge of cutting and serving the cake. This ensures a smooth transition from the cake cutting to serving the cake to your guests.

• Bartender’s Garnishes

If you’re serving cocktails, find out if your bartender will provide drink garnishes (i.e. lemons, limes, cherries, mint, oranges, etc.). Discuss with your bartender what garnishes are included in your package with them and if any additional ones are needed. This small detail can elevate your drink presentation and make your cocktail hour even more enjoyable.

• Ice Supply

Ice is one of the most forgotten things to bring on your wedding day but is essential for any event! Determine who will provide the ice for your event, whether it’s the caterer, bartender, or a separate supplier make sure there’s a clear plan in place for an adequate ice supply throughout the event. Some venues have a large, industrial ice machine onsite, but it is never safe to assume. 

• Officiant Announcements

Your officiant plays a key role in guiding your ceremony. Discuss any special announcements they need to make before or after the ceremony. This could include reminders about an unplugged ceremony or directions to cocktail hour. Communicate any specific messages you want the officiant to share, so they can include them in their ceremony script.

• Reserved Seating

Make sure everyone who needs a reserved seat at the ceremony. Create a detailed seating chart indicating which seats are reserved for special guests, like family members. For example, note specifics like “Bride’s Grandma Ruby will be in the first row on the left, seat 4.” This ensures your loved ones are comfortably accommodated and have a front-row seat to your ceremony. 

• Family Shot List

Family photos are a cherished part of your wedding day, but they can also be stressful if you are not adequately prepared. Prepare a detailed family shot list to share with your photographer and wedding planner/coordinator. Include specific combinations of family members you want in each photo to streamline the process and ensure no one is left out.

• Final Song Selection

Another important topic that often arises during the final weeks of wedding planning is selecting the final songs for the key moments throughout your wedding day. These include selecting songs for the processional, recessional, first dance, cake cutting, parent dances, last song of the night, and more!  Music sets the tone for these memorable moments, so take the time to choose songs that resonate with you and your partner. Whether you’re going for timeless classics, modern hits, or something uniquely personal, finalize your selections in the weeks leading up to your wedding. This ensures your DJ/band and wedding planner/coordinator have everything prepared to make these moments truly unforgettable.

• Post-Ceremony Departure

At the end of the night make a plan on how the couple will get home after the wedding. Decide on the logistics of their departure, whether it’s a special getaway car, a limo, or a casual departure with family or friends. Make sure this plan is communicated to all relevant parties, including your wedding planner and transportation providers. Ensuring there’s a clear plan for how the couple will get home will help wrap up the day smoothly and comfortably.

• Pack Up Plan

Finally, one more crucial detail to consider is the pack-up plan at the end of the night. Determine what cars your wedding planner/coordinator will pack items into and what goes with whom. This includes everything from gifts and decor to personal belongings and any leftover food or cake. Establishing a clear plan for who is responsible for transporting each item ensures that nothing gets left behind and that everything ends up in the right place. Communicate this plan with anyone who will be staying behind at the end of your wedding night to help pack up, this might include members from your wedding party or family members, along with your wedding planner/coordinator to ensure the end of your celebration is as smooth as possible.

By addressing these details in the final weeks leading up to your wedding, you’ll help ensure a smooth and enjoyable celebration for everyone involved. From the meals for your bridal party to the logistics of your departure, careful planning will allow you to focus on what truly matters—celebrating your special day with loved ones. With these key points checked off, you can relax and enjoy your wedding day, knowing that everything has been thoughtfully arranged.