FerroxLabs Wedding Planner
When to Use
Use this skill when:
- User asks about wedding planner
- User needs guidance on wedding planner topics
- User wants a structured approach to wedding planner
Do NOT use when:
- Request requires professional consultation beyond educational guidance
- User needs emergency assistance
Questions to Ask the User First
- Congratulations! When is the wedding? (Date set, or still deciding?)
- How many guests? (Rough estimate -- this drives most decisions)
- Total budget? (Be honest -- this shapes everything)
- Who's contributing financially? (Couple only, family contributions, etc.)
- What's most important to you as a couple? (Food, music, photos, venue, experience, etc.)
- What style/vibe do you envision? (Formal, casual, rustic, modern, cultural, intimate, etc.)
- Religious or secular ceremony? (Specific traditions to incorporate?)
- Geographic preferences? (Hometown, destination, specific venue type)
- Wedding party size? (Attendants on each side)
- Any cultural traditions to honor? (From either side)
- What decisions have you already made? (What's done, what's open)
- How stressed are you about planning? (Helps calibrate the approach)
The 12-Month Countdown
12 Months Before
12 MONTHS OUT:
BIG PICTURE DECISIONS:
[ ] Set the date (check for conflicts: holidays, family events, weather)
[ ] Establish total budget and who's contributing
[ ] Create a shared planning tool (spreadsheet, app, or notebook)
[ ] Begin guest list (this determines venue size and catering budget)
Tier A (must invite): ___
Tier B (would like to invite, if space): ___
Tier C (if budget allows): ___
[ ] Discuss priorities as a couple: what matters most?
[ ] Discuss deal-breakers and non-negotiables for each person
BOOK EARLY (popular vendors book 12+ months out):
[ ] Research and book VENUE
Visit at least 3 venues
Questions: capacity, availability, included items, restrictions,
catering requirements, backup plan for weather
[ ] Book OFFICIANT (especially popular clergy or celebrants)
[ ] Research and book PHOTOGRAPHER (see samples of full weddings,
not just highlights)
[ ] Research and book VIDEOGRAPHER (if desired)
[ ] Begin shopping for wedding attire (bridal gowns need 6-9 months
for ordering and alterations)
WEDDING PARTY:
[ ] Choose and ask wedding party members
[ ] Be clear about expectations and financial obligations
9-10 Months Before
9-10 MONTHS OUT:
VENDORS TO BOOK:
[ ] Caterer / catering company (if not included with venue)
Schedule tastings
Discuss menu options and dietary accommodations
[ ] Band or DJ (good ones book early)
Listen to samples, check reviews, see them perform if possible
[ ] Florist
Share vision, color palette, Pinterest board
Discuss centerpieces, bouquets, ceremony flowers
[ ] Wedding planner / day-of coordinator (highly recommended
even for DIY couples -- they handle what you can't on the day)
PLANNING:
[ ] Choose wedding party attire (colors, styles, coordination)
[ ] Register for gifts (or set up honeymoon fund, cash registry)
[ ] Start planning ceremony details (readings, vows, rituals)
[ ] Begin hotel block research for out-of-town guests
[ ] Create wedding website (The Knot, Zola, Squarespace)
6-8 Months Before
6-8 MONTHS OUT:
VENDORS TO BOOK:
[ ] Baker (wedding cake or dessert -- schedule tastings)
[ ] Transportation (limo, shuttle for guests, vintage car)
[ ] Hair and makeup (schedule trial)
[ ] Rentals (tables, chairs, linens, lighting, tent if outdoor)
[ ] Stationery designer or DIY invitations (order/design now)
[ ] Photo booth or other entertainment
PLANNING:
[ ] Finalize guest list
[ ] Order Save the Dates (or send digital 6-8 months before)
[ ] Plan rehearsal dinner (who hosts, venue, guest list)
[ ] Book hotel blocks for out-of-town guests
[ ] Research and book honeymoon (travel + accommodation)
[ ] Begin planning ceremony (vows, readings, music, rituals)
[ ] Discuss and decide on wedding party gifts
[ ] Plan bachelor/bachelorette events (delegate to best man/maid of honor)
ATTIRE:
[ ] Order wedding dress/suit (allow for delivery and alterations)
[ ] Shop for accessories (shoes, jewelry, veil, tie, etc.)
[ ] Wedding party fittings and ordering
3-5 Months Before
3-5 MONTHS OUT:
INVITATIONS:
[ ] Order or create invitations
[ ] Compile final guest addresses
[ ] Mail invitations (6-8 weeks before wedding)
[ ] Include: ceremony/reception info, RSVP card with deadline,
accommodations info, website URL, dietary preference inquiry
VENDOR DETAILS:
[ ] Menu tasting and final selection
[ ] Cake tasting and design finalization
[ ] Confirm florist designs (centerpieces, bouquets, ceremony)
[ ] Finalize music (ceremony processional, first dance, must-play, do-not-play)
[ ] Confirm photographer shot list and timeline
[ ] Discuss setup and breakdown logistics with venue
PLANNING:
[ ] Apply for marriage license (check local requirements and timing)
[ ] Plan ceremony rehearsal
[ ] Order wedding bands (allow 4-6 weeks for custom)
[ ] Begin writing vows (if personal vows)
[ ] Plan welcome bags for out-of-town guests
[ ] Book honeymoon flights and hotel (if not done)
[ ] Schedule dress fittings and alterations
1-2 Months Before
1-2 MONTHS OUT:
FINALIZE:
[ ] Follow up on RSVPs (call/text non-responders by deadline + 3 days)
[ ] Create final seating chart
[ ] Provide final headcount to caterer and venue
[ ] Finalize day-of timeline (share with all vendors)
[ ] Confirm ALL vendor bookings (call each one)
[ ] Break in wedding shoes (wear around the house)
[ ] Final dress fitting and steaming
[ ] Hair and makeup trial
DETAILS:
[ ] Write thank you notes to parents and wedding party
[ ] Prepare wedding party gifts
[ ] Create a day-of emergency kit (see below)
[ ] Designate someone to handle gifts/cards at reception
[ ] Designate someone to handle vendor payments/tips on the day
[ ] Print programs, menus, place cards, table numbers
[ ] Plan logistics: where to get ready, transportation timeline
[ ] Delegate setup and breakdown tasks
LEGAL:
[ ] Obtain marriage license (check local timing requirements)
[ ] Confirm officiant has what they need
[ ] Arrange witnesses for license signing
Final Week
FINAL WEEK:
[ ] Confirm every vendor one last time (with contact name and phone)
[ ] Deliver final payments and prepare tip envelopes
[ ] Pack for honeymoon
[ ] Prepare wedding night bag (separate from honeymoon luggage)
[ ] Rehearsal dinner
[ ] Give wedding party gifts at rehearsal dinner
[ ] Delegate phone/emergency contact for wedding day
[ ] Get a good night's sleep
[ ] Remember: the wedding is one day. The marriage is forever.
Whatever happens, you're marrying your person. That's what matters.
Budget Allocation
Wedding Budget Template
WEDDING BUDGET:
Total Budget: $_______________
TYPICAL ALLOCATION (adjust to YOUR priorities):
VENUE + CATERING (40-50%): Budget: $___ Actual: $___
Venue rental: $___
Catering (food): $___
Bar/beverages: $___
Cake/dessert: $___
Rentals (tables, chairs, linens): $___
Service charges and tax: $___
PHOTOGRAPHY + VIDEO (10-15%): Budget: $___ Actual: $___
Photographer: $___
Videographer: $___
Photo booth: $___
MUSIC + ENTERTAINMENT (7-10%): Budget: $___ Actual: $___
DJ or band: $___
Sound equipment: $___
Other entertainment: $___
FLOWERS + DECOR (8-10%): Budget: $___ Actual: $___
Ceremony flowers: $___
Bouquets and boutonnieres: $___
Centerpieces: $___
Additional decor: $___
Lighting: $___
ATTIRE + BEAUTY (5-10%): Budget: $___ Actual: $___
Wedding dress/suit: $___
Alterations: $___
Accessories: $___
Hair and makeup: $___
Groom's attire: $___
STATIONERY (2-3%): Budget: $___ Actual: $___
Save the dates: $___
Invitations: $___
Programs: $___
Place cards/menus: $___
Thank you cards: $___
FAVORS + GIFTS (2-3%): Budget: $___ Actual: $___
Guest favors: $___
Wedding party gifts: $___
Parent gifts: $___
OTHER (5-10%): Budget: $___ Actual: $___
Officiant fee: $___
Marriage license: $___
Transportation: $___
Rehearsal dinner: $___
Welcome bags: $___
Tips for vendors: $___
Wedding planner/coordinator: $___
Day-of coordinator: $___
CONTINGENCY (5-10%): $___
TOTAL: $___
Budget Tier Guide
BUDGET-CONSCIOUS WEDDING IDEAS:
INTIMATE ($5,000-15,000):
- Guest count: 30-75
- Venue: Restaurant private room, backyard, community hall, park
- Food: Brunch/lunch, family-style, or heavy apps
- Flowers: Minimal, greenery-heavy, farmer's market flowers
- Photos: Photographer only (6 hours), no videographer
- Music: Spotify playlist
- Invitations: Digital (Canva, Paperless Post)
- Dress: Off-the-rack, BHLDN, secondhand, rental
- Cake: Sheet cake from bakery, cupcakes, donut wall
MODERATE ($15,000-40,000):
- Guest count: 75-150
- Venue: Event venue with some inclusions
- Food: Plated or buffet dinner
- Flowers: Full but not extravagant
- Photos: Photographer + videographer
- Music: DJ
- Invitations: Printed but not custom
- Dress: Mid-range bridal shop
- Full cake + dessert
GENEROUS ($40,000+):
- Guest count: 150+
- Venue: Premium venue
- Food: Full plated dinner with cocktail hour
- Flowers: Abundant, statement arrangements
- Photos: Full day coverage, photographer + videographer
- Music: Live band
- Invitations: Custom designed and printed
- Dress: Designer
- Wedding planner (full service)
Ceremony Planning
CEREMONY PLANNING:
CEREMONY TYPE:
[ ] Religious (specific tradition: ___)
[ ] Secular / Non-denominational
[ ] Spiritual but not religious
[ ] Cultural (specific traditions: ___)
[ ] Blended (incorporating multiple traditions)
[ ] Civil (courthouse or justice of the peace)
CEREMONY ELEMENTS:
[ ] Processional (music: ___, order: ___)
[ ] Welcome and opening words (officiant)
[ ] Readings (who: ___, what: ___)
[ ] Unity ritual (if desired):
[ ] Candle lighting
[ ] Sand ceremony
[ ] Handfasting
[ ] Wine blending
[ ] Tree planting
[ ] Cultural tradition: ___
[ ] Vows (standard, personal, or combination)
[ ] Ring exchange
[ ] Pronouncement
[ ] First kiss
[ ] Introduction as married couple
[ ] Recessional (music: ___)
CEREMONY TIMELINE:
20 minutes before: Guests seated, pre-ceremony music plays
Processional: ___ minutes
Welcome: 2-3 minutes
Readings: ___ minutes
Unity ritual: ___ minutes
Vows: ___ minutes
Ring exchange: 2-3 minutes
Pronouncement and kiss: 2 minutes
Recessional: ___ minutes
Total: 20-35 minutes (recommended for guest comfort)
PERSONAL VOWS TEMPLATE:
[Name], from the moment [specific memory],
I knew [realization about your relationship].
I love you because [2-3 specific qualities].
I promise to [3-5 specific, meaningful commitments].
I choose you today and every day, as my [partner/husband/wife].
Guest List and Seating
GUEST LIST MANAGEMENT:
GUEST LIST DECISION FRAMEWORK:
Must-invite: Immediate family, closest friends, wedding party's partners
Should-invite: Extended family, good friends, close colleagues
Could-invite: If budget/space allows
Courtesy: Consider if they'd be hurt not to be invited
GUEST TIERS (for budget management):
A-list: Invited immediately
B-list: Invited if A-list declines (controversial but common and practical)
PLUS-ONE POLICY (decide early, be consistent):
- Married/engaged couples: always invited together
- Cohabiting couples: always invited together
- Dating (6+ months): generally invited together
- Single guests: decide a policy and apply it evenly
SEATING ARRANGEMENT STRATEGY:
Head table options:
- Traditional: bride + groom with wedding party
- Sweetheart table: just the couple (wedding party sits with guests)
- King's table: long table with couple + wedding party + partners
Guest tables:
- Group people who know each other (don't split friend groups)
- Mix tables with social connectors (outgoing people at each table)
- Keep exes apart (obviously)
- Consider noise levels (kids' table near exit, not near speakers)
- Consider mobility needs (accessible seating for elderly/disabled)
- Singles table: controversial -- some love it, some hate it
Alternative: spread single friends across social tables
SEATING CHART TEMPLATE:
Table 1 (nearest dance floor): _______________
Table 2: _______________
Table 3: _______________
...
Wedding Day Timeline
WEDDING DAY TIMELINE TEMPLATE:
8:00 AM Hair and makeup begins (bride/wedding party)
10:00 AM Photographer arrives for getting-ready photos
10:30 AM Groom and groomsmen begin getting ready
11:30 AM First look (if doing one -- saves time, gets private moment)
12:00 PM Wedding party photos
12:30 PM Family formal photos
1:00 PM Break / light lunch for wedding party
2:00 PM Venue setup complete
2:30 PM Guests begin arriving
3:00 PM CEREMONY
3:30 PM Ceremony ends, receiving line or cocktail hour begins
3:45 PM Couple photos (golden hour if timing works)
4:00 PM COCKTAIL HOUR (guests enjoy apps and drinks)
5:00 PM Guests seated for reception
5:10 PM Grand entrance of wedding party and couple
5:15 PM First dance
5:25 PM Welcome speech (host or couple)
5:30 PM Dinner service begins
First course / salad
6:00 PM Main course
6:30 PM Toasts and speeches (best man, maid of honor, parents)
7:00 PM Cake cutting
7:15 PM Parent dances (father-daughter, mother-son)
7:30 PM Open dancing begins
8:30 PM Bouquet/garter toss (optional)
9:00 PM Last call (if applicable)
9:30 PM Last dance
9:45 PM Sparkler exit / send-off
10:00 PM Event ends
ADJUST to your specific start time. Key: build in buffer time.
Things always take longer than planned.
DIY vs. Professional Decisions
DIY vs. PROFESSIONAL FOR EACH ELEMENT:
| DIY Savings | DIY Difficulty | Recommendation
--------------------|-------------|---------------|----------------
Invitations | High | Medium | DIY (Canva, Minted)
Centerpieces | Medium | Medium | DIY if crafty
Favors | Medium | Low | DIY
Hair/Makeup | High | HIGH | Hire pro (photos last forever)
Photography | High | VERY HIGH | ALWAYS hire pro
Videography | High | HIGH | Hire if budget allows
Music (ceremony) | Medium | Low | Speaker + playlist OK
Music (reception) | Medium | Medium | DJ recommended
Flowers (bouquets) | Medium | HIGH | Pro for bouquets, DIY centerpieces
Cake | Medium | HIGH | Buy from bakery
Officiant | Low | Medium | Depends on state requirements
Coordinator | High | N/A | Day-of coordinator = best $ spent
Lighting | Medium | Medium | Hire for big impact
RULE: Photography is the one thing to NEVER skimp on.
Flowers die. Food is eaten. Decorations come down.
Photos are forever.
Wedding Emergency Kit
DAY-OF EMERGENCY KIT:
FOR EVERYONE:
[ ] Safety pins (various sizes)
[ ] Sewing kit (needle, thread in key colors)
[ ] Double-sided tape (fashion tape)
[ ] Clear nail polish (stops stocking runs)
[ ] Stain remover pen (Tide to Go)
[ ] Pain reliever (Advil, Tylenol)
[ ] Antacid
[ ] Allergy medication
[ ] Band-aids
[ ] Breath mints
[ ] Tissues
[ ] Bobby pins and hair ties
[ ] Deodorant
[ ] Phone chargers
[ ] Snacks and water
[ ] Cash for tips
[ ] Super glue (for shoe emergencies)
[ ] Scissors and tape
[ ] Static cling spray
[ ] Extra pair of comfortable shoes (for dancing)
DELEGATE THIS KIT to someone who is NOT the couple.
Output Format
When providing wedding planning guidance:
WEDDING PLANNING UPDATE
Couple: [names]
Wedding date: [date]
Days until wedding: [number]
Overall status: [on track / some attention needed / urgent items]
THIS MONTH'S PRIORITIES:
1. [Task] - Deadline: [date]
2. [Task] - Deadline: [date]
3. [Task] - Deadline: [date]
VENDOR STATUS:
Booked: [list]
Need to book: [list with deadlines]
Need to confirm: [list]
BUDGET CHECK:
Committed: $___
Remaining: $___
Concern areas: ___
DECISIONS NEEDED:
[List of decisions that need to be made soon]
HELPFUL REMINDER:
[Something encouraging or stress-reducing]
Example
Input: "Help me get started with wedding planner"
Output: A structured wedding planner plan tailored to the user's specific situation, following the process outlined above.
Edge Cases
- Incomplete information: Ask clarifying questions before proceeding. Do not assume details the user has not provided.
- Out of scope requests: Redirect to appropriate professional resources when the request exceeds educational guidance.
- Conflicting requirements: Present trade-offs clearly and let the user decide priorities.