timeline worksheets

This is the longest of all worksheets, but like the Friends and Family worksheet, it is also broken down into several parts. Please be sure to complete each section to the best of your ability. If you're not sure about certain questions, don't worry, we'll help you fill in the blanks. 


part 1. rehearsal

Wedding Date *
Wedding Date
Our REHEARSAL is scheduled for *
Our REHEARSAL is scheduled for
Before finalizing your Rehearsal appointment, please confirm with us to make sure we are available that day and time. Please confirm with us at least 2 months in advance.
Photo by Best Day Ever

Photo by Best Day Ever

REHEARSAL NOTES:

  • Please confirm your proposed Rehearsal date with Best Day Ever to make sure there are no conflicting schedules at least 2 months prior to your wedding date. We will try out best to work around the scheduled Rehearsal date in the even that it was not reserved in our calendar.

  • We ask that all participants of the Rehearsal arrive no later than 30 minutes prior to the start of the Rehearsal. 

  • One hour is allotted for the Rehearsal. Should we run into overtime due to participants arriving late, additional fees will apply. Please refer to your service contract regarding timeliness and overtime fees.


part 2. getting ready

Wedding Date *
Wedding Date
Getting Ready Venue
While getting ready...
Hair & Makeup Services
>>>Best day ever tip<<<
Have photos of hair and makeup styles ready to show the artist so that they have a visual of the look you're going for.
Please list each person receiving hair and/or makeup services, their role in the wedding, and what services they will be receiving.
>>>Best day ever tip<<<
For hair and makeup, ladies should come with dry, clean hair and clean face, light moisturizer if needed. Hair should be washed the night before at the latest and must be completely dry the morning of. If you must wash your hair the night before, do not use conditioner. Additional fees will apply if the stylist has to blow dry someone's hair. This will also cause a delay while getting ready.
Florals
>>>Best day ever tip<<<
In the Bride's suite/getting ready room, please be sure to have all details to be photographed placed in one area of the room. Such items include wedding rings/bands, bride's jewelry, wedding shoes, print work (invitations, programs), etc. Please keep getting ready areas tidy and neat for photography & videography.
>>>Best day ever tip<<<
With bigger photography/videography packages, doing a first look allows the couple a little more flexibility to get photos done before the ceremony.
Photo by Nick Pugay Photography

Photo by Nick Pugay Photography

Photo by Nick Pugay

Photo by Nick Pugay

GETTING READY NOTES:

  • Make sure dresses are wrinkle free. If anything needs to be pressed or steamed, this is done no later than the night before the wedding. The Wedding Planner is not responsible for steaming dresses the day of.

  • For the gents, make sure to take inventory of your suits. Check to see that you have everything, i.e. coat jacket, collared shirt, belt, pocket square, tie, socks, shoes, cuff links, etc. 

  • In the Bride's suite/getting ready room, please be sure to have all details to be photographed placed in one area of the room. Such items include wedding rings/bands, bride's jewelry, wedding shoes, print work (invitations, programs), etc.

  • For hair and makeup, ladies should come with dry, clean hair and clean face, light moisturizer if needed. Hair should be washed the night before at the latest and must be completely dry the morning of. If you must wash your hair the night before, do not use conditioner. Additional fees will apply if the stylist has to blow dry someone's hair. This will also cause a delay while getting ready. 

  • Please keep getting ready areas tidy and neat for photography & videography.

  • Make sure to have plenty of water and keep hydrated throughout the day.

  • Make sure to have breakfast, lunch, plenty of snacks to munch on while getting ready. 


part 3. wedding attire

this form to be filled out by the Bride.

Wedding Date *
Wedding Date
The Wedding Dress
Check out this link for bustle styles: http://www.brides.com/story/wedding-dress-bustle-styles.
Bridesmaid dress
>>>Best Day Ever Tip<<<
Make sure dresses are wrinkle free. If anything needs to be pressed or steamed, this is done no later than the night before the wedding. The Wedding Planner is not responsible for steaming dresses the day of.
the guys
Photo by Kpix Photography

Photo by Kpix Photography

Photo by Ashley Goodwin Photography

Photo by Ashley Goodwin Photography

Photo by Sean Marrs

Photo by Sean Marrs


part 4. ceremony

Wedding Date *
Wedding Date
Ceremony Time *
Ceremony Time
<<< Best Day Ever Tip >>>
Ceremony amplification is highly recommended, especially for large weddings and outdoor venues. Allows guests to actually hear the ceremony and follow along. *Please check with venue that amplification is allowed.
ceremony decor
[in addition to what is provided by the florist]
Decor options
Please check all that applies.
Processional
If the Bridesmaids and Groomsmen will be paired up to walk down the aisle, please specify the pairings below, starting with the Bridesmaid and Groomsman that will be standing farthest from the Bride and Groom, and ending with the Maid of Honor and Best Man.
Complete this section if there is more than one ring bearer.
Please specify the order of the Ring Bearers.
Complete this section if there is more than one flower girl.
Please specify the order of the Flower Girls.
The Ceremony
More and more, Couples are now opting to have an "Unplugged" ceremony, where the Officiant makes an announcement before the ceremony OR there's signage displayed to guests that the Couple requests that guests do NOT take pictures or videos during the ceremony. This allows the guests to be completely engaged with the ceremony, while keeping the sight of electronics out of the wedding photos/video captured by the Photographer/Videographer.
The Ceremony
Please check all that applies.
<<< Best Day Ever Tip >>>
If you will be writing your own vows, email them separately to BestDayEverHawaii@gmail.com and we'll print them out and make sure we have a copy of it for you.
recessional
Photo by Ashley Goodwin Photography

Photo by Ashley Goodwin Photography

Photo by Best Day Ever

Photo by Best Day Ever

Photo by Kris Labang Photography

Photo by Kris Labang Photography


part 5. cocktail hour

Wedding Date
Wedding Date
Cocktail Hour Time *
Cocktail Hour Time
Please select from the following options.
Please enter specific location name or it's description.
Cocktail Hour Venue
Appetizers
Please select type of bar.
Hosted Drink Tickets can be used for the following drinks:
Please choose all that applies.
Please note this value is BEFORE taxes and service fees. For example, if your cap is $3000, you will actually pay $3000 plus the Hawaii State sales tax, plus the venue's service tax). Let's say the venue's service tax is 19%, you will actually pay $3738.22. Just something to keep in mind when setting your bar cap.
$
For example, some couples will host their wedding party and parents for the entire night.
Photo by What A Day Photography

Photo by What A Day Photography

Photo by What A Day Photography

Photo by What A Day Photography

COCKTAIL HOUR NOTES:

Cocktail Hour is more than just drinks and appetizers, there are a lot of working parts to this “golden hour”. While guests are in fact enjoying drinks and food, the bride and groom are off taking pictures, vendors are continuing and finishing up their setup, and guests are checking in at the sign-in table. Typically, Cocktail Hour is just an hour, but it may be advisable to lengthen it for the following reasons:

  • You have a large guest list, which may require more time for check in.
  • You plan to take sunset photos and depending on the actual time of sunset, you may want to delay the reception start time.
  • You plan to have a receiving line, which can take a bit of time. 

Whatever the case may be, we will definitely help you tackle the daunting task of fine tuning your timeline.


part 6. reception

Photo by Ashley Goodwin Photography

Photo by Ashley Goodwin Photography

Photo by Kpix Photography

Photo by Kpix Photography

Photo by Shannon Sasaki Photography

Photo by Shannon Sasaki Photography

Wedding Date *
Wedding Date
Reception *
Reception
RECEPTION PROGRAM
Below is a list of items commonly included in the Reception Program. Please select which items you’d like to incorporate into your program. *
>>>SONG SELECTIONS<<<
AS YOU GO THROUGH THIS WORKSHEET, KEEP IN MIND THAT YOU'LL NEED TO SELECT A FEW SONGS FOR YOUR SPECIAL DAY. WE'LL ASK YOU TO INPUT YOUR SONG SELECTIONS ON THE NEXT WORKSHEET.
HOUSE RULES
Please check each of the items to be covered by the Emcee
wedding party entrance
[Song needed]
For example: The bridesmaids and groomsmen will be paired up. Each couple will walk in to a song, one song per couple. (If this is the case, please keep in mind that you will need to choose a song for each couple. Alternatively, you can choose just one song for the entire group.)
Using the spaces provided below, please list the order in which your Wedding Party will enter. If the bridesmaids & groomsmen will be partnered up, please note that below as well. The order of the Wedding Party Entrance usually mirrors the processional order of the Ceremony. If the pairing and order is the same as the Ceremony, you may leave this area blank.
BRIDE & GROOM GRAND ENTRANCE
[Song needed]
For example, will you be doing anything special like a choreographed dance?
OPENING TOAST
Please provide the name(s) below.
Please provide the name(s) below.
BLESSING OF THE FOOD OR INVOCATION
Please provide their name below.
Please provide their name below.
dinner service
Please check all that applies:
Plated dinner for the bride & groom is typically the norm. If you have a head table consisting of the bride, groom, and the wedding party, then the entire table is usually plated. The option to have plated dinners for the family table is usually an additional cost, unless it is part of the venue’s package.
Some vendors will require a meal, if so, it would be noted in their contract. If vendor meals are not provided, vendors may have to venture off site to obtain a meal.
table photos
Table photos are typically done as each table is released to the buffet line.
ACKNOWLEDGE FAMILY
For Family acknowledgements, the immediate families of the Bride and Groom are introduced and asked to stand to be acknowledged. We will use the information gathered from Family Tree worksheet. Please use the space below to jot down any notes or special provisions we would need to know about your families.
ACKNOWLEDGE OUT OF TOWN GUESTS
Please provide us a list of guest names and where they’re travelling from to attend the wedding. Either use the space provided below or email a list to BestDayEverHawaii@gmail.com.
CAKE CUTTING
[Song needed]
FIRST DANCE
[Song needed]
FATHER + DAUGHTER DANCE
[Song needed]
MOTHER + SON DANCE
[Song needed]
>>>best day ever tip<<<
Often times Couples will combine the Father + Daughter and Mother+Son dance, usually starting with the Father + Daughter first, then Groom & his mom is called up to the dance floor to join in. This is a great option if you want to do both, but a limited timeline.
speeches & toasts
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Speech/Toast Giver
Bouquet Toss/Presentation
[Song needed]
BOUQUET PRESENTATION: Recipient of my bouquet.
BOUQUET PRESENTATION: Recipient of my bouquet.
i.e. Mother of the Bride
Garter removal/toss
[Songs needed]
money dance
[Songs needed]
If you plan to do the Money Dance, please list a few helpers who will assist with collecting the money. Please list at least 3 helpers.
If you plan to do the Money Dance, please list a few helpers who will assist with collecting the money. Please list at least 3 helpers.
Typically the bridesmaids will help with this task. Also, please provide a vessel of some sort to collect the money in, for example a basket.
Collector
Collector
Once all the cash from the Money Dance has been collected, who will be in charge of taking the cash home?
SAME DAY EDIT
Please check all that applies:
Slideshow Presentation
Please check all that applies:

part 7. song selections

Wedding Date *
Wedding Date
Song Selections
For all song selections, please list Song Title, Artist, Version/Album
ceremony songs
Please list five songs to be played before the ceremony. If you don’t have specific songs in mind, please select a genre.
This will be the song that your wedding party walks down the aisle to.
This will be the song that the bride walks down the aisle to.
This song will play after the pronouncement and as the bride and groom & wedding party walk back down the aisle.
cocktail hour
Please list at least five songs to be played during the cocktail hour. If you don’t have specific songs in mind, please select a genre.
RECEPTION PROGRAM SONG SELECTIONS
If your wedding party will walk down to multiple songs, please list them all in the order of procession. Please specify which bridesmaid/groomsmen will walk to each song.
For all song selections, please list Song Title, Artist, Version/Album
Please select at least five songs and list them in the order in which they will be played. The Money Dance will typically last for more than 3 songs, depending on the amount of guests you have. The Money Dance songs do not necessarily have to be slow songs.
Dinner music
Please list at least five songs to be played during dinner. If you don’t have specific songs in mind, please select a genre.
Dance Music
Please list at least five songs to be played during the dance portion of your event. If you don’t have specific songs in mind, please select a genre.
Will you allow guests to make special song requests?
MUST PLAY LIST
Please list any songs, artists, genres that you definitely want played at sometime during the reception.
do not play list
Please list any songs, artists, genres you do NOT want played.