Wedding/Event Planning Checklist: Things to do 6-12/18 Months Before the Event!

Wedding Planning Tips www.AustinsBestDJs.com

​If you're planning a wedding, quinceanera, party or event in the Austin, San Antonio, or central Texas area, chances are, you're pretty overwhelmed! :) Actually, this applies to wedding planning anywhere in the world! We completely understand. As owners of Austin's Best DJs & Photo Booths, we're also certified wedding/event planners, too! We write this blog to help our clients (and anyone else) plan their wedding, quinceanera, or event! This is the first blog, in our three part series, to help you plan your wedding or event. Stay tuned for the others, in the next few weeks. 

Once you've decided to have an event, or have gotten engaged, it's time to start planning! Here's a quick breakdown of what you'll need to do. For Austin/central Texas area weddings and events, we recommend starting your planning, 12-18 months in advance, if possible. Here's part 1 of our planning breakdown, which includes things to do 6-12 months in advance. 

Things to Do 12 -18 Months Before Your Wedding/Event Date

• Determine Your Budget - The very first thing that you need to do is determine your budget. How much will you spend for everything you need? Okay, got that number? Now be prepared to double or triple it! :) In reality,  it's very hard to stick to your budget, but not impossible. You'll spend a good portion of your budget on the venue, catering, bartender/bar supplies, and cake. Check out our wedding spreadsheet to help you plan your wedding budget! 
• Pick Your Party - As soon as you let everyone know you're planning your wedding, quince or event, all your close friends want to know, who's in the party? So start narrowing it down, soon! 
• Start Your Guest List - Decide who you're inviting and start a list of everyone, that includes their Name and contact info. Be realistic and keep in mind the cost of food can average around $20 per person, or more. Want to keep the cost lower? Start reducing the guest list. I know it's tough, but you have a budget to stick to! 
• Book Your Venue - Now that you have an estimated head count of who's coming to the wedding/event, it's time to find a venue that will accommodate you and your guests. In Austin and central Texas area, there's about an 18 month wait-list for any Saturday event at nearly every venue in the area! This means that you have to plan early and possibly plan to have you event on another night, besides Saturday. The good thing about having your event on a different night is that you can usually save on the venue cost! ​
• Hire a Planner - This is optional, but it certainly will make your life much easier, if you are planning a wedding! If you're planning a quince or party, you can likely do most of the planning on your own, or with your designated team! 
• Research - It's time to start researching vendors. You'll need to hire: an officiant, photographer, videographer (if desired), florist, band or DJ, catering, cake bakery, etc. Not every vendor will take a booking as far as 18 months out, but most should do 12-14 months in advance. 

Things to do 9-12 Months Before Your Wedding/Event Date

• Hire Your Vendors - Now that you've researched your vendors and narrowed down your choices, it's time to start contacting them. You'll need to hire your: officiant, photographer, videographer (if desired), florist, band or DJ, catering, cake bakery, day or month-of coordinator (if desired), ceremony musicians (if desired), and anything else you may need. For quinceaneras, it's a good time to research and book Mariachis, too!
• Purchase Your Dress, Suit, etc. - This is the fun part for brides and their bridal party! Brides will need plenty of time for alterations, to be sure your dress and suit(s) fit just right (6 months should be enough time). You can also shop for bride's maids dresses, too, if you want to. For quinceaneras, this is also a lot of fun, too! Bring your friends and start trying on dresses! 
• Reserve Hotel Rooms - Find 3-5 hotels near your venue and choose the one that best fits your budget. Be sure to ask about block discounts! 
• Create a Gift Registry - Pick your top 3-5 favorite stores and start your wish list. This is fun, too! 
• Create a Wedding Website - This is optional, but it's a good way to keep track of RSVPs, guest head count, etc. 

Things to do 6-9 Months Before Your Wedding/Event Date

• Create Save-the-Date Cards - These can be electronic versions for those who have email and social media access. You can mail save-the-dates to older relatives who may not use email as much, and close friends/relatives, too. 
• Choose Invitations - Sending these out takes time, so be sure to set aside a day or two, to do this. 
• Start Planning Your Honeymoon!
• Reserve Any Necessities - Check to see what your venue includes and what you may need, such as: extra tables, chairs, linens, lighting, fans, heaters, etc.
• Arrange Transportation - Find out what transportation will be best for your guests that are staying at a hotel. Average prices for buses are about $250 per hour, usually with a 4 hour minimum. 
• Book Your Hair/Makeup Person 
• Timeline of Events - ​Now you can start working on coordinating the timeline of events! Don't forget, we have plenty of tips on this blog, example timelines, etc. 

We hope this list has been helpful. This is a general overview. Every wedding and event is different and unique, so there are other details that may need to be planned, as well, but this is generally what applies to most weddings and events.  

- Austin's Best DJs & Photo Booths