Set up a dedicated email address (like yournames.wedding@gmail.com) for all vendor communication. This keeps everything organized and accessible to both partners. Create a cloud folder (Google Drive, Dropbox) with subfolders for: contracts, inspiration, guest list, budget tracker, and vendor communications. This prevents important details from getting lost in personal inboxes.
Start planning 12-18 months before your wedding date. Key milestones: 12 months - book venue and photographer; 9 months - book caterer and entertainment; 6 months - order dress and send save-the-dates; 3 months - finalize menu and send invitations; 1 month - final vendor meetings and create seating chart. Use a shared spreadsheet or wedding planning app to track all tasks and deadlines.
The most in-demand vendors (venue, photographer, videographer, caterer) book up 12-18 months in advance, especially for peak season dates. Once you set your date, immediately reach out to your must-have vendors. If your dream photographer is available, build your day around their schedule. Popular venues often only have a few Saturday dates available per year.
Build a single spreadsheet with tabs for: budget tracking, guest list with RSVP status, vendor contacts and payment schedules, timeline with deadlines, and seating chart. Google Sheets allows real-time collaboration with your partner and wedding party.
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