Wedding Planning Timeline

One of the most frequent questions we get at Affordable Catering is "When should I start planning catering for my wedding?"

When we first decided to begin this blog, Jayme made sure to give me a specific timeline she has found helpful in the past. You can find similar timelines in most wedding magazines, like The Knot and KCWeddings, but this is the one we recommend. Of course, catering isn't the only thing to worry about, so we haven't limited this timeline to that (though I have put CATERERS in all-caps just in case).

Immediately After the Engagement

• Select a wedding date 
• Discuss the size and style of your wedding with parents and your fiance. This will help you decide on a tentative budget, who pays for what, and will give you ideas on what you want in regard to flowers, food, etc.
• Start a wedding file on your computer to keep you organized
• If you have a specific officiant in mind, schedule a meeting to discuss pre-marital counseling and/or the ceremony (if applicable)
• Decide and ask wedding party to be a part of your day
• "How many ushers do I need??" We recommend one usher for every 50 guests.
• Begin looking through magazines, websites, and blogs (like this!) for ideas and pictures (check out what we've posted on Facebook)
• Research and then reserve locations for the ceremony and reception (keep an eye out for some of our favorites, like Town Pavilion, Emaline Ballroom, and Drexel Hall)
• Create a "Save-the-Date" guest list and order the "Save-the-Date" cards
• Decide if you are going to hire a wedding coordinator, and, if so, begin interviewing and select someone as soon as possible
• Begin contacting photographers, videographers, CATERERS, bakers, and florists
• Schedule appointments at bridal boutiques

6 Months or Before

• Address the "Save-the-Date" cards and send out
• Decide on the wedding gown, and place order 
• Begin shopping for bridesmaids' dresses
• Have your engagement photos taken, and send engagement announcement to newspapers
• Begin compiling your guest list; utilize spreadsheets/word processing programs on the computer to help keep you organized
• Select a hotel (or more than one) for out-of-town guests, and discuss reservation and cancellation policy with the event manager
• Meet with photographers, videographers, CATERERS, bakers, and florists. Reserve your choice at this time
• Set portrait date
• You'll want to be certain that your dress will be ready in time!
• Make arrangements for the music at the ceremony and the reception
• Begin working on the honeymoon and contact a travel agent if necessary
• Begin working on your gift registry

5 Months

• Finalize the budget
• Decide on bridesmaids' gowns and place order
• Work with florist on floral arrangements for ceremony and reception
• Complete the guest list and shower lists. Send shower lists to the hostesses as soon as they are completed 
• Begin shopping for invitations
• Finalize dates for showers and parties
• Book honeymoon plans
• Book wedding night accommodations
• Complete registry list
• Shop for wedding rings
• Place order for any special equipment rental (lights, tents, etc.)
• Order any special items for the ceremony and reception (napkins, favors, etc.)
• Reserve rehearsal dinner location, if applicable

4 Months

• Work with CATERER on the menu and beverage selections and make a decision
• Affordable Catering works with you on developing a menu from your first meeting, and we are flexible with changes--your final decision on the menu is not due until 30 days prior to your event
• Schedule dress fitting
• Purchase hostess gifts and cards for your showers. Wrap gifts and write cards ahead of time
• Shop for your wedding shower outfits
• Finalize the date, time, and place for the rehearsal and the rehearsal dinner
• Decide and place order for veil, shoes, and headpiece
• Make all transportation arrangements to and from the wedding
• Order invitations (25-50 extras) and personal stationery
• Hire a calligrapher (if desired)
• Meet with photographer to discuss times and specific photos that you would like
• Order wedding rings
• Check your state's requirements for blood testing and marriage liscense

3 Months

• Work with florist on floral arrangements for ceremony and reception
• Mail any outstanding deposits to vendors
• Select special readings and begin working on vows (if applicable)
• Order the groom/groomsmens' wedding attire; send out measurement forms to all groomsmen
• Set day and times for beauty preperations
• Hire any additional staff that may be needed (valets, bartenders, etc.)
• Begin writing thank you notes for shower gifts and early wedding gifts.
• Several reasons- it won't pile up, procrastination really isn't your friend, it is easy to get behind, and people like to receive prompt thank-you's (it shows you really appreciate them).
• Meet with CATERER and/or reception site manager (and your florist if possible) to discuss logistics and for a food tasting session
• Affordable Catering loves when people come in for tastings! 

2 Months

• Purchase disposable cameras for the reception 
• Have you seen that "Friends" episode? Those little cameras are important!
• Purchase a guest book, sign-in pen, cake knife, and lifter, and champagne flutes 
• You can rent these through Affordable Catering if you would prefer
• Order rehearsal dinner invitations (if applicable)
• Have bridal portrait taken
• Mail wedding invitations

6 Weeks

• Purchase presents for groom, parents, and wedding party attendants
• Finalize ceremony music, songs, and readings 
• Prepare out-of-town guest information letter
• Shop for lingerie for bridal gown and wedding night
• Finalize your selections for the cocktail hour and reception songs and review with the band/musicians/DJ

4 Weeks

• Submit the wedding program information to the stationary store
• Begin working on your wedding weekend outline. Important information to include would be restaurant recommendations, driving directions to the hotel, ceremony and reception sites, a schedule of events, and any other information that is special to your wedding 
• Finalize details with your CATERER, baker, florist, photographer, videographer, and musicians
• Finalize transportation, including bride and groom, wedding party, and guest transportation
• Assign a day-of "Problem Solver," someone not in the wedding party whom the caterer, florist, DJ, and venue can contact if needed on your big day.

 2 Weeks

• Check in with any invitees who haven't responded
• Give the CATERER a final headcount
• Get legal information regarding your name change (if applicable)
• Confirm delivery times

1 Week

• Pack for your honeymoon
• Pay balances for services
• Rest up and enjoy the time with the people you live

Day Of

• Enjoy your day! 

 Of course, you don't have to do things exactly when a timeline says you should. It's more like a guideline. Various wedding magazines and websites were used to create this list.

Did you think of something we missed? Have a better idea? Leave a comment and let us know!

Wedding Cake Toppers

Wedding cake toppers are one of the most popular ways to show some creativity and individuality in your wedding. You can always get ideas from the most recent wedding magazines, but my Yahoo homepage just came up with the following article, and I really wanted to post it. My favorite is the robot one!

Check out these wedding cake toppers!

Have you had any great ideas for toppers? Leave a comment and tell us about it!

KC Weddings Bridal Spectacular

Welcome to the Affordable Catering and Event Planning Blog! Affordable Catering has been serving the Kansas City area for more than 20 years. Recently, we showed at the KC Weddings Bridal Spectacular. This event takes place twice a year, in the summer and the winter. It’s a great event; all sorts of different vendors are there to discuss their services. From caterers to photographers to venues, everyone has information for you.

At our booth, we were sampling some of our most popular dishes. On one side, we had some vegetables and ranch dip, and also our Hot Spinach and Artichoke Dip with chip. The Spinach and Artichoke Dip was very popular, especially among those who enjoy spicy food! If you don’t like spicy, we can control how much of a kick there is. Hot Spinach and Artichoke Dip is a major player in most of our appetizer packages, and we were happy to see so many people enjoy it!

At the other end of our tent we had two meats for sampling. Sweet and Sour Meatballs are also part of our Appetizer Packages and were very well received. Appetizers are great if you want more of a cocktail party feel for you event--people can just pick up a few things and mingle while they eat instead of being tied down to a table, or they can fill a plate and sit down with it if they prefer.

The other meat we had for sampling was our Beef Brisket with BBQ Sauce. This is one of our most popular meats, especially with our Hot Dinner Buffet package. Kansas City loves her BBQ, and people keep coming back for our BBQ Brisket! We do, of course, offer several choices, and we are happy to have couples schedule tastings with us before finalizing their menu.

We also, of course, had wedding cake to sample. Several people told us they thought our cake was the best at the show! People loved it so much that even though we brought several boxes of it, we ran out! If you were at the Bridal Spectacular and didn’t get to try any, you can arrange a cake sampling by calling our office. We offer several different flavors (and fillings if you want them), so don’t be afraid to ask about something other than white and chocolate!

If I’m able to load this picture properly, you should be able to see the table setting we had set up, too. We are happy to help set up guest tables for receptions, and this color scheme and decoration has already been mentioned by several brides who have come in for meetings. This table is set for a full sit-down service, as you can see, which is our Service Option E. We have several Service Options, so if this is more formal than you want for your event, don’t worry! We’d be happy to show you all of our choices.

If you want to see more pictures of the Bridal Spectacular, or of our food and other services, check out our Facebook Page: search for Affordable Catering and Event Planning. You can see our menus on our website at www.affordablecateringkc.com.