Planning Guide — 01
Small Wedding
Consultations
A small wedding requires careful preparation. With fewer vendors and guests than a large event, every detail carries more weight. Everly Event helps you organize your ceremony and reception planning through practical consultation.
Important: Everly Event provides consultation and planning guidance only. We do not provide venue, catering, officiant, photography, entertainment, or any other event production services.
Preparation Timeline
Sample Planning
Schedule
8–12 Weeks Before
- Define ceremony and reception vision
- Establish guest list and size
- Identify venue options and questions
- Set overall preparation priorities
6–8 Weeks Before
- Confirm venue and begin vendor research
- Prepare vendor question lists
- Draft ceremony and reception schedule
- Send initial guest communication
4–6 Weeks Before
- Confirm all vendors with written agreements
- Finalize ceremony order of events
- Organize catering and dietary details
- Review and update preparation checklist
2–4 Weeks Before
- Final guest count confirmation
- Coordinate vendor arrival times
- Prepare day-of timeline document
- Review venue requirements and logistics
1 Week Before
- Confirm all vendor arrival times and contacts
- Distribute day-of timeline to key people
- Review ceremony flow one final time
- Prepare any outstanding materials
Day of Event
- Follow confirmed timeline
- Designated contact person for vendor questions
- Keep a copy of all vendor contacts
- Allow for a 15-minute buffer in each block
Vendor Preparation
Questions to Ask
Your Vendors
Venue
- What is included in the rental fee?
- What are the setup and breakdown windows?
- Is there a preferred vendor list?
- What is the parking and accessibility situation?
Catering
- Can you accommodate dietary restrictions?
- What is the service timeline during the event?
- What is included in the per-person cost?
- How is leftover food handled?
Photography
- What is your approach to small weddings?
- How do you handle low-light ceremony spaces?
- What is the turnaround time for images?
- What formats and rights do we receive?
Music/Sound
- What equipment do you require from the venue?
- How much time do you need for setup?
- Can you coordinate with the ceremony timeline?
- What is your backup plan for technical issues?
Final Preparation
Pre-Event Checklist
Ceremony schedule finalized and distributed
Reception flow documented with timing
All vendor arrival times confirmed in writing
Guest communication sent with event details
Day-of contact person identified for each vendor
Venue access and setup window confirmed
Dietary restrictions communicated to catering
Photography shot list prepared
Emergency contact list prepared
Final timeline reviewed by couple and planner
Ready to start planning?
Discuss your wedding with Jose.