Apr 30, 2020

Wedding Organization Series Part 3: Hard Copy Filing System

The icing on your organization wedding planning cake is the hard copy system I’m sharing in this blog. This is the final blog of our 3 part series on getting your wedding plans organized. If you need to catch up on the first two, find those here: Wedding Planning Calendar and Electronic Folder System.

I will continue to show you how to organize your wedding in the most efficient way possible. This filing system is going to make you pretty happy right now, but soooo happy the month of your wedding.

Supplies

You’ll need some supplies to get this job done:

  • 3 File Folders

  • 3 adhesive 2-inch prongs

  • A Two-Hole Punch

  • A set of repositionable colored tabs

  • All of the wedding stuff you have accumulated thus far.

We are going to create 3 folders to organize and file your plans, making them easy to store away or pack in your bag whenever needed.

Setup

You’ll have a folder for your wedding dreams, a folder for wedding plans, and a Hand Off Folder for your coordinator or whoever will help you run the actual wedding day.

  1. Start by punching your folders and adding the adhesive prong. This is how you will keep all of your items secure in the folder.

  2. Label the folders, Dreaming, Planning, and Hand Off.

Organize

Now let’s begin organizing your wedding dreams. Gather any hard copies you have from your wedding dreams and ideas and separate them into 2 piles, one for dreaming, one for planning. The dreaming pile includes everything that is not finalized or that you decided not to include in your final plans. The planning pile includes anything that the most current draft, or the finalized version. As you decide that your dreams are going to be part of the actual plans, move them into your planning folder.

There is no specific order for this, the reason you are using the removable tabs is so that you can label them as you get the information. As you get items, add a label from the label lists below and add it to the folder. These are the tabs most commonly used for each folder.

Dreaming Folder

  • Favors

  • Honeymoon

  • Ceremony Music

  • Rentals

  • Second Line

  • Transportation

  • Specialty

  • Hair and Makeup

  • Floral

  • Band/DJ

  • Officiant

  • Videography

  • Photography

  • Catering and Bar

  • Coordinator

  • Hotel Block

  • Stationer

  • Invitation Drafts

  • Venues

  • Parties

  • Guest List

  • Couples Attire        

  • Registry

  • Wedding Party

  • Attire

  • Gift ideas

  • Calendar

  • Design

  • Budget

Planning Folder

  • Favors

  • Honeymoon

  • Ceremony Music

  • Rentals

  • Second Line

  • Transportation

  • Specialty

  • Hair and Makeup

  • Floral

  • Band/DJ

  • Officiant

  • Videography

  • Photography

  • Catering and Bar

  • Coordinator

  • Hotel Block

  • Stationer

  • Invitation

  • Venues

  • Parties

  • Guest List

  • Couples Attire        

  • Registry

  • Wedding Party

  • Attire

  • Calendar

  • Design

  • Budget

As you plan, add all of your finalized plans and current drafts to this folder. But remember to remove old drafts and anything outdated.

Handoff Folder

The last and final folder is my favorite because this is the folder that as a coordinator makes me so much more effective at my job. I create a client folder just like the one I’m about to show you for every client I have. If you are using Uncommon Camellia, you would need to send the contents of this folder to your coordinator, she’ll organize it. However, if you are not hiring a coordinator or have a coordinator with another company, go ahead, and create this folder to share.

The handoff folder has all the documents necessary to run the wedding day, nothing else. Things like honeymoon plans, stationery proofs, guest lists don’t belong here. This should be the necessary information only.

Start by adding all your vendors’ contracts and any specifications. Then at the front, place a copy of these items:

  • Décor list and any specifications for setup

  • Layout for the ceremony and reception spaces

  • An information sheet with all wedding parties, immediate family vendors, and venue information listed

  • A detailed wedding day timeline

This handoff folder serves as an easy reference for the wedding professional team on the wedding day. If there is something you planned that needs to be known on the wedding day, it should be in this folder and organized very plainly.

After you create those folders, keep them in a filing cabinet and use them as your only place for hard copies of wedding items. This will be your Wedding Planning Command Center.

This is the final blog in the wedding planning organization series, and definitely my favorite one.

Thank you for reading and happy wedding planning.

 

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