BTS Event Management is a planning and design team known for crafting sophisticated, timeless weddings in Arizona. Their reputation for full-service planning services and luxury design makes them a go-to vendor in the Arizona wedding industry. In this post, BTS shares their wedding plan step by step, offering a behind-the-scenes look at the process of planning a luxury wedding in Arizona.
Stage 1: Building the Foundations
In months 8-12 before the wedding, you are laying the foundation for the ceremony and reception. Now is the time to establish the core elements of your wedding, including venue, logistics, budget, and key vendors.
The tasks included in this stage are:
Establish Guest List: Finalize or update guest count and categories (family, friends, VIPs).
Create and Approve Budget: Define allocations for major categories (venue, catering, attire, design, etc.).
Research Venues: Research the geographic locations and pay attention to how many guests they can accommodate, how far they are from the airport, and how easy it is for guests to reach the location. Make sure it fits within your desired price range, and that you are clear on the style of venue you are looking for.
Secure Key Vendors: Research and book a photographer, videographer, DJ, musicians, hair and makeup artists, and caterer.
Book Accommodations: Research and confirm room blocks for guests.
Wedding Attire for Bride and Groom: Begin dress shopping and make sure you have your dress locked in at least 9 months out from the wedding.
Rehearsal Dinner Venue: Reserve and confirm booking.
Launch the Wedding Website: include key details and RSVP information.
Send Save the Dates: Plan your engagement shoot and make sure it reflects who you and your fiancé are. Send out save-the-dates 6-12 months before the wedding day.
Stage 2: Wedding Planning and Design
At this point, we’re about 4-7 months out from the wedding day, and you should be working on developing and finalizing the aesthetic and event flow. This is when design mood boards and detailed logistics come together.
Here’s what you’ll be working on:
Finalize Design Concepts: Create and approve design boards. Confirm theme, color palette, and floral direction.
Confirm Floor Plan: Create a preliminary floor plan and revise as needed.
Lock in Additional Vendors: Any remaining vendor hires (florals, rentals, stationery, entertainment, etc.).
Finalize Attire: Confirm attire for groom, wedding party, and family members.
Invitation Process: Begin invitation design about 6 months out from the wedding. Mail invitations 60 days before the wedding.
Tasting and Design Mock-Up: Schedule tastings and mock-up sessions toward the end of this stage. It’s helpful to do these at the same time to really get a feel for the wedding details.
Stage 3: Wrap-Up and Finalization
From three months out to the wedding date, you should confirm final details and align all vendors to ensure seamless collaboration and execution.
Some tasks you will be finalizing are:
Send out final invitations: Formal invitations are sent 60 days prior to the wedding, with an RSVP deadline of 30 days out. You will want to reach out to anyone who has not responded right after the RSVP deadline.
Finalize Guest Counts: Collect RSVPs and provide counts to the caterer and planner. -Create Detailed Wedding Schedule: Final timeline including vendor arrivals, ceremony, and reception flow.
Design and Approve Printed Day-Of Materials: Menus, signage, programs, escort cards, etc.
Vendor Coordination: Send final details and timelines to all vendors. Confirm receipt and any last adjustments.
Time to Celebrate!
After months of careful planning, coordination, and creative collaboration, it’s finally time to celebrate. This wedding planning approach from BTS offers a behind-the-scenes look at how a luxury wedding comes together with precision, style, and grace.
A special thank you to BTS Event Management for creating and contributing to this blog post.