In talking with fellow wedding and event planners, I’ve noticed that one topic that always sparks a lot of interest is how to manage the timeline, vendor lists and other other pertinent info for the day.  Some may use a clipboard, some carry the wedding notebook with them throughout the day, while others are fully automated and keep the info on their iPhone/Blackberry or other smart phone. 

I’d like to go on the record and say that I do not like the method that I have used in the past – the clipboard.  It’s bulky, hard to keep track of, ties your hands up and to me, feels a little disheveled.  However, the clipboard is what I became accustomed to and I’ve stuck with it out of comfort.  Although I am looking to “upgrade”, the clipboard has been a good way for me to have the information I need throughout the day/evening at my fingertips.  Perhaps if I share the documents that I use on the wedding day, you can see why the clipboard has worked for me.  Here is a list of documents that I use for weddings – keep in mind that every wedding is different, so not all these would apply to each wedding.

-Vendor Contact List – this is a complete list of every vendor involved in the wedding.  I include all the ceremony and reception vendors as well as the guest hotel, couple’s hotel, hair & makeup, transportation, etc.  Each vendor’s cell phone information is included in case I need to reach them on the wedding day.

-Wedding Party Contact List – this list includes all wedding party members, their role, and their cell phone number.

-Timeline:  I create incredibly detailed timelines that include every single detail of the day, from the time the bride starts hair and makeup down to what time all vendors must vacate the reception venue.  I’d be lost without this document.  The average timeline is about 3 pages, but I’ve had 8 page timelines when I’m coordinating the ceremony as well as the reception.

-Copy of Ceremony Program

-Any toasts, poems, readings, etc. I always want to be able to produce a copy of these items in case the person speaking forgets theirs.

-Payment and/or Gratuity List – If there are any remaining payments due, I offer to deliver them as well as any gratuities on behalf of the client.  If they have made arrangements for someone else to deliver them, I check with each vendor at the end of the evening to make sure payment has been received. 

-Floor Plan/Event Layout Diagram

-Inventory List: – this list includes items that belong to FAVOR Events that I need to make sure are returned to me at the end of the evening.  For instance, jars for candy bar set-up; birdcage or satin box for gift cards, photo frames for reserved tables, etc.  I also include a client inventory list of items that need to go home with whoever is taking the wedding gifts on behalf of the couple.

-Seating chart diagram or seating list

As you can see, there are just too many pages to carry around in my hands or to fold and put into a dress pocket.  As mentioned, I’m definitely looking to simplify things, and really want to figure out a way to have my hands free for most of the evening.  So, for our next wedding, I think I will try a couple of new approaches to information management and see which works better for me.  First, I have purchased a small, black leather cross body style bag with lots of pockets.  I plan to fold pages in half to insert in the bag, and I think I could get a few of my most used emergency kit items inside as well.  I could also put a compact and my lip gloss inside for those quick touch up’s that are so necessary. 

The second method I will try is to download all the documents to my iPhone – I’ll probably use Evernote for this.  I believe I will try working strictly from the iPhone and only pull out the actual documents if necessary.  However, I will always have copies on hand, in case the iPhone dies, or I am getting poor reception – I know there are a couple of venues where my phone does not get good reception, if any. 

I am very much a paper person and find comfort in having those pages at my fingertips, as well as the ability to jot down quick notes if we decide to make any last minute timeline changes, so this will be a real challenge for me.

What about you, savvy planners?  What is your current information management style for the wedding or event day?  I know there are some savvy planners out there with streamlined methods and I’d love to hear from you!