Wedding & event planning is new to most couples.

Planning a wedding is a big job, even for an experienced professional. But those new to wedding planning just don’t know what they don’t know. There may be blank spots; missing data; uncertainty getting in the way of enjoying the creative process of wedding planning.

Hello. My name is Eric Zimmermann.

I am a DJ, Master of Ceremonies, Pianist, Bandleader and Host of Wedding & Event Podcast. My wife Sheila and I founded Elegant Music in 1990.

The Itinerary SKETCH by Elegant Music

A celebration starts with music as guests arrive.

Music continues throughout the event with the occasional break for announcements.

Each part of your celebration can have its own music.

I am not a Wedding Planner or a Wedding Coordinator, however, as a DJ/Master of Ceremonies and professional musician I want an event to go well. So, I am very interested in a well-written itinerary.

Wedding Reception Dancers @ Villa Sancti di Bella Vista

An Itinerary Sketch is an Organizing Tool

A well-written itinerary shows the progression of the event.

An itinerary sketch helps couples who are planning their wedding envision their special day. This can be done before the couple has secured their wedding date or even before they have chosen their location. It’s fun to do. It’s free to do and very creative.

Wedding Reception Dancers Falkner Winery Temecula, CA.

Aligning Vendor Services.

Often couples new to wedding planning don’t know what questions to ask a vendor. A well-written itinerary sketch is a communication to your wedding vendors that shows a lot about your wedding. Sharing your sketch with your prospective vendors starts the conversation.

A couple can use an itinerary sketch to align the services of the vendors they will be hiring. For example: Take your itinerary sketch when meeting with your Location, your Caterer, Florist, Musicians and Photographer. Share your sketch with your prospective vendors. The itinerary sketch will show how their services will fit into your celebration.

Getting an accurate quote from a vendor is much easier with an itinerary sketch to refer to. Before giving a quote the vendor will want to understand your wedding. An itinerary sketch communicates a lot about your wedding to a potential wedding vendor.

In the early stages of planning, items on the itinerary sketch can be moved around and viewed one way and then another. The client and vendors can see the relationship between activities and can plan accordingly.

Discuss your itinerary sketch with each vendor you meet with. Wedding vendors are creative people. They will be more than happy to talk with you give you helpful advice.

An Itinerary SKETCH helps to define the scope of service and encourages further discussion. First a consultation is done to create the sketch. Then, further conversation further defines and corrects the sketch. Realizations occur as the parts of the event become aligned.

On the “day of” vendors given a copy of the completed itinerary can predict what is coming up in the event and will be in the right place at the right time and ready for the next activity. Actually it is better that your vendors receive your itinerary well in advance of your wedding day.

String Quartet with Harp — Elegant Music Quartet with Harp. See: Quartets of Elegant Music

Organizing A Full Evening of Entertainment

Many activities and services will come together on the day of your wedding. Your Itinerary sketch shows when activities such as toasts, music, food service will occur. It is a very good idea to work all of this out ahead of time and make sure that it all makes sense to you, before your special day.

The itinerary will develop and change as planning becomes complete. Once done or nearly done, it is easy to see your wedding day at a glance. A well-written itinerary provides “peace of mind” (for everyone).

With a little guidance from an experienced event professional a couple could (and should) compose their own Itinerary SKETCH. This will help them gain more certainty about their wedding and make planning easier.

For a variety of reasons I think it is important that the client (and event professional helping them) create the itinerary sketch together. Just emailing a timeline to someone who may already be overwhelmed with the new experience of having to plan a large event might not be as helpful as it would be if they created it together.

Note: To help define the scope of service, every agreement/contract by Elegant Music includes an itinerary sketch. For reference, please see downloadable itinerary sketches at this link: A Full Evening of Entertainment.

Eric Zimmermann Master of Ceremonies

Live Music & DJ/Master of Ceremonies

For many reasons I think it is important to include “scripted announcements” as part of the itinerary. For example: Some DJs may talk too much; or improvise or may say inappropriate things. Have your Master of Ceremonies submit to you a script of their announcements they will be making. Read and approve or correct their proposed announcements. Then, you will have some control over what your MC will say. For me as a DJ/Master of Ceremonies, rehearsed scripted announcements is part of being prepared for the gig.

An agreed-upon itinerary assists the Coordinator and Master of Ceremonies to maintain a smooth flow as the event progresses from one activity to the next. For example: While the current presenter is speaking, the coordinator is making sure the next presenter is in the ready position (or at least in the room) and lets them know they are next to speak.

Your wedding coordinator after considering many factors will have the final word on the itinerary.

Please see: The Working Relationship of Your Coordinator and Master of Ceremonies

Also, do go over this itinerary SKETCH with your fiancee :-)

I don’t usually eat sweets, but at this wedding the mother of the bride had been a Beverly Hills Confectioner. Guests enthusiastically insisted that I help myself… I couldn’t help myself, so I helped myself ;-)

Enjoy Planning Your Wedding

“Wedding Stress” can be alleviated by a well-written itinerary. This is something that couples can do themselves. With a little guidance from an experienced event professional, couples and their families can enjoy planning and have a beautiful, successful celebration.