Meadows Event Center LLC

Weddings can be hard work! But there’s a way to stay calm and collected when it comes to planning the perfect Denver wedding. Take a look at this wedding planning timeline. While it’s based on a 12-month period, the same steps apply even if you’re short on time. Check off each task as it’s completed and feel a sense of satisfaction and control over the Big Day!

Why Do I Need a Wedding Planning Timeline?

A beautiful wedding doesn’t appear out of thin air. Ever since a cave couple carved a Save the Date, there’s been a “method to the madness” when it comes to wedding planning. Each planning step builds on the previous one. Think of it this way: you may have some wonderful ideas for decor, but until you nail down your venue, you can’t decide which ones to implement.

By using this sequence, you can rest assured your Denver wedding planning timeline will keep you on track with all the details. And even if you don’t take a full year to plan, if you follow the order you can still pull off an amazing wedding on short notice.

First Things First for Your Denver Wedding (12 months)

Couples typically spend a year when it comes to planning a wedding. During the first three months, you’ll want to focus on these areas.

Set a Date: It may be one that has personal significance to you as a couple. Or it might just be a date that’s available at your dream venue. If your date is not set in stone, you’ll have more flexibility in finding just the right ceremony and reception locations. Think of the season rather than a specific day you want to exchange your vows.

Many couples love an outdoor wedding. At Meadows Event Center, our outdoor celebrations are centered around a charming  gazebo and can accommodate up to 200 guests.

Find Your Site(s) and Officiant: You’ll need to decide if you want your ceremony at a separate location from your venue. Many couples opt for the convenience of having the ceremony and reception in one place. But either way, you’ll need someone to perform your ceremony. This is also the time to look for a caterer if needed. Once you’ve found your venue, ask for referrals.

Need help deciding on the perfect Denver wedding venue? Check out these things to keep in mind when you’re on the hunt. And here are 16 questions to ask your officiant.

Get Started on These Timeline Tasks, Too!

Start that Guest List: You don’t need to nail down every invite, but you do need an idea of how many you want to invite. This impacts not only your venue selection, but also heavily influences the next step.

Determine a Budget: The more detail you can give your budget, the better. A spreadsheet is probably the simplest way to keep up. Make a list of all the products and services you’ll need – even the little details, because they add up! And don’t forget to allow some “wiggle room” to cover unexpected expenses. Make a column for estimated expenditures and then one for actual. Bridal Musings has a spreadsheet template. Just download and input your numbers.

Hire a Wedding Planner: If you’re feeling overwhelmed, pressed for time, or just not into all the details, this is the time to hire a full service wedding planner. This professional will help you prioritize what’s important to you as a couple, making sure you’re spending your budget on what’s right for you. A great Denver wedding planner will give you peace of mind.

Time to Shop (9 Months)

Now that you’ve nailed down your wedding venue, date, guest list (for the most part) and budget, you’re ready to shop. And you’ll want to get out those Save the Date announcements.

Bridal Attire: Yes, you can get a gown off the rack on short notice, but why not enjoy the process and discover all your options? And if you are ordering a gown, you do need to allow time for garment construction and shipping. Plus, don’t forget your partner and bridal party.

Select a Photographer and Videographer: Referrals from recently married couples always come in handy when selecting these wedding pros. Wedding expos are another great resource for finding a photographer and videographer. Remember, while price is important, your comfort level with these professionals is paramount. After all, they’ll be with you all day capturing every moment.

Your venue manager is another important referral source. At The Meadows, we believe each couple should have the ability to select their caterer and vendors. Ask for our recommended vendors list and choose from a variety of local options.

Determine Your Honeymoon Destination: Your honeymoon will probably be the most expensive trip you ever take, so planning early gives you time to save and pay. There are tremendous advantages in using a travel professional specializing in honeymoons and destination weddings. They regularly tour and experience hotels and resorts and know the hidden gems.

Into the Swing of Things (6 Months)

You’re on a roll with your timeline. Now that you have some of the “big ticket” items under control, turn your attention to these wedding day memory makers.

Book Ceremony & Reception Entertainment: Music literally sets the tone for your wedding day and there are many different possible arrangements, such as a quartet for your ceremony and cocktail, then a DJ for dinner and dancing. You’ll also want to take a look at entertainment enhancements like lighting effects. And if you’re not working with a wedding planner or day-of coordinator, you’ll find your DJ is a timeline guru when it comes to the flow of your reception.

Choose Decor & Florals: Don’t get hung up on specific flowers, but rather focus on colors and textures. Give your designers artistic license and let their creativity shine through. Ask how you can repurpose decor, like your using your ceremony arch behind your sweetheart table.

More Details for Your Denver Wedding Planning Timeline

Take a Look at Invitations: While many couples are opting for digital Save the Date announcements and even wedding invitations, there is something quite special about receiving that oversized envelope in the mail. Your invitation not only gives your guests vital information, it reflects the vibe of your day. Take a look at these beautiful and eco-friendly invites.

Let Them Eat Cake: Again, referrals and bridal shows are excellent ways to find your baker. Some all-inclusive wedding venues include a wedding cake in their packages. This is also a good time to think about a dessert table or after-party sugary treats.

The Homestretch (3 Months)

The last few months are when you need to be at your detail-oriented best. Divide and conquer these tasks with your soon to be spouse. And take a break to discover some hair and makeup options and secure those services.

If you don’t have a full service planner, this is a good time to check out Day Of Wedding Coordinators. Think of your DOC as your personal assistant who allows you to have a relaxed, stress free, wonderful day. Pair your DOC with your venue manager and you have a dynamic wedding duo!

Finalize Honeymoon Plans: Passports, vaccinations, final payments – your travel agent will make sure you have what you need for this trip of a lifetime.

Find a Rehearsal Dinner Location: The rehearsal dinner is usually a casual affair and it gives families a chance to get to know one another a little better.  To make the guest list easy, anyone who is involved in the rehearsal should be invited to the dinner. Martha Stewart has some great advice on who gets a dinner invite.

Reserve Room Blocks: While you’re under no obligation to pay for guest accommodations, it’s thoughtful to have a block of hotel rooms reserved. You may want more than one lodging option, depending on your guests’ needs (and budget). And by reserving a block, your guests get a discount.

Choose Wedding Day Transportation: Or at least figure out how you’re getting from Point A to Point B. If you have a lot of out of town guests, you may want to consider some sort of shuttle service for them. Often hotels at nearby wedding venues offer this service.

You’re Almost There!

Arrange for a Marriage License: Here’s how to apply for one in Denver. Your certificate must be signed within 35 days of issuance, but it doesn’t hurt to know what’s required and what you will need.

Buy Wedding Rings: This gives you time to have them engraved with a special sentiment. Make a lunch date out of it and enjoy selecting!

Work on Your DIY Decor: Have some fun with all those little details if that’s your thing!

Mail Invitations: Typically, these are sent six to eight weeks before your wedding. And since destination weddings require some extra planning for your guests, you’ll want to get those in the mail about three months out.

Final Countdown (1 Month)

If you’ve followed your wedding timeline, you should be in great shape! Treat your attendants, Mom and future MIL to brunch or host a luncheon. Check off these final items and you’re good to go down the aisle.

Final fittings and vendor confirmations: For the couple’s attire as well as the wedding party. Confirm your vendors and provide them any last minute changes.

Purchase gifts: You’ll get your share, so spread the love with thoughtful gifts for your bridal party. Think out of the box with a unique outing or experience.

Confirm hair and makeup appointments: You may have tentatively booked these when you tried new styles, but make sure you are on the books.

Let Us Help You Plan the Perfect Day

With its college town vibe, rolling grassland plains, and warm, dry spring and summer days, Greeley offers history, charm, and recreation for you and your wedding guests. Planning a Front Range wedding? Here are some tips to remember when touring Greeley CO wedding venues.

Find your Inspiration

Your wedding day reflects who you are as a couple. Think about what brought you together. Maybe it’s a love of nature, a passion for fine food, or enthusiasm for music or art. Use those interests to form your inspiration and wedding theme.

Complement Your Theme with the Right Venue

A theme is a way to tell your love story. It's reflected in your location, food and beverage, attire, decor, and entertainment. Your venue serves as the “stage”.

As one of the top Greeley CO wedding venues, the grounds and panoramic views of Meadows Event Center set the stage for any theme. With five beautifully manicured acres, the landscape features multiple water features, a picture perfect gazebo, and a flagstone patio.

Set a Date

Or at least determine the time of year you’d like to marry. There are “low” and “high” wedding seasons. At The Meadows, our wedding season is May - October. And we offer “off season” discounts for January - April as well as November and December.

Some dates book a year in advance. If you have your heart set on a particular location, consider alternative dates. Friday evenings and Sunday afternoons are great choices if the majority of your guests are local.

Get a Grip on the Guest List

While you don’t need an exact head count, you need at least a general idea of the number of guests you anticipate. This estimate helps you match up the venue’s capacity.

Be sure to understand what a space can comfortably accommodate. Tight space impedes the flow of the event, but you also don’t want a place that feels cavernous. Meadows Event Center can accommodate up to a maximum of 175 guests for an indoor event and up to 200 with combined indoor/outdoor seating (weather permitting).

Put Together a Rough Budget

Venue rental, along with food and beverage, are going to take the lion’s share of your budget. Wedding planning websites advise allocating 40% of your budget to venue rental and catering.

And if your vision relies heavily on bringing in decor, like uplighting, draping, even lounge furniture, you need to factor it in as well. Brides.com has a great pie chart showing a typical wedding budget breakdown.

Will your ceremony and reception be at the same location?

Many couples opt for the convenience of having everything in one place. It saves time, so you can take more amazing photos. And if you have a lot of out of town guests, you don’t need to worry about transportation from one place to the other - or your guests getting lost.

The Meadows Event Center can easily accommodate both a ceremony and reception. In addition to the outdoor space, The Meadows features a private 4,000 square-foot indoor venue with a stunning chandelier, towering columns and arches. There’s also a lovely fireplace along with eight panels of stained glass.

But you may want to take your vows in another special place and then bring the party here. Consider transportation service, at least for the bridal party and family. This way you can make sure everyone’s together for photos while your guests enjoy cocktail time. And definitely include accurate directions on your wedding website or an insert in your invitations.

Is there a Plan B for your wedding?

Outdoor ceremonies and receptions are awesome, but sometimes Mother Nature is an uninvited guest. Find out how the venue handles inclement weather. Ideally, you will have an indoor location that accommodates your headcount. Meadows Event Center hosts up to 165 guests in our Grand Hall for a ceremony.

Are you the one and only?

There’s a tremendous advantage in working with a venue that hosts only one wedding at a time. The Meadows does just that, making sure every couple is able to enjoy all the stunning features and locations we offer.

Does the floor plan allow for all the activities?

The math is pretty easy when it comes to table setup for dining, but you’ll also want to factor in other activities. All of these components add to the flow of your event so guests can have a seamless experience. Consider these questions when touring a venue.

Where will your cake go?

Is there a stage for a band or DJ?

Do you want a lounge for other entertainment?

Is there a place for your guest book/favors/cards and gifts?

How about a dance floor?

What about a photo booth?

And don’t forget you and your bridal party. Will you and your wedding squad get dressed at the venue? Is there adequate space and light for hair and makeup? How about a groom’s room? And is there any space where you and your partner can have a quiet moment?

The Equipment

Whether it’s an all-inclusive property or a “stand alone” venue, you’ll need some equipment. Most venues offer, at the minimum, tables and chairs. A Meadows Event Center rental includes tables, chairs, china packages, and selection of colored linen and décor packages. And we can assist you with other items to complete your day.

Are you looking for all-inclusive reception planning?

Many venues offer all-inclusive receptions. Typically there are packages based on price per person. But they are by no means cookie cutter. You’ll find a nice choice of entrees and sides, along with cocktail hour apps and bar options.

At Meadows Event Center, our Crystal Package includes a full open bar, cocktail hour appetizers, and complete dinner service with a choice of four different menus. We even provide the late night snacks to keep the party going!

Venues often have a list of preferred caterers. This is a great benefit because these folks know the lay of the land when it comes to working that venue. As one of the top Fort Lupton wedding venues, Meadows Event Center has a helpful recommended vendors list, including off-premises caterers, restaurants, and drop-off catering. Or you can select your own caterer.

Consider Your Guests

Is your guest list mainly locals or do you have friends and family coming into town? If your venue isn’t a hotel, you’ll want a place with nearby guest accommodations. Hotels offer discounts on blocks of guest rooms and many provide shuttle service to and from your wedding location.

When considering your guests, do any have issues with mobility? Review logistics with your venue coordinator. And what about kids - will they be part of the festivities or is this an adults only affair? If they’re part of the guest list, you might want a separate area and a sitter. This allows parents a safe space for their children and allows all to enjoy the reception.

Check Out Any Venue Restrictions

Is it “couple’s choice'' when it comes to other wedding pros or are you required to work with only approved vendors? And many venues now require that you have a professional DOC (Day of Coordinator).

Think of your venue manager and your DOC, along with your DJ, as a team. Each has their own responsibilities, but they work together to ensure your vision. Get a clear understanding of what your venue manager will do for you.

Read the reviews

Reviews can serve as an important tool when selecting your venue. Look for comments that are specific to your needs. For example, if top notch food and culinary creativity are important to you, look for those comments.

Be sure to read Meadows Event Center's reviews on Google.

Take the Tour

While looking at photos online goes a long way, there’s nothing like a tour. It helps you confirm if the location aligns with your theme and gives you a chance to ask important questions.

Good communication is the foundation for a successful event. And trust your instincts. Personality is going to play a role in just about every major vendor decision. A caring, professional staff goes a long way in easing those wedding day jitters.

Prepare a List of Pros and Cons

Venue hunting can be daunting. And the places can end up all meshing in your mind. Who had that awesome ceremony site view? Who had that intimate garden for first look photos? If you keep a simple spreadsheet with venue names, brief descriptions and prices, you can then put together a list of pros and cons for each property.

Review the Contract Thoroughly

Don't be afraid to ask questions! After all, how often do you plan a party with 100+ guests? Know how much of a deposit you’ll need and when final payment is due. What is the cancellation policy? Find out when you can take a venue walk through with your DOC. If you’re using one location for everything, find out when you can have your rehearsal.

If your venue is providing the food, when will you plan the menu and have a tasting? What are the policies - everything from one day liquor licenses and liability insurance to decor and departure restrictions? What is your time frame for setup and breakdown? Are there noise or alcohol restrictions?

Your Perfect Greeley Wedding