Step-by-step timeline of your  Zion Springs wedding

Are you ready to embark on the most magical journey of your life? Are you wondering what the roadmap to your dream wedding at Zion Springs looks like? Dive into this comprehensive guide that outlines every step, from the initial consultation to the moment you say "I do." 

We'll demystify the planning process, offer insider tips, and ensure that every detail resonates with your unique love story. Because at Zion Springs, we promise to make your special day not just memorable but unforgettably your Best Day Ever. 

Your wedding step-by-step timeline

You have just signed your reservation agreement and wedding contract with our wedding experience expert and are now ready to join our events director, who works closely with you through the entire process, thoughtfully guiding you and attending to every detail.  

1. Kick-Off Call: This is where we get to know you! We'll introduce our team, explain our planning process, and discuss photo and video packages, catering, invitations, and more. We'll also engage in the "Best Day Ever" exercise to understand what makes your wedding unique.  This becomes our blueprint; your entire wedding plan is focused on this map.

2. Engagement Shoot: Set against the backdrop of your choice, our photographer captures the raw emotions, shared laughter, and intimate moments that define your relationship.  This shoot provides cherished keepsakes and lets you get comfortable in front of the camera, ensuring more relaxed and natural photos on your big day.

3. Build the Website: Work with our designer on this dedicated space that serves as a central hub where guests can find essential details like the date, venue location, and dress code. It features RSVPs, accommodation recommendations, and even a gift registry. It can also include the couple's love story, engagement photos, and information about the bridal party. In essence, it's a one-stop shop that keeps your guests informed, engaged, and excited about the upcoming celebration.

4. Design Save the Dates: Our designer helps you with the first official announcement of your upcoming nuptials, setting the tone for your wedding's theme and style. This personalized piece informs guests of the date to reserve and offers a glimpse into the ambiance and elegance they can anticipate from your special day.  We take care of getting them to your guests.

5. Food & Beverage/Lodging/Shuttle Consult: A pivotal step in ensuring that every aspect of your wedding flows seamlessly; this is not just about selecting a delectable menu but also ensuring that every guest has a comfortable place to stay and reliable transportation to and from the venue. By diving deep into these logistics, we aim to create an environment where guests can fully immerse themselves in the celebration, free from worries about where they'll sleep or how they'll get back. It's our commitment to making sure that every attendee, from close family to distant friends, feels catered to and cherished.

6. Menu Tasting/Dream Dinner:  Here is a delightful experience where couples get a tantalizing preview of their wedding feast. This isn't just about choosing dishes; it's an immersive culinary journey where you'll sample a range of flavors, textures, and presentations, ensuring that every bite on your wedding day is as memorable as the event itself. 

7. Finalize the Menu: After sampling the tasting menu, you now have an opportunity to tailor the menu to your preferences, ensuring that when the big day arrives, your guests are treated to a meal created by our CIA-trained chef that's not only delicious but also a reflection of your personal tastes and love story.

8. Design the Invitations: Work with our designer to create a beautiful blend of artistry and intention with the first tangible touchpoint of your wedding journey for your guests. It's more than just paper and ink; it's a carefully crafted piece that sets the tone, theme, and anticipation for your special day. From the choice of colors and fonts to the weight of the paper and the intricacy of design elements, every detail is considered to ensure that the invitation resonates with your wedding's essence and warmly beckons your guests to join in the celebration.  

We provide couples with a user-friendly template to compile their guest list, ensuring a smooth transition to our 'Save the Date' and invitation systems. But our support doesn't stop at design. We've integrated a digital system through the couple's wedding website to streamline the RSVP process. As responses come in, they're automatically compiled into a Google spreadsheet. This organized approach ensures that both the bride and groom, as well as our dedicated team, have real-time access to the guest list, making the entire process efficient and stress-free.

9. Photography & Videography Consultation: This is a pivotal step in immortalizing the magic of your wedding day. Our skilled photographer and videographer will walk you through their approach, discussing styles, key moments to capture, and any specific shots or scenes you envision. They'll explain the intricacies of lighting, angles, and timing to ensure that every cherished moment, from the subtle glances to the grand gestures, is captured with precision and artistry. This consultation ensures that you can be in the moment when the day arrives, confident that every memory is being documented for posterity.

10. On-Site Lodging Consultation: Determining on-site lodging is crucial in ensuring that your wedding experience is intimate and convenient. At Zion Springs, we offer the charm of the manor house and the rustic elegance of the barn suites, together accommodating up to 44 guests. This means your closest friends and family can stay right on the premises, eliminating the hassle of travel and allowing for more shared moments and memories. By making these arrangements, we ensure that from the moment you wake up to the time you retire for the night, everything you need is just a few steps away, enveloped in the warmth and comfort of our accommodations.

11. Floral & Design Consultation: This is where your wedding's visual dreams begin to take shape. With the expertise of our in-house florist, this session delves into the world of blooms, palettes, and arrangements, ensuring that every petal and leaf aligns with your envisioned aesthetic. Whether you dream of cascading bouquets, elegant centerpieces, or whimsical floral installations, our florist will guide you through options and ideas, crafting a floral narrative that complements and elevates the ambiance of your special day. It's not just about flowers; it's about creating a cohesive and breathtaking design that resonates with your love story. 

12. Floor Plan Creation: We have a meticulous process that lays the foundation for the flow and feel of your wedding day. Whether envisioning an intimate outdoor ceremony under the open sky or dreaming of an indoor celebration in the barn's rustic charm, crafting the perfect layout is paramount. This step ensures that every seat, table, and decor element is strategically placed for optimal aesthetics and guest comfort. By considering factors like sightlines, accessibility, lighting, sound, and spacing, we create a harmonious environment where every moment, from the exchange of vows to the last dance, unfolds seamlessly and beautifully.

13. Entertainment Planning Consultation: The auditory magic of your wedding comes to life. It's not just about selecting songs but curating a musical journey that underscores every significant moment of your celebration. From the gentle background melodies that set the ambiance to the poignant tracks accompanying your ceremony and the lively beats that ignite the dance floor, every note is chosen with intention. Our state-of-the-art sound system ensures that every lyric, vow, and toast is crystal clear, allowing your guests to be fully immersed in the experience, hanging onto every word and rhythm.

14. 90-Day Check-In: 90 days is a significant milestone in the wedding planning journey. As the big day draws closer, this touchpoint serves as a dedicated moment to:

  • draft the ceremony and reception details
  • revise the design plan
  • finalize the guest shuttles.

It's an opportunity for us to ensure that every aspect of your wedding aligns with your vision and to make any necessary adjustments. By taking stock of where we are and what's left to accomplish, we ensure a smooth and stress-free final stretch leading up to your special day.

15. 60-Day Check-In: 60 days is all about refinement and precision. As the countdown to your wedding continues, this juncture allows us to delve deeper into the specifics, ensuring that every element, from decor to timelines, aligns perfectly with your vision. It's a moment to:

  • review the ceremony and reception details
  • review the design plan revisions
  • book the entertainment call with the DJ

By fine-tuning the details at this stage, we aim to create a seamless experience, ensuring that the final weeks leading up to your big day are as stress-free and enjoyable as possible.

16. 30-Day Walk Through: The “flyover” is a tangible step into the world of your upcoming wedding. As you approach the one-month mark, this walkthrough allows you to step into the venue, breathe in the space, and visualize how each element of your celebration will unfold.  At this stage you:

  • review any open items on the Smartsheet
  • finalize the number of guests at the rehearsal and reception
  • finalize the number of guests requiring accommodation and shuttles
  • finalize and review the invoices

From understanding the flow of the ceremony to picturing where each decor piece will stand, it's an immersive experience that bridges the gap between planning and reality. This hands-on approach ensures that every logistical detail is accounted for, providing a clear and vivid picture of your special day's look and feel.

17. Final Revisions: As the wedding day inches closer, the final revisions become the keystone of ensuring a flawless celebration. This stage is about perfecting every detail, from confirming the final guest count and making any necessary adjustments to the floor plans, to refining design elements and solidifying transportation logistics. It's a comprehensive review that ensures every facet of the wedding aligns seamlessly with your vision. By addressing and fine-tuning these final elements, we ensure that your big day unfolds exactly as you've dreamed, with no detail left to chance.

18. Week Of Wedding Check-In: Here is the final touchpoint before the grand celebration. As the anticipation peaks, this check-in serves as a moment to review and confirm all the last-minute details. From rechecking shuttle arrival times to ensuring every decor element is in place, it's our meticulous approach to leaving no stone unturned. This crucial step is all about ensuring that everything is set to unfold seamlessly, allowing you to step into your wedding day with confidence, knowing that every detail has been curated to perfection.


FAQs: Ensuring that your wedding is the Best Day Ever

How do you handle communications with the bridal party?

Clear communication is the backbone of a flawless wedding, and our approach is designed to keep everyone in sync. We utilize a unified planning tool, "Smartsheet," which serves as a central hub for all wedding-related details and tasks.

Both the bride and groom and all the members of your Zion Springs team have access to this planner, ensuring everyone is on the same page at all times. And if there are key family members assisting with the preparations, you can easily share this tool with them. This cohesive approach eliminates the risk of miscommunication or oversight, ensuring that every aspect of your special day is coordinated to perfection.

How can I be certain that everything will run smoothly?

For us, ensuring a seamless wedding day revolves around meticulous planning and prioritizing the bride and groom's desires. Our approach is rooted in placing the couple's wishes at the forefront, striving to adhere to the established plan with utmost precision. We believe in letting the couple bask in the joy of their day, minimizing interruptions and queries. We empower our entire team to deliver a flawless event by diligently following our systematic planning process.

The key to a smooth-sailing wedding lies in comprehensive planning, coordination, and clear communication well in advance of the big day. This ensures that everything unfolds just as envisioned when the day arrives, allowing the couple to truly savor each moment. 

Can I add personal touches and unique elements to my wedding?

Understanding that every couple's love story is unique, we take pride in weaving personal touches into every wedding we host. Our all-inclusive approach, paired with the flexibility offered by our venue, allows us to seamlessly integrate elements that hold sentimental value to the couple.

Whether it's showcasing cherished photos of beloved pets, setting up family memorial tables, incorporating nods to favorite sports teams, or playing a soundtrack that resonates with the couple's journey, we're committed to crafting an ambiance that's not just beautiful but deeply personal and reflective of the couple's shared memories and passions. 

What role does Zion Springs play in coordinating the wedding rehearsal, and how do you ensure that the bridal party and families are well-prepared?

The wedding rehearsal is a crucial step in ensuring that the actual day unfolds seamlessly, and our role in this is hands-on and comprehensive. We dedicate at least an hour specifically for rehearsing both the ceremony and reception. Alongside key players like the DJ, officiant, and photographer, our event director personally guides the bridal party and families through every phase of the ceremony.

We meticulously review each detail from the initial processional to the final recessional. This thorough approach ensures that everyone is well-acquainted with their roles and the flow of events, setting the stage for a flawless wedding day. 

How do you ensure that our personalities and preferences are reflected in every aspect of our wedding day?

One of the most common concerns for couples is ensuring their wedding truly feels like "theirs." At Zion Springs, we prioritize personalization from the very beginning. During our initial Kick Off Call, we engage couples in a unique exercise called "The Best Day Ever." This exercise is designed to delve deep into what matters most to both the bride and groom, capturing the essence of their individual personalities and shared journey.

As we progress through subsequent meetings, this foundational understanding serves as our touchstone, ensuring every decision made resonates with the couple's vision. Our guiding principle is simple yet profound: genuine listening. By truly hearing and understanding your desires, we craft a celebration that's unmistakably and beautifully yours.

Starting your wedding journey with Zion Springs 

In the intricate dance of wedding planning, every step, every decision, and every detail is a testament to the love story being celebrated. At Zion Springs, our commitment goes beyond just orchestrating an event; it's about weaving together moments, memories, and dreams into a day that stands as a timeless testament to love.

With a blend of meticulous planning, personalized touches, and genuine understanding, we aim to transform your vision into a reality that not only meets but exceeds your deepest hopes. As you embark on this beautiful journey of togetherness, know that we're here to ensure every chapter is as enchanting as the love it celebrates. Here's to new beginnings, everlasting memories, and a wedding day that truly feels like a dream come to life. 

For couples embarking on the beautiful journey of wedding planning, knowledge is your best companion. We invite you to explore our detailed 12-month timeline article, designed to guide you through each pivotal step toward your big day.

But don't stop there! Dive deeper into our treasure trove of insights, tips, and expert advice on our Zion Springs blog. We have articles on a 9-month, 6-month, and 3-month wedding timelines too. Equip yourself with the wisdom and inspiration you need to craft a celebration that's as unique and unforgettable as your love story.