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01Before hiring
Getting Started
Start with three priorities, a financial limit, an estimate of guests and a date window. Only then compare solutions.
Decide together
- What are the three things you most want to feel during the day?
- What do you accept to simplify?
- Who decides when they don't agree?
- How much real time do you have to organize?
Decide how much support you need
- Full-service wedding planner before choosing the venue?
- Partial coordination or just on the day?
- Will you organise it yourselves with one person responsible for operations?
- Who keeps the final version of the plan?
A possible sequence, not a rule
A full-service wedding planner can help you choose the region, format and venue. If you already know the photography team or another essential supplier, check their availability in parallel. The right order protects your priorities without creating hidden dependencies.
Limits that help
Budget and guests
The budget and the number of guests feed each other. Work with total values and reserve a margin of 10% to 15%.
A realistic budget
- Maximum budget without financial contributions that are not yet confirmed?
- Does the quote include VAT, travel, setup and overtime?
- How much is contracted, paid and yet to be paid?
- Which priority receives the most investment?
A realistic guest list
- Indispensable, nearby and “if there is space”?
- Rule for children and companions?
- Response deadline?
- Cost per person after all extras?
Often overlooked costs
Supplier meals, tolls, accommodation, trials, outfit alterations, venue fees, printing, parking, transfers, licences, dismantling, cleaning, overtime and the wet-weather plan.
How to compare proposals
Compare the same perimeter: quantity, duration, team, travel, VAT, deliveries, limits, overtime and cancellation. The lower amount may cover fewer things.
Record a single truthThe Planner separates planned, contracted, paid and unpaid.
Build your budget →
03Dependencies first
Booking suppliers
Start with planning support, the ceremony and the venue. At the same time, contact suppliers with limited availability or those who matter most to you.
- Wedding planner or coordination strategy12–18 months, when full support is available.
- Ceremony, space and dateConfirmed together, with real plan B.
- Photography and film9–15 months; earlier if the team is a priority.
- Catering, DJ, band and entertainment8–14 months, depending on whether or not they are included.
- Decoration, flowers, clothing and beauty6–12 months, respecting tests and production.
- Invitations, transportation, cake and details4–8 months, after stable bases.
What can move forward in parallel?
Check the venue, church or celebrant and your essential suppliers in parallel. Avoid paying non-refundable retainers until the same date is confirmed across every dependency.
Direct experienceExplore the teams and venues we would confidently recommend to close friends.
See recommendations →
04Visit before deciding
Venue, catering and wet-weather plan
Visit at the approximate time of the wedding and ask to see the actual setup with tables, dance floor, sound, plan B and access.
Space and logistics
- Seated capacity with the dance floor and stage in place?
- Exclusivity and included zones?
- Access, parking and loading arrangements?
- Noise limits and extension?
- Air conditioning and accessibility?
Food and staff
- Own or external catering?
- Allergies, cake, drinks and late-night food?
- How many supplier meals are included?
- Are they complete and equivalent?
- Are they served without wasting moments?
A wet-weather plan must be both beautiful and workable
Confirm capacity, circulation, acoustics, light, air conditioning, changeover time and who decides until what time. “There is a covered room” is not a plan.
Team meal
Photography, video, animation and coordination take many hours. Confirm in writing a complete meal, equivalent in quality, quantity and variety, served at the same time or immediately before. Whenever possible, the team maintains visual contact with the room so as not to miss speeches or surprises.
During visitOpen this list on your cell phone and write down answers, responsible parties and promised conditions.
Save venue details →
Confirm who works on the day, what is included, limits, payments, cancellation, replacement and operational needs.
Before paying the retainer
- Company name, tax number and contractual contact?
- Name and number of professionals?
- Hours, location and travel?
- Deliveries, quantities and deadlines?
- VAT and all extras?
If something changes
- Postponement and cancellation policy?
- Replacement with an equivalent professional?
- Force majeure and unavailability?
- Responsibility for licenses?
- Insurance and equipment damage?
Photography and film
See complete works and confirm who will be present, coverage, audio, backups, deadline, gallery, film, album, usage rights and drone limits. Legal authorization and weather may prevent flights.
DJ, band and entertainment
Confirm ceremony, cocktail and party sound, microphones, power, lighting, repertoire, prohibited requests, setup, meals, schedule and technical plan with the space.
Decoration, clothing and beauty
Ask for a mock-up or written description, quantities, substitute flowers, setup, collection, fittings, alterations, touch-ups, travel and the exact completion time.
Avoid informal memoryKeep the contract, contact details, retainer and next instalment in one record.
Add supplier →
06Portugal
Ceremony and documents
Requirements depend on nationality, modality and personal situation. Use this list as a guide and confirm the specific case with the Civil Registry and the celebrating entity.
Civil marriage
- Valid identification.
- Modality, place, day and time.
- Matrimonial property regime.
- Prenuptial agreement, when applicable.
- Additional documentation for foreigners or attorney-in-fact.
Catholic or religious
- Reservation and process with the community.
- Documents and preparation ordered locally.
- Civil Registration Certificate.
- Readings, music and rules of space.
- Coordination between parishes, if they are different.
Foreign citizens
Identification, birth certificate, certificate of marital capacity, legalization, certified translation and interpreter may be requested. Validity varies by country: confirm before ordering documents.
Wedding-day document folder
Place the required identification, celebrant confirmations, printed vows, labelled rings, final ceremony plan and emergency contacts in one folder, then entrust it to one person.
Start from the time of the ceremony, add displacements and margins, and build the preparation behind. A schedule must have assignees, not just hours.
- CeremonyScheduled time, processional, duration and recessional.
- Arrival of teamsParking, unloading, testing and positioning time.
- PreparationBeauty completed before dressing, details, portraits and family.
- JourneyNormal journey time + parking + traffic buffer.
- Cocktail and sessionShort family groups and couple portraits without keeping you away from the celebration.
- Meal and partySpeeches, surprises and openings shared with all teams.
Distance is not the same as journey time
Save the exact pin for every entrance and check traffic for the same time and weekday. Add parking, walking, lifts, tolls and a sensible buffer.
Surprises and processionals
Please advise coordination, photography, video and animation. Entry only begins when essential teams confirm position and sound.
Personalised timelineThe Planner works backwards from the ceremony and stores every address and responsible contact.
Create schedule →
A good experience comes from clear information: access, timetables, accommodation, transport, dress code, children, diets and support contact.
Before the day
- Individual RSVP and companion?
- Allergies and dietary restrictions?
- Mobility, pregnancy and children?
- Parking and entry pin?
- Transport and accommodation?
On the wedding day
- Person receiving calls?
- Signage and reserved seats?
- Water, shade or heating?
- Updated table plan?
- Who will gather each family group?
Family photos without missing the cocktail
Prepare a short list, grouped by family branch, and choose two people who know the names. Make the biggest groups first.
Accessibility goes beyond a ramp
Confirm complete route, floor, width, bathrooms, seats, parking, transport, light, sound and rest space.
Living listKeep each RSVP, table assignment, dietary need, transport detail and note in one reliable version.
Arrange guests →
In the final week, add nothing new: confirm responsibilities, payments, contacts, the agreed timeline and the wet-weather plan.
7 to 15 days before
- Final number and diets sent?
- Schedule accepted by all teams?
- Verified addresses and pins?
- Payments and documents organized?
- Plan B with decision and responsible?
Emergency kit
- Documents, rings and vows?
- Water, snacks and medication?
- Sewing kit, tape, plasters and stain remover?
- Chargers and powerbank?
- Replacement shoes and clothing?
Who should know what?
Share the full version with coordination and main teams. For guests, send only the information they need. The couple should not be the switchboard.
End-of-night checklist
Define who collects gifts, envelopes, personal decoration, clothes, documents, cake, flowers and forgotten objects. Confirm return transport.
FAQ
The essentials, without complicating things.
Is it mandatory to create an account?
No. Check-up and Planner work locally. The account is used to synchronize and retrieve data on another device.
Does Amaral receive a commission for recommendations?
There is no implicit commission. Recommendations reflect direct experience and reviewed information; each couple must confirm availability and contract.
Does this Guide replace a wedding planner or legal advice?
No. It organises decisions and questions. Documentary and legal matters must be confirmed with official sources, while a wedding planner provides much broader human and operational support.
