All Episodes

May 19, 2025 17 mins

Planning your wedding without a system? That’s a one-way ticket to stress city. In this episode of The Snagged Podcast, wedding expert and educator Sarah Lizabeth shares exactly what to include in your wedding planning binder—whether you’re team paper, team digital, or somewhere in between. With over 20 years of wedding planning experience, Sarah breaks down how to create a binder that keeps you organized, helps you communicate with vendors, saves you money, and makes you feel calm and confident as the big day approaches. Learn what checklists, schedules, contacts, receipts, and emergency tools you need—plus hear the real stories from behind the scenes that prove why this binder is a must-have for every bride.

Perfect for newly engaged couples, DIY brides, and even aspiring planners, this episode is packed with wedding planning tips, timelines, and tools you’ll want on hand.

💍 Ready to take the stress out of wedding planning?

🎓 Join Sarah’s FREE class: Wedding Planning 101 – How to Start, Simplify & Effortlessly Plan a Dream Wedding 👉 Save your seat here

✨ Explore the full planning system in: 💍 The Wedding Planning Process Masterclass

📋 Download the Wedding Planning Checklist, Timeline & Vendor Scripts: 👉 Get your tools at WedPlanPro.com

📸 Follow along for tips & inspo:

Instagram @wedplanpro

Pinterest @wedplanpro

🎙️ Catch more episodes of The Snagged Podcast on the blog or wherever you listen.

Check out the Blog

Thank you to our show sponsors! 

Mark as Played
Transcript

Episode Transcript

Available transcripts are automatically generated. Complete accuracy is not guaranteed.
(00:00):
welcome to the snagged podcast
where wedding planning meets real life
real lessons and a whole lot of unexpected snags
I'm Sarah Lizabeth
a wedding planner and storyteller who has seen it all
from dream weddings
to the beautiful mess that is love and marriage
here
I don't just talk about planning the perfect wedding

(00:20):
I talk about the snags the mistakes
the mishaps
and the moments that taught me the biggest lessons
because let's be real life
love and marriage are never as perfect as we planned
but that's what makes them worth talking about
so whether you're knee deep in wedding planning
navigating marriage or just love

(00:42):
a good story about lessons Learned the hard way
this is your place to feel normal
so grab your coffee or your wine
I don't judge and take a deep breath and let's connect
because sometimes the best stories start with a snag

(01:03):
hey friends
and welcome back to the snagged podcast
I'm your host Sarah Lizabeth
wedding expert educator
and someone who's been living and breathing weddings
over the last two decades
whether you just said yes
or you're deep in the wedding planning process
and feeling that mix of excitement

(01:23):
what have I gotten myself into
you're absolutely in the right place
today
we're diving into one of my all time favorite tools
for staying organized the wedding planning binder
yes it might sound a little old school
in the age of wedding planning apps
and Pinterest boards but stick with me
because it's one of the most powerful tools

(01:45):
you can use to bring clarity
calm and structure to your planning process
we'll go over what to include
how to set it up and why
it's still one of the most effective
ways to keep your wedding plans
on track even in this digital world we live in today
but before we get into the details

(02:05):
let me rewind a little bit
and share a quick story with you on
how this whole binder obsession began
when I started planning weddings over 20 years ago
I didn't have a clue what I was doing
no Pinterest no wedding planning websites
no wedding planning apps or checklists to download
I just I was just showing up to weddings

(02:26):
with what was in my memory
and a whole lot of winging it
I vividly remember one of my very first weddings
I was running around like a chicken
with my head cut off
trying to remember what needed to get done
and when spoiler alert
it didn't go well I forgot key vendor arrival times
I forgot some very important details

(02:49):
and I spent most of the day catching up
the chaos taught me something very fast
that I needed to learn I needed a system
a reliable go to place
where I could keep all of the wedding details
in one spot from the timelines and vendor contracts
to design inspiration and the seating charts

(03:10):
so I created my very first wedding binder
and let me tell you it changed everything
it gave me structure confidence
and a sense of calm
that I didn't even know I was missing
being organized is how I stay so calm
on the wedding days I know what to do
I have a plan I have a system that works

(03:33):
now for me this wasn't a traditional three ring binder
over time I created a digital wedding planning binder
for each client
so that I could access their information anytime
anywhere because let's be real
clients would text me in the middle of the night
in full blown panic because

(03:53):
they were having those stressful dreams
that kept them up until 2:00am
and because
I'm a person who does not like to let anyone down
at that time I had zero boundaries
and I knew
I had to be able to pull up their wedding details
as fast as I could so I could respond at 2:00am
so I went digital but whether you're a bride

(04:15):
a groom a parent helping out
or even a new wedding planner
just starting your career
having some kind of wedding binder
digital or physical is going to save your sanity
trust me on this one not everyone wants to go digital
and that's okay some of you love to feel printed
checklist or color coded tabs and pretty dividers

(04:38):
I get it I hear you
I see you and others of you want it all in
a Google Drive
or in an app you can access from your phone
either way what matters most is that you have a place
to keep your wedding planning process organized
I can't even tell you how many times
vendors come up to me on a wedding day and say
this is the most detailed timeline I have ever seen

(05:01):
or
they tell me that other planners they've worked with
don't even show up with any kind of plan of the day
and that completely blows my mind
I mean how do you run a wedding without a schedule
a layout or even a basic plan
to me that's just like
trying to cook a 5 course dinner without a recipe

(05:22):
so in this episode
I'm gonna walk you through the key essentials
to include in your wedding binder
whether you're team paper or team digital
this list will help you build a binder
that keeps you clear headed
confident and fully prepared for the big day
let's get into it
hey snagster quick pause
if you are listening to this and thinking okay Sarah

(05:43):
but where do I even start with planning my wedding
I have got something just for you
I created a totally free class called Wedding Planning
1 0 1
how to start
simplify and effortlessly plan a dream wedding
because I've been where you are overwhelmed
not sure of what comes first
and already second guessing every decision

(06:07):
in this class I'll walk you through the
top 3 wedding planning mistakes
and how they're secretly stressing you out
the truth about wedding planning
that the big wedding planning websites
don't want you to know and my simple
proven 4 step process that helps you save time
reduce overwhelm
and confidently break down your wedding budget

(06:29):
and if you're ready to seriously
level up your planning game
check out my signature course
The Wedding Planning Process Master Class
it's the full step by step system
I've used for over 20 years to help couples plan calm
meaningful weddings without the chaos
think of it as
having me as your personal wedding planner

(06:51):
at a fraction of the cost
head to Wed Plan pro.com for tools
freebies and planning resources I made just for you
alright let's get back to the episode
so here's the breakdown
what should you include in your wedding binder
so first the wedding planning checklist okay

(07:13):
if if the wedding planning process were a road
this checklist is your GPS
it tells you exactly when to turn
what stops you need to make
and how to avoid
veering off into the land of the forgotten cake tasting
or the lost RSVP card
from setting a date and booking your venue
to ordering invitations

(07:33):
and finalizing your seating chart
a puzzle way more complex than a thousand piece puzzle
this checklist helps you avoid that dreaded
night before panic spiral
seriously print it
highlight it live by it and if you need help
you can steal my wedding planning checklist
at wedplanpro.com next is the wedding budget tracker

(07:56):
Money Talks but during wedding planning
it screams it yells loudly
that's why your binder must include a budget section
not just a vague we're aiming for
you know $20,000
but an actual breakdown by category
venue catering

(08:17):
flowers attire
beauty signage favors cake
yes cake deserves its own line
keep the tabs on your estimated versus actual spending
and
don't forget to add that 10% buffer that I talk about
so you don't end up sobbing into your Starbucks
realizing you've spent the Flower Girls College Fund

(08:37):
on imported peonies next is the vendor contact sheets
this section is your go to reference
for all your important players of the day
you'll want one page
with all of your vendor information
photographer florist
planner DJ
venue caterer
officient literally everyone

(08:58):
include their full contact info
email phone number
payment deadlines and exactly what they're providing
now here's the part most brides don't think about
will that person
be working with you on the actual wedding day
don't just assume that they are
sometimes the person you've been emailing for months

(09:18):
isn't the one that's showing up on your wedding day
that's not necessarily a bad thing
but you do need to know who your point person is
and how to reach them so yes
it might feel awkward but ask the question
will you personally be there on my wedding day
if not get the name the phone number
and the email of the person who will be there

(09:40):
and add that into the binder
this tiny
little step can prevent a ton of confusion later
and gives you one less thing to worry about
when the big day arrives
next are the contracts and receipts
and this is one big
big deal that has to be in your binder
you need to keep every signed contract

(10:00):
every invoice and every receipt here
because if there's ever a miscommunication
or someone says you didn't pay your deposit
you'd be like oh
oh yeah really
here we go tab 4
page 2 it's your official
record of the dollars that you are dropping
and the promises that you have secured
and your future self will be so grateful for this

(10:23):
I cannot tell you how many times
I've worked with clients for months
sometimes years and when the big day finally arrives
a vendor says oh
I wasn't booked for that or that's not in our agreement
and cue the panic
that's why I go straight back to the original contract
listen vendors are juggling multiple weddings

(10:44):
and clients all at once I know it's hard to believe
because
your wedding feels like the only one that matters
and it should but
you may not be on top of mind for every single detail
so here's the truth if it's not in writing
it didn't happen every single detail
from arrival time to who brings the cake stand

(11:06):
needs to be in the contract
or confirmed in writing
do not leave anything to memory there's or yours
because your wedding is too important
to leave anything up for interpretation
write it down
next is the wedding timeline and the day of schedule
this is your minute by minute blueprint

(11:27):
for your big day who's arriving when
when does hair and makeup start
when is the grand entrance
when's the cake cutting the bouquet toss optional
but so much fun if there are no injuries
so include the setup times
vendor arrivals and everything in between
print copies for your bridal party
your vendors
and anyone who needs to know when and where to show up

(11:50):
if you want my wedding day timeline
that I use for every single client
that I've ever planned
you can take my wedding day timeline course at Wed Plan
pro.com it has taken me years to perfect
this perfect wedding day timeline
and I would love for you to grab yourself a copy
next are the guest list and RSVP Tracker
this section might just save your sanity

(12:13):
keep a printed guest list and track RSVP's addresses
meal choices
and those fun curve balls like is gluten free
also dairy free or my plus 1 is a pet
seriously it has happened haha
so having it all in one place will help you crush
thank you notes later

(12:33):
and manage those guests who text you like wait
when is your wedding again
we love them but we also label them
so if you don't have a way to track down your guest
you will lose money you need to only pay for each guest
you have at that wedding
and no more if you don't know the exact number

(12:54):
you are wasting so much money
next are the design and inspiration section
and I love this one because I'm a florist
but this is your vision board in real life
so print your favorite Pinterest inspo
tuck in swatches of fabric or ribbon
clip photos from magazines
this is your vibe check zone

(13:15):
it's especially helpful when talking to a vendor
who says things like what kind of mood are we going for
and you panic and say romantic
chic garden
fairy tale boho
minimal glam rustic
no shame we've all done this
but keep this in your binder
so that you can always reference what your dream
looks like on paper or digitally

(13:36):
so that your vendor can see
see it and then make it a reality
if you need help with figuring out your wedding vision
you can grab my Wedding Vision and Mood Board Planner
at wedplanpro.com I'm a florist
so I understand how to take what's in your head
and put it on the reception tables
it's a super helpful tool to bring your vision to life

(13:57):
next up is the seating chart
oh seating charts
the game of diplomacy
you didn't know you signed up for
Aunt Carol can't sit next to Uncle Dave
your college friends need to be near the dance floor
your fiance's coworker they need their own table
it's a delicate dance and honestly

(14:18):
using printed layouts
or post it notes to move people around
without starting drama
makes you feel like a wedding planning strategist
like a general in the love theme war room
seating charts are tricky to finalize because well
we can't cut a person in half right
each guest needs an actual seat

(14:39):
I know it's an annoying part of the logistics
but it's the truth but if you're doing it
and you're having a formal reception
a seating chart isn't just helpful
it's a lifesaver they're still
very much alive and well in the wedding industry
and I highly recommend you creating one
now I know guests don't always follow the rules

(15:01):
trust me I know this firsthand
some show up with surprise plus ones
or decide they want to go sit in a better seat
but
having a seating chart helps eliminate so much stress
keeping things flowing smoothly and most comfortably
and make sure that you're not paying for one more chair
or meal then you absolutely have to

(15:24):
trust me your caterer will be so grateful
and having the most accurate guest count
will save you money and they won't be running around
trying to figure out how to feed 10 extra people with
a random box of Mac and cheese that they had
in their truck
and last is the wedding day emergency info
and this section is the clutch purse of your binder

(15:45):
small but mighty
include your wedding day emergency kit checklist
hello safety pins
stain removers breath mints
double sided tape a quick vendor list
um with their contact information
and any backup plans for weather
wardrobe or timeline hiccups
if it rains rips
spills or someone locks the ring in the limo

(16:06):
this section has your back
I also have my wedding day emergency kit checklist
available for you at wedplanpro.com
with a direct link to the products that I use
and love for wedding days
oh that was a lot
but I promise
if you put your wedding planning binder together now
you'll feel so much more in control

(16:27):
as your day approaches remember
wedding planning doesn't have to feel
like a full time job you need a system that works
and that's what I'm here for
so if you wanna take it further
and you wanna check out my free wedding planning class
I'll teach you my exact 4 step
process to plan weddings without losing your

(16:49):
your mind hello
we all want that
so just go to wedplanpro.com and snag your spot
and I truly appreciate you listening today friend
and if you like this this podcast
please follow and please share with others
because that helps other people find my mission
and changing the narrative

(17:09):
that wedding planning has to be stressful
and as always
this is where the process becomes the promise
Advertise With Us

Popular Podcasts

On Purpose with Jay Shetty

On Purpose with Jay Shetty

I’m Jay Shetty host of On Purpose the worlds #1 Mental Health podcast and I’m so grateful you found us. I started this podcast 5 years ago to invite you into conversations and workshops that are designed to help make you happier, healthier and more healed. I believe that when you (yes you) feel seen, heard and understood you’re able to deal with relationship struggles, work challenges and life’s ups and downs with more ease and grace. I interview experts, celebrities, thought leaders and athletes so that we can grow our mindset, build better habits and uncover a side of them we’ve never seen before. New episodes every Monday and Friday. Your support means the world to me and I don’t take it for granted — click the follow button and leave a review to help us spread the love with On Purpose. I can’t wait for you to listen to your first or 500th episode!

Dateline NBC

Dateline NBC

Current and classic episodes, featuring compelling true-crime mysteries, powerful documentaries and in-depth investigations. Special Summer Offer: Exclusively on Apple Podcasts, try our Dateline Premium subscription completely free for one month! With Dateline Premium, you get every episode ad-free plus exclusive bonus content.

24/7 News: The Latest

24/7 News: The Latest

The latest news in 4 minutes updated every hour, every day.

Music, radio and podcasts, all free. Listen online or download the iHeart App.

Connect

© 2025 iHeartMedia, Inc.