Google Planning Sheet

Google Planning Sheet

We provide a collaborative Google Sheets workbook customized for your wedding. This planning sheet has multiple tabs (pages) covering everything from your timeline, vendor contacts, and layout plans to décor checklists and music selections. It’s a living document that both you and our team can update, ensuring everyone stays on the same page.

A Few Important Notes Before You Begin:

• If you cannot open or access this sheet — email me immediately so I can resend it or adjust permissions. Don’t wait.

• Only fill in the tabs that apply to your wedding. If a tab doesn’t apply (e.g. no rehearsal dinner, no shuttle, no bedroom assignments), feel free to delete it or simply leave it blank.

• You may write comments anywhere — questions, “not sure yet,” or options you’re debating. I’d rather see a half-filled plan than wait for perfection.

• If you leave notes like “Need Instructions” or “Not sure what to do here,” I’ll guide you during our next check-in.

• If you’d like instructions on how to edit in Google Sheets, how to highlight cells, or how to add comments, I’m happy to add a Technology Help tab — just say the word.

Top Sheet — Start Here (But Don’t Stress About Completing It Yet)

This is your quick-glance overview of the weekend — the sheet we refer back to constantly when coordinating with vendors, checking timing, or solving last-minute mysteries (“What time is the rehearsal again?”). You do not need to fill in every box right away. Just start with what you know. We will go back through every field together during your Final Walkthrough.

Here’s how to approach it:

• Names & Parents’ Names — Fill in yours and your parents’ full names. This helps with welcome speeches, seating, and staff knowing who’s who.

• “Have We Met Them?” — Just write Yes / No / Met Once / Not Yet — this lets us know whether intros are needed.

• Rehearsal Time and Rehearsal Guest Count — Fill it in if you’ve already decided. If not sure yet, leave it.

• Rehearsal Dinner Onsite or Offsite? — Just write Onsite or Offsite. Details come later.

• Wedding Colors — Loose description is fine (e.g. Dusty Blue + Sage, or Autumn Florals). Helps staff match linens and decor placement.

Wedding Date / Guest Count / Ceremony Start Time / Sunset

Please fill these in early — these drive all scheduling (ceremony lighting, photography, shuttle timing, etc.).

Allergies Section

Leave blank if there are none yet — otherwise list:

• Who the allergy is for

• What it is (e.g. nuts, shellfish, bees)

• Severity (e.g. mild / EpiPen / anaphylactic)

• Have you alerted the caterer? — Yes/No

• Staying overnight? — Only matters for Manor guests

Extra Staff Section

You’ll see a reminder of Rixey’s staffing policy here — 1 bartender per X guests, and Extra Hands for setup/cleanup if full-service catering isn’t handling it.

You don’t need to know final numbers yet. For now, just answer roughly:

• How many bartenders you expect to need each day (Fri/Sat/Sun)

• How many Extra Hands you expect — if you’re unsure, write “Not sure yet” and we’ll decide together.

• Venmo Handle — please fill this in early so we can coordinate payment smoothly.

Remember: This tab is meant to start the conversation, not finish it.Fill in what you can — even half answers are fine — and we’ll review every row line by line together at the Final Walkthrough.

Questions — Please Answer When You Can

This tab is simply a list of questions we’ll need answered before the wedding.If you already know the answer — fill it in.If you don’t — leave it blank and we’ll go over it together at your Final Walkthrough.

No pressure to complete everything at once. This is just where we collect decisions so they’re all in one place.

Vendors

Please fill out one row per vendor. If you don’t have all the details yet, just fill in what you know — blanks are fine and we’ll finish it together at your Final Walkthrough.

Friday & Sunday Timeline — Fill As You Know It, We’ll Finalize Together

This tab helps organize who’s arriving when and what’s happening on Friday (check-in / rehearsal) and Sunday (checkout / brunch or cleanup).You do not need to fill in everything at once — just start entering times and vendors as plans come together. We will confirm all timing and logistics at your Final Walkthrough.

Friday Section (Check-In / Rehearsal Day)

There are two parts to fill:

1. Vendors Involved (Top Table)

   • List only the vendors who are delivering or setting up on Friday.

   • Fill in Vendor Type / Company Name / Contact / Arrival / Departure if known.

   • If you’re unsure of timing yet — leave it blank.

2. Timeline (Time Block Table)

   • Use the Time Block / Time / Event / Those Involved / Notes fields to map out the flow.

   • Start with what you know (e.g. “4:00 PM Check-In”, “5:30 PM Rehearsal”).

   • Leave anything blank that is still TBD — we will line it up with you later.

At the bottom is a Rehearsal Dinner Question Section — simply answer each question in the blue cells next to it. Short answers are fine.

Sunday Section (Checkout / Brunch / Cleanup)

Same format as Friday — Vendor Table on top, Timeline Table below.

• Only fill this section if you’re staying for Sunday brunch or hosting guests onsite.

• If you’re not doing a brunch or extended stay — just write “Not Staying Sunday” at the top of the Sunday section.

You’ll also see an “Average Time Estimates” reminder (e.g. Cleaning Up = 2 hours). These are just guidelines — feel free to adjust based on your plans.

Reminder: Start light — even half-filled is perfect.Anything unconfirmed will be locked in during your Final Walkthrough

Saturday Timeline — Start with Just the Two Key Details

This tab doesn’t need to be perfect — it just gives us your starting outline for how you picture the day flowing.

Before anything else, please answer:

1. What time does your ceremony begin?

2. Will you be doing a First Look? (Yes / No / Not Sure Yet is fine.)

Once those are filled in:

• If you already have a general order in mind (e.g. Photos → Ceremony → Cocktail Hour → Dinner → Dancing), start adding things into the Time / Event / Those Involved columns.

• If not — leave it blank. We’ll build the full schedule with you using the sample timelines in the dedicated Timeline Example section later in the sheet.

• 
  

You can also write notes like “Want sunset photos before dinner” or “Prefer longer cocktail hour” — even loose preferences are helpful.

No need for exact minutes — just the anchors.Ceremony time + First Look answer are the only must-haves right now.

Shuttle Schedule — Fill This Once You Know Ceremony Time

Use this tab to lay out all shuttle runs to and from the hotel/venue.

You’ll see two sets of tables:

• A blank version at the top (for you to fill out)

• A sample version underneath (for reference only — do not edit that one)

How to fill the blank table:

Notes on the right side can be used for:

• “We wait for this shuttle before starting ceremony”

• “Family-only shuttle”

• “Pre-Ceremony Photos Shuttle”

• “Groomsmen Riding Separately”

If you’re unsure how many runs you’ll need — just fill in the first few pickups and we’ll work backwards from your ceremony time.

Decor Layout — Important Instructions

List every single item you want placed on-site — whether decorative or functional.

If it’s important and it isn’t listed, we will make our best guess on where it goes.If you don’t want guessing, make sure it’s written in clearly.

This also applies to anything you want to borrow from Rixey — if it’s not listed here, it isn’t guaranteed to be set out.

If you’re unsure of exact layout yet, list everything under “TBD” and we’ll sort it later.

Delete or add tables, or spaces (for instance if you are having a memorial chair at the ceremony), or who is bringing in cookies for the cookie table.

This is our check list of things coming in and out. It is also your packing list.

Instructions for the Seating Chart Tab

Please use the template below to plan your reception seating.

• Each row = one table. Example: “Table 1/A” goes on one row, “Table 2/B” on the next, etc.

• First column (“Who is the table?”) — Describe what group this table represents, e.g. Bride’s Family / Groom’s Friends / College Roommates / Work Friends / Kids / VIPs, etc.

• Under each Table Header — Type the guest names seated at that table.

• Please also note next to names (or in brackets):

  • High chair needed (e.g. “Emma Smith (High Chair)”)

  • Kids (if not already listed in their own group)

  • Guests with mobility or special considerations (elderly, wheelchair users, hearing/vision needs, etc.)

• The count at the bottom of each column will automatically total how many guests are seated there. ➡️ If you extend or combine tables, you can add more rows or duplicate the layout as needed. Just make sure the total count reflects the number of seats.

• If you’re unsure about certain guests, feel free to leave them in a "To Be Placed" section at the bottom, and we’ll decide together.

  
  

Don’t stress about perfection — start with the definite groupings. We’ll review and finalize this together during the Final Walkthrough.

Instructions for the Table Sizes & Linens Tab

This tab helps us determine how many tablecloths/linens you’ll need for your reception and rehearsal events.

You do not need to have this fully filled in right now.We’ll finalize it together at the Final Walkthrough, once your seating chart and decor layout are confirmed.

If you want to start early, here’s how to use it:

• Each line represents one table size or style (ex: 5’ Round, 6’ Banquet, Cocktail Table, Gift Table, etc.)

• Enter how many of each you expect to use based on your seating plan or decor setup.

• If you're unsure, just estimate or leave blank — even “Unsure — likely 15 rounds + 4 rectangles” is helpful.

• 
  

Linen Quantity Guideline (for reference)

Most weddings at Rixey use:

This includes:

• Guest Tables

• Head Table or Sweetheart Table

• Buffet / Dessert / Favor / Drinks Tables

• Gift / Guestbook / Memorial Table

• Cocktail Tables (if using)

• 
  

Bottom line: If you don’t know yet, leave it. We’ll calculate the exact count for you once your seating chart and decor layout are done.

Instructions for the Hair & Makeup Schedule Tab

Please use this tab to list everyone who will be getting hair and/or makeup done on the wedding day.

Each row = one person.

Once complete, send this list to your hair/makeup artist so they can build a full schedule.

How the Process Works

1. We will set a “Ready By” time based on your ceremony time, first look, or photo schedule.

2. You give this tab (or a screenshot of it) to your stylist.

3. Your stylist creates the official getting-ready timeline.

4. You can either email it back to me, or paste it directly into this tab beneath your list.

5. If You’re Unsure…

6. If you don’t know exact services yet — just list names and we’ll refine later.

7. If someone might get hair or makeup — add them with “TBD.”

8. If someone needs to be done first, make a quick note next to their name.

If this tab is not filled in, I will assume:

Don’t worry about formatting — just start listing people. We’ll review and finalize during the Final Walkthrough.

Instructions for the Ceremony / Rehearsal Information Tab

Please use this tab to outline your ceremony order, roles, and seating.

Processional (Columns A–B):

• List who is walking down the aisle, and with whom.

• Example: “Mother of Groom (name)— escorted by Stepfather of Groom (name)”

• Include ages for children (flower girls, ring bearers) and note if anyone has mobility concerns (e.g., cane, wheelchair, slower pace).

Recessional (Columns C–D):

• Record how everyone will exit after the ceremony.

• Typically this mirrors the processional but in reverse order, starting with the couple.

• You can just write "in reverse"

Front Row Seating (Columns F–G):

• Use this section to assign seats for immediate family.

• We recommend no more than 8 total per side (to keep it simple and avoid politics immediate family only and the number of people on each side doesn't have to match).

• Side 1 = Bride’s side, Side 2 = Groom’s side (from the center aisle out).

Example Section (below):

• Shows a sample order for reference. You can use it as a guide but adapt it to your unique family and wedding party.

➡️ Important Notes:

• Please flag anyone with special needs, elderly guests, or children so we can plan accordingly.

• Don’t worry about perfection — start with your best draft. We’ll finalize together during rehearsal.

Instructions for the Bedroom Assignment Tab

Use this tab to assign overnight accommodations for anyone staying on-site at Rixey Manor or the Cottage.

Each row represents one bedroom, already labeled with:

• Room Name (e.g. Newlywed Suite, Maple Bedroom, Cottage, etc.)

• Details about the bed setup or accessibility notes (e.g. “Queen bed + bathtub”, “Shared shower”, “Best for early risers / quiet sleepers”)

Please fill in:

• Friday Night — who is sleeping in each room

• Saturday Night — same for the wedding night, if different

A few helpful guidelines:

• Pets are usually happier (and less stressed) staying in the Cottage, away from the reception noise.

• If someone snores loudly, wakes up very early, or needs a quiet/private space, please assign rooms accordingly.

• Kids or guests with mobility or medical needs should be placed closest to bathrooms or ground floor rooms.

• If people are only staying one night, feel free to note that next to their name.

Instructions for the Drinks List Tab

Use this page to plan out what alcohol and bar supplies you’ll be bringing.

The recommendations at the top are based on a 100-person wedding, but feel free to adjust up or down depending on your guest count and drinking style.

What You Need To Fill In:

1. Beer / Wine / Liquor / Mixers / Water Bottles

   • Under each section, list:

     • Type (e.g. Pacifico, Chardonnay, Vodka, Coke, etc.)

     • Quantity (kegs, cases, bottles, etc.)

   • You don’t have to follow our brand suggestions — those are just examples!

2. Specialty Cocktails (optional)

   • If you're doing a Signature Drink, write:

     • Cocktail Name (e.g. “Spicy Marg”, “Elderflower Paloma”)

     • Recipe or Ingredients Needed

   • If you don’t know exact measurements, just list the ingredients and your bartender can finalize it.

3. Water, Soda & Ice

   • We’ve included reminders at the bottom — roughly 1 pound of ice per guest is ideal.

   • If unsure, just use the notes section to describe what you think you’ll do.