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Allison
Master October 2019 Ontario

Distance Planning Advice

Allison, on December 7, 2018 at 13:26 Posted in Plan a wedding 0 11

Hey everyone, as some of you know, we are planning from a distance. We are living in Thunder Bay and our wedding is in London, Ontario where I was born and raised. It's an 18 hour drive, or a 2 hour plane ride to Toronto, then 2 hours (depending on Traffic) to London.

Up until recently, I felt like planning was going OK, but as we slowly get closer to the day, it is getting a little overwhelming. We have to travel down to London every now and then, which cuts into vacation time for work and flying is $$$. We are looking at consolidating most of the travel into 2 trips maximum, but FH is on shift work and gets 4 days off so we would only going for 4 days at a time, 2 of those days will be spent mostly flying. He can't apply for additional time off since he's banking it all for the wedding (law enforcement). I will be taking some unpaid days for some planning as well.

For some things, like hair and makeup trials, he doesn't have to be there, but when we meet with our officiant to go over the ceremony, we both have to be there. So now I'm thinking of having FH travel for the 4 days, and if needed I can stay a few extra to do other things. I was also hoping to have him be apart of tastings for catering and cake, but depending on time, we can only do so much in the 4 days, and he might miss this stuff.

It's starting to bum me out that some of the things I thought we could be a team on, are looking like solo projects for me. He says whatever I pick will be good but I would be great if he was more able to be a part of it. Also, when are we ever going to be able to go tasting expensive catering menus again?! lol

I was hoping if someone else is doing distance planning if you had advice/words of encouragement. You guys are great at offering kind words and advice when my head is spiralling!

11 Comments

Latest activity by Cherry, on December 7, 2018 at 18:15
  • Cherry
    Devoted October 2019 Quebec
    Cherry ·
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    YAY!!!

    I finally found another bride to be which will be having wedding at the same town. Valerie, let's swap information. I will send you email. Smiley smile

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  • Allison
    Master October 2019 Ontario
    Allison ·
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    I was the same way with initial meetings and booked some vendors before getting to meet in person. We are going home for Christmas so we are going to do another walkthrough of the venue/take more detailed photos lol. The next time we are in town is June for my bridemaid's wedding (where I'm a bridesmaid lol) and then again in August.

    A lot of your nixes were things we still did: we did engagement photos, but in Thunder Bay instead. We still want to do the menu tasting, and have a wedding party, even though it's tough to have everyone scattered all over. I want to nix the bridal shower, but my mom is pretty adamant about having one for me in August there lol.

    Best of luck to you as well as you continue planning!

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  • Allison
    Master October 2019 Ontario
    Allison ·
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    We are able to do a lot with phone calls/emails too, which helps a lot! We found most of our vendors based on recommendations too, and some we booked before meeting with them in person since they were well-reviewed.

    We only really need to be there for a few things:

    1. Tasting with both our caterer and whoever we go with for our cake baker.

    2. Our final meeting with our officiant where we discuss the details of the ceremony.

    3. Venue walkthrough with photographer to find good photo ops.

    4. Meet with our DJ and discuss/finalize music selections.

    5. My hair & makeup trials - only I need to go for this obviously lol.

    6. Meet with our venue's wedding coordinator to finalize colours for linens

    I figure now we can totally do all this in a day or two, it'll be busy but it is possible! Good luck with the rest of your planning Cherry.

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  • Allison
    Master October 2019 Ontario
    Allison ·
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    That's what I'm thinking, we'll have a few days where we will be busy with meeting vendors back to back!

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  • Allison
    Master October 2019 Ontario
    Allison ·
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    I bought a planner at Indigo after work today for all of 2019. I didn't want to clog up my work planner with wedding stuff lol. I can't remember anything anymore unless it's on a calendar somewhere, I almost missed a dentist appointment because of this.

    I've found that too with WW, I have deleted/altered some of the items to better suit my needs. If you click on the item (not the checkmark) it takes you to an editing page where you can change when you need to do that task (I found this completely accidentally lol!)

    I will definitely look into that other checklist, looks like it could be very handy, Thanks!

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  • Valérie
    VIP September 2019 Quebec
    Valérie ·
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    NO WAY!!!
    I'm also doing long distance to Gatineau (Chelsea), Qc but from Calgary, Alberta!! Cherry, do you mind if I ask which venue you guys picked for your big day?

    Allison, sounds like you're on top of it. I get it though, it's exhausting! We're mostly "meeting" our vendors via skype and emails, since we can't fly back every weekend. We're trying to plan in-person visits during our next trip back home, in order to cut travel costs. There will be a lot of back-to-back-to-back-to-back appointments for sure, but it's totally doable! For example, we'll only be back in town next July for a cousin's wedding, so we'll do an extended weekend and include venue visits, officiant appointments and my hair/makeup trials!

    That being said, doing long distance planning also meant nixing : Engagement photos, menu tasting, bridal shower (which honestly I'm glad we aren't doing!!), bridal party, etc. because logistically it was too much trouble.

    Best of luck!

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  • Cherry
    Devoted October 2019 Quebec
    Cherry ·
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    Hi Allison, I am doing long distance wedding planning from Vancouver, BC to Gatineau, QC. You have more advantage than me cause you are familiar with the place where you were born and raise. For me, I don't even know the town nor any single shop there. I rely on recommendations. I found a Photographer from this site and the rest are through recommendation from one vendor to another. I am doing all communication through emails and phone calls. So far Fiance and I are only need to be there in person once for the following:

    1. Around 5 hours meeting with the Venue, banquet, decor, and music people all in one location to discuss the theme, color, tables, cakes, outside ceremony area and food tasting.

    2. 2 hours to check out couple of locations for photo shoots recommended by the Photographer.

    3. Went for a hair cut to meet the hairdresser in person to discuss hairstyle, makeup and manicures. Also discuss bout timing and how many bridesmaids for makeup.

    We only needed 2 days and we had all done. The rest could be done through emails and phone calls again. Hope it helps.

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  • Vinod
    Top August 2017 Ontario
    Vinod ·
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    This is a ceazy amount of time that is gone into travelling for you two from the north to west. If all your vendors are in London themselves and taking care of setting up the food, decor and floral, make it a time that you both can meet them all at once rather than individually overtime.

    I live in Alliston and had vendors in Toronto and Brampton to meet and had the information completed ahead of time.
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  • Brittany
    British Columbia
    Brittany ·
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    Yeah, I have a desk calendar at work... but for wedding/personal things, I needed something just for that... It's literally saved my life. I can write expected delivery dates, trials, meetings, family visits, due dates, etc... Even my dentist appointment next week that was booked 4 months in advance that I totally forgot about but luckily I wrote it down Smiley xd cus I'd have no mental capacity to remember that on my own at this point.

    I find the checklist on WW is pretty handy, but there's items on there that are kinda fillers (ex. "think about decor"), and ones that aren't quite lined up with a normal timeline (picking up wedding bands the week before the wedding)...

    I also got The Knot Ultimate Wedding Planner binder... which helped a lot in the beginning (6-12 months out), and now is less needed. Online detailed lists help too! I saved a DIY Bride Checklist for people like me who need to remember all the nitty gritty details to do on my own... maybe it will help you too!

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  • Allison
    Master October 2019 Ontario
    Allison ·
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    Thanks Brittany! I think I’m going to buy a day planner just for wedding stuff - I have one for work and it totally helps!
    The digital checklist on WeddingWire is super useful, but sometimes you need to write stuff down in order to make sense of it.
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  • Brittany
    British Columbia
    Brittany ·
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    Hey Alison! Don't fret! From the sounds of it, you're thinking everything through, and you've got the ability to plan this out. What I would do is try and have a "busy day"... essentially appointments back-to-back-to-back... (9am Officiant meeting, 11am Cake Tasting, 12.30 menu tasting to double as lunch... haha)

    If any of your vendors have a hard time with availability, don't hesitate to pull the guilt trip of traveling down and it being the only time you can make it... Usually they can adjust/accommodate for you!

    You staying an extra day to do your things is totally fine! And a good idea. That way he won't even see you with your trial and it's more of a surprise!

    I bought myself a day planner back in January.... I write EVERYTHING in it, and make to-do lists at the beginning of each month of what MUST be done by the end of that month... It's been a huge help, because I noticed I freak out thinking there's a huge list in my head, but when you write it out/schedule it, it's totally doable!

    I think you've got this, and as long as you and your FH are both in understanding that there will be a few days where it's just go, go, go, but you'll accomplish a lot, you'll get through it! I know I have to mentally prepare my FH for busy days, or he gets super overwhelmed Smiley laugh

    Good luck!!!

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