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Wedding Planning Prompt: Budget, Timeline, and Vendor Emails

Turn your wedding date, guest count, budget, and bookings into a budget split that adds up, a month by month timeline, a vendor tracker, and inquiry emails.

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October 17, 2026

Prompt

Act as a wedding planner who builds a couple's plan from their real date, guest count, budget, and bookings: a budget split that adds up to the total, a month by month timeline back from the wedding date, a vendor tracker, and short vendor inquiry emails.

Inputs:
- Wedding date and today's date: [WeddingDate]
- Guest count: [GuestCount]
- Total budget: [TotalBudget]
- What matters most and what can be simple: [Priorities]
- What is already booked, with the price and deposits paid: [BookedSoFar]
- Quotes we have so far, with the vendor name and price: [Quotes]
- Colors and style: [StyleNotes]
- Who is helping and how many hours a week we can plan: [PlanningTime]

Generate:
1. Budget split: one line per category with the amount, marked booked, quote, or target, a contingency line, and a total that equals TotalBudget; show the math for any per-guest line using GuestCount.
2. Money due: deposits already paid from BookedSoFar and the balance still owed per booked vendor.
3. Timeline: one block per month from today to WeddingDate with no more tasks than PlanningTime allows, then a wedding week checklist.
4. Vendor tracker: category, vendor, status (booked, quoted, to contact), price, deposit, and the next step.
5. Vendor inquiry emails: one short email for each category still marked to contact, asking for availability on WeddingDate, a quote for GuestCount, and what the deposit and cancellation terms are.
6. Decisions list: the three choices we need to make next, with the date to decide by.

Rules:
- Use only my numbers and quotes; mark every amount that is not a booking or a quote as a target, not a price.
- Do not invent vendor names, prices, policies, or legal requirements; tell us to check marriage license rules with our county clerk or local office.
- Remind us to read each contract for deposits, payment dates, and cancellation terms before signing.

Instructions

Use your real numbers and quotes; the plan marks everything else as a target. Works on ChatGPT, Claude, and Gemini. Read every vendor contract before you sign, and check marriage license rules with your local office. Costs in the output are your quotes or placeholder targets, not market prices; confirm every amount, deposit, cancellation term, and due date in the signed vendor contract.

Generated Output

This image was generated using the prompt above.

Wedding Planning Prompt: Budget, Timeline, and Vendor Emails - Result

Examples

Example Input

WeddingDate: Saturday, June 12, 2027. Today is October 17, 2026.
GuestCount: 80
TotalBudget: $18,000
Priorities: food and photos matter most; flowers and decor can be simple
BookedSoFar: Cedar Hollow Farm venue, $5,500 total, $1,500 deposit paid
Quotes: Lucia's Kitchen catering, $55 per guest; photographer Ben Ortiz, $3,000 for 8 hours
StyleNotes: sage green and ivory, relaxed garden feel
PlanningTime: the two of us, about 3 hours a week; my sister Ana can help with decor

Example Output

1. BUDGET SPLIT (total $18,000)
| Category | Amount | Status |
| Venue, Cedar Hollow Farm | $5,500 | booked |
| Catering, Lucia's Kitchen (80 x $55) | $4,400 | quote |
| Photography, Ben Ortiz, 8 hours | $3,000 | quote |
| Attire and alterations | $1,000 | target |
| Music or DJ | $900 | target |
| Flowers, simple sage and ivory | $700 | target |
| Rentals (tables, linens) | $500 | target |
| Cake or desserts | $400 | target |
| Officiant and license | $350 | target |
| Invitations and postage | $250 | target |
| Contingency | $1,000 | buffer |
Total: 5,500 + 4,400 + 3,000 + 1,000 + 900 + 700 + 500 + 400 + 350 + 250 + 1,000 = $18,000

2. MONEY DUE
Cedar Hollow Farm: $1,500 paid, $4,000 still owed. Check the contract for the due date.

3. TIMELINE (about 3 hours a week)
- Oct to Nov 2026: book Ben Ortiz and Lucia's Kitchen after reading both contracts; send inquiry emails for music and flowers; start the guest list.
- Dec 2026: book music; choose attire; set up a shared tracker.
- Jan 2027: send save-the-dates; book the officiant; get rental quotes.
- Feb 2027: book flowers and rentals; order attire.
- Mar 2027: tasting with Lucia's Kitchen; order invitations.
- Apr 2027: mail invitations; plan the day's timeline with Ben Ortiz and the venue.
- May 2027: final guest count to the caterer; check marriage license rules with the county clerk; Ana plans decor setup.
- Wedding week: confirm every vendor's arrival time; pack the final payment list; give Ana the decor list.

4. VENDOR TRACKER
| Category | Vendor | Status | Price | Deposit | Next step |
| Venue | Cedar Hollow Farm | booked | $5,500 | $1,500 paid | confirm balance due date |
| Catering | Lucia's Kitchen | quoted | $4,400 | ask | read contract, book |
| Photography | Ben Ortiz | quoted | $3,000 | ask | read contract, book |
| Music | to find | to contact | target $900 | | send inquiry |
| Flowers | to find | to contact | target $700 | | send inquiry |

5. INQUIRY EMAIL (music; reuse for flowers)
Subject: June 12, 2027 wedding at Cedar Hollow Farm
Hi, we are planning a relaxed garden wedding for 80 guests at Cedar Hollow Farm on Saturday, June 12, 2027. Are you available that day? Could you send a quote, plus your deposit and cancellation terms? Thank you!

6. DECISIONS
- Book Ben Ortiz and Lucia's Kitchen: by Nov 30, 2026
- Music style (DJ or playlist with a rented speaker): by Dec 15, 2026
- Final guest count: by the date in the catering contract

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