Quinceaneras: Checklist of To-dos

Quinceanera To Dos

12+ Months

Begin envisioning your daughter’s Quinceanera -- formal off-site venue? Casual at-home get-together? Need help getting started? We got you covered.
Decide on a budget. Party Pointer: For a quick and easy way to determine a budget, use The PartySpot Budgeter (LINK TO TOOL).
Pick your preferences for a Quinceanera date and time, and finalize after okaying with important guests, location, or officiant. Read on for more planning tips and tricks.
Begin interviewing party planners (if you'll have one) AND / OR start asking family AND friends FOR local Quinceanera vendor recommendations.

10 to 12 Months

Brush up on Quinceanera traditions you might want to incorporate into your ceremony or party.
Discuss with your daughter who she would like to be her sponsors (padrinos and madrinas), and go with her to ask them.
Discuss with your daughter who she would like to be in her honor court (damas and chambelanes), and go with her to ask them to participate.
Determine the dances that the court will perform (find a choreographer, if necessary), and set up a practice schedule.
Start interviewing caterers.
Scout out Quinceanera sites.
Book your church AND Quinceanera site as soon as you see something you love that’s available on your date.
Get organized! Start a notebook/file folder to house all your Quinceanera-planning paperwork in one place.
Begin working on a preliminary Quinceanera guest list (LINK TO TOOL) and decide on your Quinceanera’s approximate size.
Hire a party planner (if you're having one) and sign a contract.
Decide on a caterer. Hash out a rough price per head and begin working on a menu.
Finalize the guest list.
Party Pointer: When you’re done, update your Guest List Manager (LINK TO TOOL).
Sign your caterer contract and send in a deposit.
Start auditioning Quinceanera bands or DJs.
Set up appointments with various florists to discuss options.
Interview and get price lists from several photographers and videographers.
Book reception band or DJ, sign the contract, and send a deposit.

6 to 8 Months

Begin looking for a baker to make your Quinceanera cake. Your caterer is the best source for leads.
Reserve photographer and/or videographer, decide on a package, sign contract, and send deposit.
Choose your florist and send a deposit to reserve their services.
If you and your child are ordering a dress (especially one that'll require tailoring), start shopping now. Order as much in advance as possible to leave time for last-minute alterations.
Same goes for damas -- if you're asking them all to order a dress, get those orders in now.
Set aside blocks of hotel rooms for out-of-town guests.
Book a baker, choose your Quinceanera cake design, and send a deposit.
Finalize menu and service details with caterer.
Order your
Quinceanera invitations and announcements (don't forget plenty of extra envelopes).

4 to 6 Months

Decide on a floral scheme, choose flowers, and negotiate prices with florist. Be sure to sign a contract outlining what you agreed upon.
Reserve tables, chairs, and/or other rental equipment you'll need (unless caterer or site is taking care of it).
Compile packages for out-of-town guests with hotel reservation and city information, and mail them out
Choose and order any Quinceanera accessories you need (crown, doll, etc).

3 Months Before

Make or buy favors. Allow extra time for custom-made favors (i.e., chocolates in a preprinted box).
Pick up your invitations.
Start addressing invitations or drop them off with the calligrapher (you'll need to send them out at the two-month mark).
Arrange Quinceanera-day transportation for you, your family, and guests (as needed).
Send out invitations (be sure to add extra postage for overseas guests).
Decide on formalwear for chambelanes and any other escorts, and make sure orders are placed.
Work with your daughter on creating the program and/or Mass book for the ceremony.

2 Months Before

Confirm reservations for out-of-town guests.
Arrange parking for the Quinceanera, if needed.
Order liquor, wine and/or champagne if they're not included in the catering contract.
Buy a guest book (and nice pen).
If you and your daughter are having hair or makeup professionally done, make those
appointments now. You might also want to do a trial run to see how it'll look.

1 Month Before

Work on a list of "must-play" (and "must-not play") songs for your DJ or band.
If you've ordered a dress, pick it up from the store and have your final fittings done. Same goes for the damas.
Have a follow-up meeting or phone call with officiant to go over Quinceanera timing and details.
Sit for your family portrait, if you decide to get one.
Get a head start on those thank-you notes (it will feel great to get a batch out before the Quinceanera).

2 Weeks Before

Give final head count to the caterer. Confirm set-up instructions and menu items.
Call location manager and make sure your vendors all have access to the site when they need it.
Confirm head count, delivery time, and location with the baker.
Call guests who haven't RSVP'd for the Quinceanera. It’s okay to do this, you need a final head count!
Start putting together the seating plan if you're having a seated meal.
Finalize seating chart. Buy materials for and make place cards (give typed names to the calligrapher if you're using one).
Confirm delivery locations, times, and final arrangement count with florist.
Prepare your toasts or thanks to friends and family.
Give seating chart to caterer, location manager, or host.
Fax transportation providers a schedule and addresses for pickups on the Quinceanera day.
Confirm all final payment amounts with your vendors.
Confirm location, date, and time with videographer.
Confirm location, date, and time with photographer; create your "must-take" photo list.
Make sure the chambelanes have picked up their formalwear and had their final fittings.
Have a final dance practice to make sure everyone's got their moves down pat.

The Day Before

Get some much-needed sleep -- if you can!
Drop off favors, guest book, and pen at the Quinceanera site.

The Day of

Confirm with people who you expect to give/lead toasts at the Quinceanera.
Take a moment to tell your daughter how much you love her.
Relax, smile, and enjoy the day!

After the Quinceanera

Upload your digital photographs onto a photo-sharing website. These will probably be the first photos available since professional proofs can take weeks.
Make sure all vendor bills have been paid in full.
Find out when you can expect your edited Quinceanera video (if you used a videographer).
Within two months of your Quinceanera, set aside some evenings to help your daughter write that stack of thank-you notes.

 

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