Wedding Party Planning

A wedding-party server: timeline, tasks, a channel per side and surprise planning hidden from the couple.

5 categories
17 channels
7 roles
Small

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Server structure

Channels

THE PARTY

party-chat
Everyone, including the couple. Nothing secret here.
timeline
Every date from now to the day: fittings, deposits, rehearsal. The lead organisers keep it current.
tasks-board
One thread per job with an owner and a deadline. Tag it Done when it is.
vendor-contacts
Florist, photographer, venue, cars: name, number and who is the contact.

BRIDESMAIDS

bridesmaids-chat
This side only, plus the couple. Fittings, hair and the morning plan.
bridesmaids-outfits
Dresses, shoes, colours and the photos to agree on them.

GROOMSMEN

groomsmen-chat
This side only, plus the couple. Suits, timings and who has the rings.
groomsmen-outfits
Suits, ties, shoes and the photos to agree on them.

SURPRISES

surprise-planning
Everything the couple must not see. Check the member list before you post anywhere else.
speeches-and-toasts
Drafts, running order and who goes first. Hidden from the couple.
gift-pool
The group gift: what, how much each, who is collecting.
send-off-parties
Dates, venues and budgets for the two send-off nights.

THE DAY

day-of-schedule
The morning, hour by hour: who is where, who is driving, when the cars leave.
rehearsal-notes
What was decided at the rehearsal: order, cues, who stands where.
wedding-photos
Photos from the day, from everyone's phones. The official ones come later.
Planning Call
Day-Of Comms

Roles

OwnerAdministrator
AdminAdministrator
The Couple
Bridesmaids
Groomsmen
Day-Of Crew

Overview

Seventeen channels for the people organising a wedding around the two people getting married. The Party is the shared floor: #party-chat, a read-only #timeline that the two lead organisers keep current, #tasks-board as a forum with one thread per job tagged Bridesmaids, Groomsmen, Urgent or Done, and a read-only #vendor-contacts. Each side has its own room: #bridesmaids-chat and #bridesmaids-outfits are visible only to the Bridesmaids role and the couple, #groomsmen-chat and #groomsmen-outfits only to the Groomsmen and the couple, so fittings and group photos are planned without the other side reading along. Surprises is the reason to use a server instead of a group chat: #surprise-planning, #speeches-and-toasts, #gift-pool and #send-off-parties are all hidden from The Couple role, so the two people at the centre can be in the server for the timeline and the tasks without ever seeing the plans made for them. The Day holds a read-only #day-of-schedule, #rehearsal-notes and #wedding-photos for afterwards, plus two voice rooms: Planning Call for the evenings before, and Day-Of Comms, the room the organisers keep open on the morning itself. Six roles: Owner and Admin are the two lead organisers, The Couple is the pair everything is hidden from, Bridesmaids and Groomsmen unlock their side channels, and Day-Of Crew is mentionable for the people who are running errands on the morning.

When to use it

The speeches, the gift pool and the send-off parties are being planned in a group chat that one of the couple is in, and the other half of the party keeps asking what the dress code is. This layout puts the couple in the server for the timeline and the tasks, hides every surprise from their role, gives each side of the party a private room for outfits, and keeps a voice channel open on the morning of the day.

What makes it different

Four surprise channels are hidden from The Couple role, so the pair can be in the server safely.
Each side of the party has chat and outfits channels visible only to that side and the couple.
#tasks-board is a forum with one thread per job, tagged by side and marked Done.
#timeline and #day-of-schedule are read-only and kept by the two lead organisers.
Day-Of Comms is the voice room the organisers keep open on the morning itself.

Recommended Vetox setup

Reminders
Set Reminders in #timeline for fittings, deposits and the rehearsal, and one in #speeches-and-toasts a week before the day for anyone still drafting.
Auto Roles
Hand out nothing on join with Auto Roles and assign Bridesmaids, Groomsmen or The Couple by hand; one wrong role reveals a surprise.
Embed Messages
Use Embed Messages for #day-of-schedule so the morning runs off one clean message with times and who is where.
Giveaways
Run a Giveaway in #party-chat for the small prizes at the send-off parties; it is the easiest way to draw names fairly.

Questions

How do the couple stay in the server without seeing the surprises?

Every channel in the Surprises category denies view permission to The Couple role. Give them that role before you send the invite, and the category simply does not exist for them. They see the timeline, the tasks, the vendor list, their side's outfits channel and the voice rooms, which is everything they need.

Why are the two sides split into separate channels?

Fittings, group photos and the getting-ready plans are different for each side, and each side wants to see its own without the other reading along. The couple can see both, so nothing is hidden from them except the surprises.

What is the Day-Of Crew role?

The three or four people running errands on the morning: collecting flowers, driving, holding the rings. It is mentionable so a 'where are you' from Day-Of Comms reaches them and nobody else.

Common mistakes

Inviting the couple before their role is set, so they see the surprise channels for the ten seconds it takes to notice.
Planning the speeches in #party-chat because it is convenient, which is how the surprise gets read by the wrong person.
Leaving #tasks-board as a text channel, so the twenty jobs and their owners scroll away and get asked about twice.

Do you have any doubts?

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