The Perfect Wedding Planner: A-Tipica's Guide

A-típica is a pioneering wedding planning agency based in Madrid, Spain. With almost 20 years of experience, the company has become a favourite among aristocrats, having planned high-profile weddings such as that of Belén Corsini and Carlos Fitz-James Stuart, and Paola Fendi. A-típica's signature style is characterised by its spectacularity and 'silent luxury', with an emphasis on impressive decorations and a unique, personalised touch. The company offers comprehensive assistance in wedding design, event decoration, and organisation, ensuring that each wedding is tailored to the couple's needs and desires.

Interviewing the couple and parents to identify their needs

Interviewing the couple and their parents is a crucial step in understanding their needs and wants for the wedding. Here are some ways a wedding planner can approach these interviews to gather the necessary information:

Understanding the Couple's Vision and Expectations

• Ask the couple to describe their dream wedding: Do they envision a formal or casual event? What themes, styles, or cultural elements do they want to incorporate? Understanding their vision will help tailor your planning approach.
• Discuss priorities and non-negotiables: Explore what aspects of the wedding are most important to the couple and their families. This could include the venue, theme, cultural traditions, or specific details they've always dreamed of.
• Determine the wedding size: Ask the couple about their expected guest list size. This will impact venue selection, budget, and overall event management.
• Explore budget expectations: Understanding the couple's and families' financial contributions and limitations is essential. Discuss their comfort zone and determine if they prefer a luxurious event or a more intimate celebration.
• Inquire about special requests: Some couples may have unique requests, such as surprise performances, themed decor, or specific entertainment. Understanding these requests early on will help you plan accordingly.

Gathering Practical Information and Logistics

• Finalise the wedding date: Confirm the wedding date with the couple to ensure the planner's availability and start building a timeline for planning and execution.
• Define the planner's role: Discuss the level of involvement expected from the planner. Will they be handling full-service planning, day-of coordination, or partial planning? Clarifying this will manage expectations and allow for efficient planning.
• Communication preferences: Understand how the couple and their families prefer to communicate. Establish communication channels and frequencies that work for everyone to ensure a smooth flow of information.
• Meetings and updates: Outline the frequency of meetings and the process for providing updates. This will help set clear expectations and ensure everyone is aligned throughout the planning journey.
• Explore dietary restrictions and accessibility needs: Inquire about any dietary restrictions, accessibility requirements, or special accommodations for guests. This information is crucial for catering, venue selection, and overall guest experience.
• Understand the couple's timeline: Discuss the couple's expectations for the planning timeline. Are there any specific milestones or deadlines they want to meet? Work together to create a realistic timeline that aligns with their vision.
• Explore vendor preferences: Ask the couple if they have preferred vendors in mind, such as photographers, caterers, or entertainment. If not, offer recommendations based on their budget and style preferences.
• Address potential challenges: Discuss how the planner handles unexpected challenges or last-minute changes. Share examples of how they've managed similar situations in the past to build confidence and trust.

By conducting thorough interviews with the couple and their parents, a wedding planner can gain a deep understanding of their needs and expectations. This information will serve as a solid foundation for creating a personalised and memorable wedding experience.

Preparing the budget and managing costs

A-típica is a wedding planning company based in Madrid, Spain, that offers comprehensive assistance in wedding design, event decoration, and organisation. With almost 20 years of experience, the company has planned weddings for aristocrats, including Belén Corsini and Paola Fendi.

Preparing a budget and managing costs is an essential part of wedding planning. A-típica's services include helping clients allocate their budget effectively and manage costs without compromising on their dream wedding.

• Identify Priorities: Determine what aspects of the wedding are most important to the couple. This could include the venue, catering, entertainment, decorations, or any other specific elements. Understanding the couple's priorities will help allocate funds effectively.
• Create a Detailed Breakdown: Develop a comprehensive budget sheet that itemises all expected expenses. This should include major categories such as venue hire, catering, drinks, wedding attire, photography, entertainment, decorations, and any additional costs like transportation or accommodation. By breaking down the budget into categories, it becomes easier to manage and track expenses.
• Research and Compare Prices: Encourage the couple to research and compare prices from different vendors and suppliers. A-típica can leverage its industry connections to obtain quotes and negotiate competitive rates on the couple's behalf, ensuring they get the best value for their money.
• Allocate Contingency Funds: It is important to anticipate potential unexpected costs by including a contingency amount in the budget. This buffer will provide flexibility and peace of mind if last-minute changes or additions are necessary.
• Regularly Review and Adjust: Wedding planning is a dynamic process, and costs can fluctuate. Regularly review the budget and track expenses to ensure they align with the initial allocations. If costs for certain items are lower than expected, consider reallocating those funds to other areas that may require additional investment.
• Manage Guest List: The number of guests can significantly impact the overall budget. A-típica can assist in refining the guest list to ensure it aligns with the couple's budget. They can also suggest ways to manage guest-related costs, such as providing different menu options or beverage packages to suit varying budgets.
• Offer Cost-Saving Alternatives: Suggest cost-effective alternatives without sacrificing the desired style or experience. For example, A-típica might recommend using flowers that are in season or choosing a venue that includes certain amenities to reduce the need for additional rentals.
• Payment Tracking and Management: Help the couple stay organised by tracking payments made to vendors and suppliers. Create a system to record due dates and payment statuses to ensure timely payments and avoid any late fees or disruptions to the wedding plans.
• Post-Wedding Expenses: Discuss and plan for any expenses that may arise after the wedding. This could include thank-you gifts for the wedding party, printing and sending thank-you cards to guests, or even the cost of preserving the wedding dress.
• Utilise Wedding Planning Tools: A-típica can leverage online wedding planning tools and calculators to streamline the budget management process. These tools can help create, track, and manage the wedding budget, ensuring that expenses stay within the allocated amounts.

By following these steps, A-típica can help couples prepare and manage their wedding budget effectively, ensuring a financially well-planned celebration without unnecessary stress or overspending.

Designing the event, including decor and layout

A-típica is a wedding planning company based in Madrid, Spain, that has been in operation since 2002. The company offers a range of services, including event decor and wedding design, to create a couple's dream wedding.

When it comes to designing the event, including decor and layout, A-típica takes into account the couple's needs, desires, and personality to create a unique and personalised event. They offer a boutique service, paying close attention to detail and creating a "luxury silent" atmosphere that has become their signature style.

For the wedding of the Condes de Osorno in the Palace of Liria, A-típica created a magical setting. They set up a large marquee over the altar, filled with greenery and flowers to simulate a small forest. The same wild, natural theme was carried through to the reception, with peonies and purple floral arrangements on the tables.

For Paola Fendi's wedding, A-típica decorated an Ibiza cathedral in the Gothic-Catalan style with small orange trees adorning the columns. The aisle was a stunning green pathway that matched the floral arch at the entrance. The banquet was held at the prestigious Atzaró Agroturismo, where white flowers and orange trees created a beautiful and fragrant atmosphere.

A-típica's event design and decor services are tailored to each couple, ensuring that their wedding is a true reflection of their style and personality. The company sources unique decorations and creates impressive settings to make each wedding a spectacular and memorable event.

Planning a detailed checklist and timeline

Planning a wedding can be a daunting task, but with the right tools and a detailed checklist, you can ensure your big day runs smoothly. Here is a comprehensive timeline and checklist to help you plan your dream A-Tipica wedding:

12-18 Months Before the Wedding:

• Determine your budget and create a wedding website: Discuss with your partner and families to finalise a realistic budget. A-Tipica also offers advice on how to organise a luxurious wedding on a smaller budget. Creating a wedding website will be a useful communication tool to keep your guests informed and up to date.
• Hire a wedding planner: Consider hiring a professional wedding planner, such as A-Tipica, who can guide you through the entire process and offer valuable advice. A-Tipica has been in the industry since 2002 and has the experience to make your day magical.
• Choose your wedding party: Decide on your bridesmaids, groomsmen, and ushers, and pop the question to them in a creative way.
• Choose the date and venue: Pick a few potential dates and visit venues to find the perfect setting for your wedding. A-Tipica can assist in identifying venues that match your vision and requirements.
• Create a guest list: Start compiling a list of guests, including family, friends, and colleagues, to ensure you don't forget anyone important.

6-12 Months Before the Wedding:

• Send out save-the-dates: Inform your guests about the wedding date and location to ensure they can attend and plan their travels.
• Choose a theme and colour palette: Decide on a theme and colour scheme that reflects your style and personality. This will guide your choices for decorations, attire, and flowers.
• Research and book vendors: Start researching and meeting with potential vendors, including caterers, photographers, florists, musicians, and cake designers. A-Tipica can assist in identifying and contracting reputable wedding professionals.
• Purchase your wedding attire: Start looking for your dream wedding dress or suit, and don't forget to consider any customisation or alterations that may be needed.
• Plan the honeymoon: If you're planning a honeymoon, start researching destinations and make any necessary travel arrangements.

3-6 Months Before the Wedding:

• Send out invitations: Finalise your guest list and send out formal invitations, including RSVP cards and details about accommodation and travel.
• Finalise the details: Confirm all the details with your vendors, including the menu, flowers, music, and transportation.
• Plan the ceremony: Decide on the order of events for the ceremony and create a timeline for the day. Choose readings, music, and any other personal touches you want to include.
• Organise accommodation: Book hotel rooms or accommodation for your guests, especially if your venue is in a remote location.
• Create a wedding registry: A-Tipica offers an online wedding registry service, allowing you to select unique and personalised gifts for your married life together.

1-3 Months Before the Wedding:

• Final fittings: Ensure your wedding attire fits perfectly and make any necessary alterations.
• Send final payments: Confirm final details with vendors and make the final payments to avoid any last-minute stress.
• Pick up wedding rings: Ensure your wedding bands are the correct size and safely stored.
• Apply for a marriage license: Don't forget the legal aspect of getting married! Apply for your marriage license to ensure everything is official.
• Create a seating chart: Use a seating chart maker to plan the seating arrangement for your reception, considering the relationships and preferences of your guests.

The Week of the Wedding:

• Delegate tasks: Assign tasks to your wedding party or family members to ensure everything is taken care of, and you can relax.
• Rehearse the ceremony: Have a rehearsal dinner to ensure everyone in the wedding party knows their role and the ceremony runs smoothly.
• Final touches: Confirm all the final details, including deliveries and services for the big day.
• Enjoy your day: Remember to relax and enjoy the moment! All your planning will pay off, and any minor hiccups won't matter in the end.

Identifying and contracting wedding professionals

Planning a wedding can be a daunting task, but with the help of wedding professionals, your dream day can become a reality. Here are some tips for identifying and contracting wedding professionals to bring your vision to life:

Identify Your Needs

Before beginning your search, it's important to identify your specific needs and priorities for your wedding. Do you require assistance with overall wedding planning, event design, or day-of coordination? Understanding the different roles of wedding professionals is crucial. Wedding planners typically handle logistics, vendor referrals, contract negotiations, budget management, and day-of execution. Wedding designers focus on the aesthetic aspects, such as creating a design concept, guiding the colour palette, and overseeing décor and vendors. Wedding coordinators step in closer to the wedding date and handle last-minute details, timeline management, and day-of execution.

Research and Recommendations

Start your search by seeking recommendations from recently married couples whose weddings you admired. Online reviews and testimonials can also provide valuable insights into the work of wedding professionals. Additionally, consider reaching out to your trusted network of friends and family for suggestions.

Experience and Expertise

When evaluating potential wedding professionals, look for those with extensive experience and expertise in the industry. A seasoned wedding planner or designer will have the skills to anticipate and address any challenges that may arise. They will also have well-established relationships with vendors, ensuring a smoother planning process.

Style and Creativity

Every couple has a unique vision for their wedding. Look for wedding professionals whose style aligns with your own. Examine their portfolio, social media presence, and past work to gauge their creativity and attention to detail. Ensure they have experience with similar weddings to yours in terms of size, theme, and level of formality.

Communication and Rapport

Effective communication is key when working with wedding professionals. Choose someone who listens to your ideas, understands your vision, and is responsive to your questions and concerns. It's important to feel comfortable and confident in their abilities, as open communication will ensure a smoother planning process and a more personalised experience.

Contract and Costs

Once you've identified your chosen wedding professionals, be sure to review the contract thoroughly before signing. Understand the services included, payment terms, cancellation policies, and any other relevant details. Costs can vary depending on the professional's experience, location, and the scope of your wedding. Full-service wedding planning and design can range from 15% to 20% of the total wedding cost, while wedding coordinators may charge between $2,000 and $6,000, and wedding planners or designers between $8,000 and $30,000.

Frequently asked questions