Planning A Wedding: When To Book Your Date

Planning a wedding can be a stressful and time-consuming process. It involves many steps, from deciding on a venue to sending out invitations. The first step is to determine your budget, which will influence many subsequent decisions. Next, you should hire a wedding planner, if your budget allows. It is also important to start researching and booking your venue early, as they can get booked up fast, sometimes up to two years in advance. Once you have a venue, you can start thinking about other details such as catering, music, and decorations.

Venues

There are many venue options to choose from, including:

• Hotels, inns, and resorts
• Ballrooms and banquet halls
• Historic estates and mansions
• Farms, barns, and ranches
• Museums and galleries
• Beaches and waterfront settings
• Restaurants and breweries
• Golf and country clubs
• Vineyards and wineries

When choosing a venue, it is important to consider the location, capacity, theme, and budget. It is also essential to book the venue early, as they can get booked up one year or more in advance.

• Make a list of venues that fit your criteria and fall within your budget.
• Set up tours of the venues as early as possible.
• Review vendor lists, guest capacity, and ask questions during the tour.
• Pick a date and finalize the contract.
• Send the deposit to confirm your booking.

By following these steps, you will be able to secure the perfect venue for your special day.

Timing

Once you have your venue, the rest will fall into place. You can start to think about the theme, guest list, vendors, and whether you will have separate venues for the ceremony and reception.

• 12 months before: Book your wedding planner and venue.
• 10 months before: Book your photographer, videographer, florist and caterer.
• 9 months before: Book your reception music.
• 8 months before: Book your ceremony music, guest accommodations, officiant and start shopping for your wedding dress.
• 7 months before: Book your cake baker, bridesmaid dresses and a honeymoon travel consultant.
• 6 months before: Order your wedding invitations, and book a makeup artist and hair stylist.
• 5 months before: Decide on men's attire, accessories, and transportation.
• 3 months before: Buy wedding favours and wedding rings.

Of course, this timeline can be adjusted to suit your preferences and the specifics of your wedding. For example, if you are having a destination wedding, it is recommended to send out save-the-dates about a year in advance, whereas for a wedding closer to home, eight months is usually enough.

It's also important to remember that some steps may take longer than others. For instance, buying a wedding dress is not the same as buying a t-shirt – it can take months from ordering your gown to having it in your hands. So, be sure to give yourself enough time and start planning early to avoid any last-minute stress!

Budget

Determine Your Total Budget

The first step in budgeting for your wedding is to figure out how much you can afford to spend. This involves looking at your savings and how much you can save during the engagement period. You may also want to consider any contributions from family or friends. It is important to be realistic about what you can afford and, if necessary, compromise and cut back on certain expenses to stay within your means.

Break Down Your Budget

Once you have your total budget, you need to break it down into categories to allocate funds effectively. The following is a suggested percentage breakdown for each category, which can be adjusted according to your priorities:

• Venue and Catering: 40%
• Photography and Videography: 15%
• Wedding Attire and Beauty: 5%
• Music/Entertainment: 10%
• Flowers: 10%
• Favors and Gifts: 2%
• Transportation: 3%
• Stationery: 3%
• Cake: 2%
• Décor: 10%

Venue and Catering

The venue and catering typically make up the largest portion of the wedding budget. When choosing a venue, consider the number of guests you plan to invite to ensure it is the appropriate size. Also, be mindful of additional costs such as service fees, taxes, and deposits. Catering costs can vary depending on the type of food and whether it is included in the venue package. Don't forget to include costs for a wedding cake or alternative desserts.

Photography and Videography

Great photos and videos are worth investing in as they capture precious memories of your special day. Allocate around 15% of your budget to cover the costs of a photographer and/or videographer. This should include travel expenses and any additional shoots, such as an engagement photoshoot.

Wedding Attire and Beauty

Your wedding attire and beauty expenses should include the cost of the wedding dress/suit, accessories, alterations, and hair and makeup services. Don't forget to budget for any pre-wedding beauty treatments you plan to indulge in.

Music/Entertainment

Music and entertainment are essential for creating a fun and memorable wedding reception. Whether you choose a DJ, a band, or both, allocate around 10% of your budget for this category. If you have additional entertainment, such as a photo booth or live painters, you may need to adjust your budget accordingly.

Flowers

Flowers can add a romantic and elegant touch to your wedding, but they can also be expensive. Allocate around 10% of your budget for personal bouquets, ceremony decorations, and reception centrepieces. If you have a specific floral vision, be prepared to adjust your budget to accommodate it.

Favors and Gifts

Wedding favors and gifts are a thoughtful way to thank your guests for attending and celebrating with you. Set aside about 2% of your budget for these items.

Transportation

Transportation costs can add up quickly, especially if you require transportation for the wedding party and guests. Consider the distance between the ceremony and reception venues and whether you need transportation for multiple events. Allocate around 3% of your budget for transportation costs.

Stationery

Wedding stationery includes save-the-dates, invitations, programs, menus, thank-you cards, and more. It is important to allocate around 3% of your budget to cover these costs, ensuring you don't go over budget.

Cake

The wedding cake or alternative desserts are an important part of the reception. If your venue doesn't include this in their package, you'll need to source it separately. Allocate about 2% of your budget for this category.

Décor

Lighting and décor are essential for creating the desired atmosphere at your wedding. This includes candles, signage, table displays, centrepieces, and other decorative elements. You can use approximately 10% of your budget to add special touches that reflect your style and theme.

Additional Considerations

When creating your wedding budget, it is important to be mindful of hidden costs and unexpected expenses. Here are some additional considerations:

• Tips and Gratuities: Budget for tips and gratuities for your vendors, such as the photographer, venue staff, and caterers.
• Overtime Charges: If your wedding runs longer than expected, you may incur overtime charges for the venue, photographer, and other vendors.
• Trials and Samples: Costs for hair and makeup trials, as well as floral demos and food tastings, can add up.
• Insurance: Special event insurance can protect you in case of cancellation or postponement. It is also recommended for weddings held at private residences.
• Honeymoon: If you plan to go on your honeymoon directly after the wedding, include this in your overall budget.

Guests

The number of guests you plan to invite will influence many aspects of your wedding planning, from the venue to the catering. It is important to have a rough idea of your guest count early on in the planning process. This will help you choose a venue that is the appropriate size and create a budget that takes into account the cost of food, drinks, and other expenses per guest.

Once you have an estimate of the number of guests, you can start thinking about the guest list itself. This can be a tricky task, as you may need to cut down your initial list to fit within your budget and venue capacity. It is important to consider the budget, the size of the venue, and how many invites each set of parents will get if they are contributing financially.

If you are having a destination wedding, it is a thoughtful gesture to block out hotel rooms for your guests and secure a discounted rate. This can be done around eight months before the wedding, along with sending out save-the-dates. For a wedding closer to home, sending save-the-dates around six months in advance is appropriate.

Finally, don't forget to chase any RSVP stragglers in the final weeks before the wedding and deliver the final headcount to your caterers and venue.

Vendors

Start Early

It is advisable to start researching and booking vendors as early as possible, especially for in-demand services like venues, photographers, and videographers. Some venues and vendors can be booked one to two years in advance, so don't delay. Starting early also increases your chances of receiving early booking discounts.

Determine Your Requirements

Before reaching out to vendors, it is essential to have a clear idea of your requirements. Consider your wedding theme, guest count, budget, and any specific needs or preferences you may have. Make a list of must-haves and deal breakers to help guide your search.

Wedding Planner

Hiring a wedding planner can be a great first step. They can guide you through the entire planning process, including selecting reputable vendors that match your vision and budget. A wedding planner can save you time, stress, and help you avoid costly mistakes.

Venue

Booking your wedding venue is typically one of the first steps in the planning process. The venue sets the tone for your wedding, both logistically and stylistically. It influences your guest list, other vendors, and your wedding date. Consider the location, capacity, season, and any limitations or inclusions the venue may have.

Photographer and Videographer

Your wedding photographer and videographer play a crucial role in capturing the memories of your special day. Look for professionals whose style and cost align with your vision and budget. It is also essential to ensure you get along well with them, as you will be spending a significant amount of time together.

Florist, Caterer, and Cake Baker

These vendors are responsible for creating the aesthetic and culinary delights for your wedding. Find florists and caterers who understand your wedding style, vision, and budget. Be sure to schedule tastings and ask about their ability to accommodate dietary restrictions. For your wedding cake, look for a baker who can create a cake that is both delicious and visually stunning.

Music and Entertainment

Whether you choose a band, DJ, or live musicians, your wedding entertainment sets the ambiance for your ceremony and reception. Allow ample time to find music professionals who suit your preferences and create the atmosphere you desire.

Stationery, Invitations, and Save-the-Dates

Your wedding stationery and invitations are the first impression your guests will have of your big day. Work with a stationer to create invitations that match your wedding theme and express your style as a couple. If you are hosting a destination wedding or have a large number of out-of-town guests, send out save-the-dates early, preferably a year in advance.

Wedding Attire

Purchasing a wedding dress or suit is a significant undertaking and can take several months. Allow plenty of time for shopping, alterations, and fittings. This applies to both the wedding party and any groomsmen or bridesmaids.

Hair and Makeup

A professional hair stylist and makeup artist can ensure you look and feel your best on your wedding day. Schedule trials a few months before the wedding to test out different looks and ensure you are happy with the results.

Transportation and Accommodations

If your wedding venue has limited parking or is in a remote location, consider hiring transportation services for your guests. Also, if you are expecting a large number of out-of-town guests, book a block of rooms at nearby hotels to ensure their comfort and convenience.

Other Vendors

Other vendors to consider include a lighting technician, officiant, rental companies for tables, chairs, linens, etc., a photo booth, and a honeymoon travel consultant. Don't forget to ask for recommendations and read online reviews to ensure you are hiring reputable and experienced professionals.

Frequently asked questions