Your Dream, Their Challenge: Wedding Planners Make It Happen

Planning a wedding can be a stressful and time-consuming process, but it doesn't have to be. One way to make it easier is to hire a wedding planner. A wedding planner can help you design and execute your dream wedding, but their services can be expensive and may not be the best use of your funds if you're working with a small budget or prefer a simple ceremony. If you decide to hire a wedding planner, it's important to communicate your expectations and priorities clearly. Be prepared to make some compromises, as not every aspect of planning will go smoothly.

If you choose not to hire a wedding planner, there are still things you can do to make the process smoother. Start by establishing your expectations and staying organized. Create a master list of tasks, keep track of contact information and deadlines, and consider creating a separate email address for wedding-related communications. Dedicate a few hours each week to planning, and don't be afraid to seek advice from professionals. Lean on your vendors for referrals and trust that they know what they're doing. Finally, go with the flow and don't sweat the small stuff. Remember, the most important thing is that you're marrying the person you love.

Planning and organisation

Planning a wedding can be an overwhelming task, but it is possible to plan the wedding of your dreams. Organisation is key to keeping everything on track, and it's important to involve your partner in the process, as the wedding should represent both of you as a couple.

Timing

If possible, aim for a longer timeline for your planning – around a year is best. This will give you time to research and book the best vendors, and to save money if necessary. It's also a good idea to be flexible with your wedding date, as certain dates and seasons are more popular and therefore more expensive.

To-Do List

Create a master checklist to visualise and prioritise goals without becoming overwhelmed. This should include tasks, budgets, numbers, contacts, and dates and deadlines. You can use checklists, spreadsheets, Word, Excel, or Google Docs, and there are also online tools and apps to keep you organised.

Budgeting

Your wedding budget will inform many of your decisions, so it's one of the first things to tackle. If family members are contributing, discuss with them what they are comfortable spending. If you are footing the bill, take a hard look at your finances and prepare for any financial changes. Once you have your budget, stick to it! However, it's a good idea to have a 10-15% cushion for unforeseen fees.

Priorities

Determine the three most important aspects of your wedding. Is it the venue, the date, a specific photographer or band? Prioritise these and be willing to compromise on the rest. This will help you stay within your budget and focus your efforts.

Research

Research venues and vendors, and don't rush into any decisions. Meet with several different options to ensure they understand your vision and can work within your budget. Take notice of how they communicate – if their style doesn't suit you or they seem unreliable, they are probably not the right fit.

Contracts

Read all contracts carefully before signing. Everything must be included in the contract, from dates and locations to deposits, fees, colours, and quantities. Be wary of clauses that prevent reviews, extreme cancellation policies, or one-sided terms.

Day-of Manager

Designate someone you trust as the point person to make decisions on your behalf on the day of the wedding. This should be someone who knows you well, like a close friend or relative, and who you trust to make decisions that align with your vision.

Advice

Seek advice from professionals, like wedding planner blogs and vendor blogs, rather than other couples. Planners and vendors have experience with many different types of weddings and can offer valuable tips and referrals.

Letting Go

There will always be something that happens on your wedding day that you didn't plan for. The best thing you can do is take a breath and accept it. If you let these little details get to you, you might be too stressed to enjoy your special day.

Budgeting

Determine Your Budget

Before you start planning, it's crucial to figure out your wedding budget. Calculate how much you and your partner can contribute and whether any family members will be chipping in. Be realistic about what you can afford, considering daily expenses, debt, and future costs. This will give you a clear idea of the total amount you have to work with.

Prioritize

Not everything is a priority, so decide what matters most to you and your partner. Is it the venue, the band, or the catering? Prioritize the top three things and be willing to compromise on the rest. This will help you stay within your budget and focus your spending on what's truly important to you.

Research and Allocate Funds

Break down your budget into categories such as venue, catering, attire, flowers, entertainment, etc. Research the average costs for each category to get an idea of how much to allocate. Be sure to include a buffer for unexpected expenses and hidden costs, such as tips, trials, and decorations.

Track Your Spending

Use a spreadsheet, budgeting app, or a dedicated wedding budget tracker to keep track of your expenses. This will help you stay organized and ensure you don't go over budget.

Save Money

There are many ways to save money on your wedding. Consider DIY projects, choosing less expensive options, or renting items instead of buying. Shop around for the best deals, and don't be afraid to negotiate.

Involve Your Partner

Wedding planning is a team effort, so involve your partner in the budgeting process. Discuss your priorities and work together to make decisions that align with your shared vision.

Be Flexible

Remember that your budget may need to be adjusted along the way. Be flexible and willing to make compromises if certain aspects end up costing more than expected.

Stick to Your Budget

Once you've set your budget, do your best to stick to it. Avoid impulse purchases or upgrades that aren't essential. If you need to make changes, ensure they fit within your allocated funds.

Consider a Wedding Planner

Hiring a wedding planner or day-of coordinator can be a worthwhile investment. They can help you navigate budgeting and may even save you money by leveraging their industry connections.

Plan Ahead

Give yourself enough time to plan and research options. The more time you have, the easier it will be to stick to your budget and avoid last-minute expenses.

Don't Sacrifice What's Important

While budgeting is essential, don't lose sight of what truly matters to you. Your wedding should reflect your values and priorities, so allocate funds to the aspects that are most important to you and your partner.

By following these tips, you can effectively budget for your wedding and ensure you have the celebration of your dreams without breaking the bank.

Choosing a wedding planner

Planning a wedding can be a stressful and overwhelming experience, so it's no surprise that many couples choose to enlist the help of a wedding planner. But with so many options out there, how do you choose the right one for you? Here are some tips to help you select a wedding planner who will ensure your big day is perfect.

Do Your Research

First things first: start by asking friends and family for recommendations. If you've attended a wedding you loved, reach out to the couple and ask about their planner. You can also use social media, wedding planning magazines and websites, and bridal shows to find potential candidates. Check out their websites, social media accounts, and online reviews to get a sense of their style and what past clients have to say about their work.

Match Your Aesthetic

If you have a clear vision for your wedding, make sure the planner you choose has experience executing weddings that fit your desired look and feel. They should be able to add to your ideas and vision in a way that makes you feel confident and excited.

Discuss Budget and Fees

Before committing to a planner, be sure to discuss your budget and what services you require. Planners typically offer different packages, such as full-service planning, partial planning, or day-of coordination, so find one whose pricing model and level of involvement match your needs. Ask about their payment policy, deposit requirements, and cancellation policy.

Identify Shared Values

Remember that you will be working closely with your planner throughout the planning process, so it's important to find someone you like and trust. Look for a planner who understands and respects your vision, and with whom you feel a sense of ease and compatibility. They should be someone you feel comfortable being yourself around, even during stressful times.

Double-Check Services

In addition to aesthetic and budget considerations, make sure the planner can provide the specific services you need. These may include drafting a timeline, reviewing contracts, maintaining communication with vendors, and handling any issues that arise.

Prepare for the First Meeting

When you've found a planner who seems like a good fit, reach out to set up an initial meeting. Come prepared with information about your budget, guest list, preferred date, and vision for the wedding. Be open to their ideas and input, and trust your gut to determine if they're the right fit for you.

By following these steps, you'll be well on your way to finding a wedding planner who will help make your dream wedding a reality.

Selecting a date and venue

• Start your venue search early: Wedding venues tend to get booked up to a year in advance or more. If you have a non-negotiable wedding date, start your search as soon as possible to avoid disappointment.
• Consider the location: Think about the convenience of your guests when choosing a location. Factors to consider include proximity to airports and accommodations, ease of navigation, accessibility for people with disabilities, and parking availability.
• Enlist the help of a wedding planner: Wedding planners can recommend venues based on your style, budget, guest count, and more. If you're planning without a planner, consider venues with on-site coordinators who can guide you through the logistics.
• Understand your guest count: Most venues require a deposit based on an estimated guest count, so it's important to have a rough idea of the number of attendees. This will also impact the venue size, ensuring ample room for tables, seating, and a dance floor.
• Determine your wedding style: Identify whether you want a formal or casual, indoor or outdoor, modern or boho wedding. Knowing your wedding style will help narrow down your venue options and guide your decision-making.
• Mind the restrictions: Be aware of any restrictions or limitations the venue may have, such as policies on live music, pets, or alcohol. Ensure that the venue can accommodate your must-haves, such as a rooftop ceremony space or the ability to bring your own alcohol.
• Weigh the work involved: Consider the level of effort required for different venue types, such as blank-slate vs. all-inclusive venues. Blank-slate venues require building the wedding from scratch, while all-inclusive venues offer multiple services and rentals in one package, saving time and money.
• Prioritize your must-haves: Before committing to a venue, think about your non-negotiables. Communicate these to the venues you're considering to ensure they can accommodate your priorities, such as in-house catering or a late curfew.
• Be flexible with your date: If you're set on a specific venue but they don't have your desired date available, consider choosing an alternative date within their availability. This may result in a longer engagement period than anticipated.
• Choose a date range: To increase your chances of finding a venue that suits your style, budget, and schedule, choose a date range rather than a specific date. Include Fridays and Sundays in your range, as these days can be more budget-friendly than Saturdays.

Finalising the guest list

Start with a Wish List

Before you begin trimming down your guest list, create a wish list of everyone you and your partner would like to invite to the wedding. This initial list will be longer than the final one but will give you a starting point. Consider your venue and budget constraints while making this list, as they will impact the number of guests you can accommodate.

Divide the Guest List

A typical way to divide the guest list is to split it into thirds: one-third for the bride's family, one-third for the groom's family, and one-third for the couple. However, if the couple is paying for the wedding, they may choose to increase their stake. If one side has more guests than the other, you can also consider giving each side a certain percentage of the total number of guests, such as 25% each.

Account for Package Deals

When allocating your guest list, remember that you'll need to invite the officiant's spouse, the parents of children in the wedding party, and the spouse or live-in partner of each invited guest. These are package deals that should be accounted for when finalising numbers.

Be Consistent with Plus-Ones

Decide on a clear rule for offering plus-ones to avoid any confusion or hurt feelings. For example, you could set a minimum relationship duration, such as inviting only those couples who have been together for six months or more. Be sure to stick to the rule you establish to maintain fairness.

Set an Age Cutoff for Children

If you're aiming for an adult-only wedding, you can minimise your guest list by politely requesting that children stay at home. Lizzie Post, president of the Emily Post Institute, recommends setting an age cutoff, such as inviting only children over 14. Be sure to communicate this rule clearly to the invited guests beforehand.

Reciprocate Invitations

If you attended a friend's wedding within the last year, it's considerate to invite them to yours, especially if your event is a similar size. However, if you're having a more intimate affair, explain your situation; your friend will likely understand.

Avoid Tiered Invites

Tiered invites, where some guests are invited to the ceremony and others to the reception, are not recommended. It can be hurtful to guests and needlessly increases your headcount, leading to higher costs.

Chase Outstanding RSVPs

As your RSVP deadline approaches, don't hesitate to reach out to guests who haven't responded yet. Your caterers and venue need an accurate headcount, so it's essential to confirm with any stragglers.

Finalise the Details

Once your guest list is finalised, send it to your venue and caterers so they can prepare accordingly. The finalised list should include the final number of guests attending the ceremony, reception, and meal, along with any dietary requirements, access needs, and the number of children and babies.

Frequently asked questions