Junior Rasmussen
Planning a wedding can be a daunting task, but with the right tools and mindset, you can ensure you have everything you need for your big day. From creating a budget and hiring a wedding planner to deciding on a venue and choosing your attire, there's a lot to consider. It's important to remember that a wedding is about celebrating your union, and you can make it your own by incorporating meaningful details. Whether you're having a small intimate gathering or a grand celebration, creating a checklist can help you stay organised and ensure you don't forget any essentials, like the rings!
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What You'll Learn
Budget, guest list and venue
Budgeting for a wedding can be a daunting task, but with careful planning, you can have the wedding of your dreams without breaking the bank. The first step is to determine your total budget. The average wedding cost in 2025 is around $36,000 for 136 guests, but the size of your guest list and the type of wedding you want will impact this number.
Once you have a budget in mind, it's important to prioritize your spending. The venue is typically the largest expense, followed by catering, entertainment, and photography. When choosing a venue, consider the number of guests you plan to invite to ensure it's the right size. Some venues include tables, chairs, dishes, and glassware, while others require you to rent these items separately.
Catering is another significant expense, and it's important to factor in the cost of alcohol and cake. You may be able to save money by choosing a venue that includes catering or by outsourcing the dessert yourself. Entertainment, such as a band or DJ, can also add to the cost, but it is possible to find unique, low-cost options like hiring a local band or having a playlist.
Don't forget to budget for smaller expenses that can add up, such as wedding invitations, transportation for guests, and an emergency kit with items like safety pins, a sewing kit, and stain remover.
To stay within your budget, be mindful of unnecessary purchases. For example, your florist may already provide candles, and your caterer might include plates and utensils at no extra cost. It's also a good idea to start planning early to avoid last-minute rush fees and to give yourself time to compare prices and lock in the best rates.
Remember, your wedding day is about celebrating your love, so focus on what matters most to you as a couple, and don't be afraid to break with tradition if it means creating a day that truly reflects your personalities.
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Catering and cake
Catering
First, decide on the type of reception you want to have: cocktail, sit-down, brunch, formal, etc. This will help determine the type of catering you need. If you're having a more casual gathering, you might opt for a buffet-style meal, while a formal dinner might require a sit-down, served meal.
Next, you'll want to find a caterer. Some venues have an in-house caterer, or they may have a preferred list of caterers to choose from. If you're able to bring in your own caterer, start by searching online for caterers in your area, and reading reviews from other couples. You can also ask friends and family for recommendations. Once you have a few options, set up meetings to discuss your budget, menu options, and logistics. Be sure to taste samples before making your final decision!
When deciding on a caterer, there are a few other things to keep in mind:
- Will they provide plates, cups, and utensils, or will you need to supply these?
- Are there any extra fees, such as sales tax, service fees, or gratuities?
- Will they cut and serve the cake? Is there an added fee for this?
- If they are providing bar service, do they have liquor liability insurance?
Finally, don't forget to include wedding vendors, such as photographers and musicians, in the meal count! Provide place cards, table numbers, and menus to the catering manager so everyone knows who is being fed.
Cake
Your wedding cake is another important decision. The first step is to find a baker who understands your needs and style. Search for bakers online, read reviews, and view photos of their work. Set up initial meetings and cake tastings with your top choices to discuss budget, flavour options, and logistics.
When it comes to the cake itself, there are many things to consider:
- Flavour: There are endless flavour options to choose from, including classics like chocolate or more unique options like strawberry lemonade or almond cake with matcha buttercream.
- Icing: Buttercream is a popular choice, but it can melt in high heat or direct sunlight. Fondant offers a smooth finish and is easy to decorate.
- Design: Work with your baker to come up with a design that reflects your style. Consider a traditional white cake, or something more modern with soft colours and textural designs.
- Size: The number of guests you're having will affect the size and cost of your cake.
- Serving: Decide if you want to serve your cake as dessert, or later with cocktails. If serving as dessert, let your baker know so they can provide larger portions.
Finally, don't forget to ask your cake maker to leave a few boxes so you can take home some cake at the end of the night!
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Wedding outfits, rings and accessories
Wedding outfits, rings, and accessories are essential components of your special day. Here is a detailed guide to help you ensure you have everything you need in these categories.
Wedding Outfits
For the bride, the wedding dress is the focal point, but there is more to a bridal outfit than just the dress. It is important to consider your hairstyle and choose the right hair accessories, such as headbands or headpieces, to complement your look. Select a hairstyle that will showcase a dramatic set of statement earrings or opt for subtle shine with simple stud earrings.
For the groom, the suit is a key element. Consider the time of year and the wedding theme when choosing the fabric and colour. For a summer wedding, a linen suit is a great option, while wool suits are suitable for other seasons, provided the fabric is not too heavy. If you're going for a rustic theme, a tweed suit is a perfect choice. Don't forget to coordinate with your groomsmen, who can wear matching suits or just vests in the same fabric.
Rings
Ensure your engagement ring is cleaned and sparkling before the big day so that it looks perfect when you add your new wedding band.
Accessories
Accessories complete your wedding day ensemble and should not be overlooked. Here is a checklist of accessories to consider:
- Shoes: Comfortable shoes that complement your outfit are a must. Brides may want to bring a pair of flats for the dance floor.
- Jacket: A customised jacket, such as a fun denim jacket with your new name or a modern faux leather jacket, can add a unique touch and make for great photo ops.
Grooms can also consider adding a floral tie or a bow tie to their ensemble, along with other accessories like a pocket square or a green boutonniere.
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Photography and videography
Capturing the memories of your wedding day is important, and you'll want to look back on photos and videos for years to come. You can hire a professional photographer and videographer, or you can ask a friend or family member to do it. If you're on a tight budget, consider asking a talented guest to take photos as their wedding gift to you.
Before the big day, create a list of must-have shots and share it with your photographer or appointed guest. This could include photos of the wedding invitation suite (including RSVP cards, envelopes, and any other extras), sentimental items (such as a handkerchief, family heirloom, or jewellery), and getting-ready moments. If you're getting ready in the same space, you might want photos of the bride and groom preparing separately. Good lighting, music, mirrors, and decorations in the getting-ready space will also enhance these photos.
For the ceremony and reception, consider the following:
- A photo of the happy couple with the wedding rings
- Photos of any decorations, such as cardboard cutouts of pets, glow sticks, leis, or a memory table
- Photos of the cake, cake-cutting, and any other special foods, such as signature cocktails or a groom's cake
- Photos of the guests enjoying the day, perhaps using hand-held fans or umbrellas provided by the couple
- Photos of the venue, especially if it's outdoors and you've prepared for different weather conditions
- Photos of any special moments, such as a first dance or a sparkler send-off
Remember, it's customary to tip vendors like photographers and videographers if they don't own their own business.
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Music and entertainment
Planning
First, you may want to hire a wedding planner to help you navigate the process. A planner can guide you in selecting a venue, managing your budget, and handling logistics. They can also provide valuable insight during food and drink tastings, ensuring you choose options that align with your taste preferences and vision for the wedding.
Now, onto the music and entertainment! This aspect of your wedding will set the tone for the celebration and create lasting memories. Here are some key considerations:
- Ceremony Music: Choose songs that reflect your style and personality as a couple. Consider popular wedding songs or tunes that hold special meaning for you. You may also want to select specific songs for key moments, such as the processional and recessional.
- Reception Entertainment: The reception is where you can truly personalize your wedding. Consider hiring a DJ or live musicians to perform during the reception. This can create a lively atmosphere and engage your guests.
- Sentimental Items: Incorporate sentimental items, such as a handkerchief, family heirloom, or jewelry, into your wedding day. These items can add a personal touch and often make for beautiful photo opportunities.
- Unique Touches: Think about including unique and fun items that reflect your style. This could be anything from cardboard cutouts of your pets to a glow stick or sparkler send-off. These unexpected elements will make your wedding memorable and entertaining for your guests.
- Guest Comfort: Consider providing comfort items for your guests, such as pashminas, flip-flops, or sunglasses, especially if your wedding is outdoors or will continue into the evening.
- Emergency Kit: Don't forget to prepare an emergency kit! This should include safety pins, a sewing kit, a hot glue gun, stain remover, and other items to address any last-minute wardrobe issues or minor injuries.
Remember, the most important thing is to choose music and entertainment that reflects your style and brings you joy. With careful planning and attention to detail, you can create a wedding that is truly yours.
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Frequently asked questions
In the final week, confirm times and locations with your vendors, prepare tips in envelopes for the vendors, check the weather forecast, and ensure you have all your attire and accessories.
Two months before the wedding, decide on table names, purchase welcome signs and wedding signs, and think about whether you'll be leaving gifts for overnight guests. You should also consider whether you need any final decor items, print your menu cards, and decide on how your suppliers and guests will address you.
If your engagement length is shorter, condense the wedding schedule. Try to complete all the tasks designated for month 12 to 6 in the first month. This includes deciding on a theme, which will impact your invitations, decorations, wedding favours, and live music. You should also decide on a budget and book a wedding venue.
Twelve months before the wedding, you should hire a wedding planner if you can afford one. They will guide you in all decisions, from selecting a venue to tracking your budget and handling logistics. You should also decide on the vibe and venue of your wedding.
