Rhiannon Hendricks
Planning a wedding can take anywhere from a few weeks to two years, depending on the type of wedding you want. The average couple takes about a year to plan their wedding, but it's important to consider factors such as the size of the wedding, the location, and the availability of venues and vendors. Some tasks, such as securing a venue and sending out save-the-dates, should be done early in the planning process, while others, like dress fittings and cake tasting, can be done closer to the wedding date. To stay organized, many couples create a wedding planning binder or spreadsheet to keep track of their to-dos and budget.
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What You'll Learn
Setting a budget and picking a date
Setting a budget is one of the first tasks to tackle when planning a wedding. It will determine all the decisions you make, so having a clear and defined idea of how much you are willing to spend is key. This will help you feel good about the compromises you'll inevitably have to make and keep you on track with your overall budget.
To set a budget, consider how much you have in savings that you're willing to dedicate to your wedding, how much you can put towards the wedding as you plan, and how much you'll be receiving from friends and family. It's a good idea to pick your top three priorities and allocate a little extra money for them, and decide on the three things that are the least important to you and budget accordingly.
You can also save money by using cash-back programs, like Rakuten, on your wedding purchases, and by opting for digital invitations. You can also address the invitations yourself to reduce calligraphy costs.
Some guidelines suggest designating around 3% of your budget for the ceremony, including venue rental, the marriage license, ceremony music and decor, and an officiant. You can spend up to 40% of your overall budget on the venue, rental fees, food, and alcohol combined. Allocate around 12% for photography and videography, and consider setting aside 3% for guest entertainment, such as live painters, dancers, additional musical performers, or a photo booth. Save at least 2% of your budget for transportation, and don't forget to include stationery in your budget, such as save-the-date cards, invitations, and thank-you notes.
Once you have set your budget, you can start thinking about picking a date for your wedding. It's a good idea to send out save-the-dates early, especially if you have guests who will need to make travel arrangements. You can also reserve a block of hotel rooms for your guests as soon as you have your wedding date and location.
The amount of time you spend planning your wedding is flexible and depends on the type of wedding you want. The average time to plan a wedding is 15 months, but it can be done in less or more time. The shortest time frame recommended for processing and thinking through decisions is three to four months, while the longest is typically 16 to 18 months. Destination weddings tend to be more complicated and can take 12 to 16 months to plan, while smaller weddings can be planned more quickly.
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Creating a guest list
There is no one-size-fits-all answer to how long is needed to plan a wedding. It depends on the type of wedding you want and can range from a few weeks to several years. However, a fully-planned event does take some time to put together. The average time to plan a wedding is 15 months, but this can vary depending on the season, location, and other factors.
Now, let's focus on creating a guest list, a crucial aspect of wedding planning. Here are some detailed instructions and considerations to help you tackle this task:
Create Your Master List:
Start by making a list of everyone you and your future spouse would consider inviting. This list can be long and include people from all aspects and times of your life. Consider close family, friends, extended family, coworkers, and anyone else you're close to. You can also ask your parents for their input to avoid last-minute invitation requests.
Prioritize and Categorize:
Prioritize your list by assigning categories or tiers to each guest. You can use labels such as "A-list," "must-haves," or simply assign priorities like "A," "B," and "C." The "A" list comprises the non-negotiables, the people you simply must have at your wedding. They are usually your closest family and friends. The "B" list includes additional friends, extended family, and acquaintances you'd like to invite if space and budget allow. The "C" list is for guests who would be nice to have but are not essential.
Consider Your Venue and Budget:
The size of your venue and your budget will play a significant role in refining your guest list. Decide on the type of venue you want, such as a country house, a cosy barn, or a beach setting. Consider the capacity of your dream venue and whether your budget can accommodate the number of guests you want to invite. This step is crucial because it will help you finalize your guest list and ensure it aligns with your vision and financial constraints.
Plus Ones and Children:
Decide on your policy for plus ones and children. You are not obligated to provide plus ones to all guests, especially if it's a new relationship or someone you haven't spent much time with. You can set criteria, such as inviting only those who are married or engaged or in a long-term relationship. Regarding children, consider whether you want your wedding to be child-friendly or prefer an adults-only affair. Respect your guests' decisions if they choose not to attend because they can't bring their children.
Send Save-the-Dates and Invitations:
Once you have your refined guest list, send out save-the-dates and then formal invitations. Sending save-the-dates early is essential, especially for out-of-town guests who need to make travel arrangements. For invitations, etiquette suggests sending them at least eight weeks in advance, or ten weeks if guests need to travel. Be prepared to receive some regrets, and you can use this opportunity to invite people from your B-list. Just be sure to send the second round of invitations promptly to avoid making them feel like an afterthought.
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Choosing a venue
The venue is one of the most important and exciting decisions in the wedding planning process. It sets the stage for the entire celebration, so it's essential to choose wisely. Here are some tips to help you select the perfect venue for your big day:
Start the search early:
It's recommended to book your venue a year to nine months before your wedding. Wedding venues tend to get booked up quickly, so it's best to start your search as early as possible, especially if you have your heart set on a specific date or venue. It can take a few months to find the right place, and viewings can last between 30 minutes to an hour.
Determine your budget and guest list:
Before starting your venue search, decide on your overall wedding budget and how much you want to allocate for the venue. Keep in mind that some venues may include essentials like tables and chairs in their pricing, while others charge extra. Also, have a rough estimate of your guest count to ensure the venue can accommodate your group comfortably.
Align with your wedding vision:
Choose a venue that aligns with the theme and style of your wedding. For example, a rustic theme may suit a park, barn, or ranch better than a luxury hotel. Consider the atmosphere and ambiance you want to create, and select a venue that fits that vision.
Consider the location:
Think about how easy it is for your guests to get to the venue. Is it in a convenient location, or will guests need to travel a significant distance? If it's an out-of-the-way destination, ensure you provide clear directions and, if necessary, transport options. Also, consider nearby accommodations for out-of-town guests.
Ask the right questions:
When visiting venues, inquire about what they provide, such as parking, tables, chairs, linens, and bathroom facilities. Discuss setup and tear-down times, curfews, noise restraints, and whether they allow outside vendors or prefer you to use their in-house caterers, florists, etc. If you're planning an outdoor wedding, ask about backup options in case of bad weather.
Trust your instincts:
Ultimately, choose a venue that feels right. If a place speaks to you and you can easily envision celebrating your special day there, trust your instincts. The same goes for the venue coordinator—ensure you feel comfortable and professional in your interactions with them.
Remember, the venue is a crucial aspect of your wedding, so take your time, do your research, and ask lots of questions to find the perfect place to exchange your vows.
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Sending out save-the-dates
There is no one-size-fits-all answer to how long is needed to plan a wedding. It depends on the type of wedding you want, the number of guests, the location, and other factors. The average time to plan a wedding is 12 to 18 months, but it can be done in as little as a few weeks or take several years.
Now, onto sending out those save-the-dates! This is an important task to check off early, especially if you're planning a destination wedding or have guests travelling from out of town. You want to give your guests enough notice to block off the day in their calendars and make any necessary travel arrangements.
As a rule of thumb, it's recommended to send out save-the-dates around 12 months before your wedding. This gives guests plenty of time to request time off work and make travel plans if needed. However, if you're planning a destination wedding or have a large number of out-of-town guests, you may want to send them out even earlier, around 16 to 18 months in advance.
When sending out save-the-dates, it's important to include key information such as the wedding date and location. You don't need to include all the details, but giving guests a general idea of what to expect can be helpful, especially for those travelling from afar. You can always send out a secondary save-the-date closer to the wedding with more detailed information, such as venue, exact times, and activities in the area.
Save-the-dates are also a great opportunity to build excitement for your wedding! Get creative with your wording and stationery design to give guests a taste of what to expect. You can also use this opportunity to ask your wedding party to be a part of your special day. That way, they can start planning any pre-wedding events and have plenty of time to find their outfits.
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Booking vendors
- Decide on your budget and priorities: Before booking any vendors, it's essential to have a clear and defined budget. Discuss your vision, priorities, and allocate funds accordingly. This includes considering costs for the venue, catering, photography, entertainment, honeymoon, travel, and wedding insurance.
- Book the venue first: The venue is typically the first vendor to secure. Popular venues can get booked up quickly, sometimes 1-2 years in advance, so it's imperative to catch the exact date you want.
- Secure the officiant and registrar: The officiant and registrar are crucial to the legality of your ceremony. If you plan to have a friend or family member officiate, ensure they are registered and available on your chosen date.
- Determine priority vendors: Decide which vendors are most important to you. For instance, if photography is a priority, book your photographer early. If food is your focus, secure your chef or caterer sooner rather than later.
- Entertainment: Entertainment vendors, such as DJs and bands, can also get booked up quickly, sometimes up to 2 years in advance. If you have your heart set on a particular entertainer, book them early to lock in the date and their best performers.
- Use resources and stay organized: Utilize resources like WeddingWire, which offers a comprehensive directory of vendors, reviews, and planning tools. Stay organized by using checklists, spreadsheets, or planning binders to keep track of tasks and bookings.
- Guest list and accommodation: Before sending out invitations, decide on your guest list and ensure your venue can accommodate the number of guests. Reserve a block of hotel rooms for out-of-town guests, and consider sending out save the dates early so guests can plan their travel arrangements.
- Other vendors: Depending on your priorities, you'll also want to book vendors such as florists, videographers, decorators, caterers (if separate from your venue), and any other entertainment or special touches you desire.
Remember, the key to successful vendor booking is early planning, staying organized, and being flexible. Each wedding is unique, so tailor your vendor choices to your vision and budget.
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Frequently asked questions
There is no definitive answer to this question. It depends on the type of wedding you want. If you want a minimalistic wedding with a small guest list, two to three months should suffice. On the other hand, if you're planning a full wedding with a breakfast, evening party, honeymoon, and more, it's recommended to give yourself 12 to 18 months. The average couple takes about a year to plan their wedding.
It's a good idea to send out "save the dates" early, especially if you're planning a destination wedding. This will ensure your guests have enough time to request time off work and save money for airfare and lodging. It's also important to consider that if your wedding is in a different country than your guests, they may need time to renew their passports, which can take several months.
If you're buying a designer wedding dress, many retailers require 9-12 months for ordering and alterations. Therefore, it's recommended to start dress shopping early on in the planning process.
