Digital Wedding Planner: Tips For Going Online

Planning a wedding can be stressful, but digital tools can help you manage the logistics. From online wedding planning assistants to project management applications, there are now many ways to streamline the process.

For example, online wedding planning assistants offer a range of tools to help couples and planners create their dream celebration. These tools include guest list management, budget tracking, and seating chart makers. There are also project management applications, such as Airtable and Trello, that can be used to centralize all wedding details in one place.

Additionally, there are now many websites and apps dedicated to specific aspects of wedding planning, such as finding venues and vendors, creating invitations, and budgeting.

For those interested in becoming a digital wedding planner, there are also online courses and certifications available to help you get started in this dream job.

How to use digital tools to plan a wedding

Planning a wedding can be stressful, but digital tools can help you get a handle on the logistics. Here are some ways to use digital tools to plan a wedding:

Use a Wedding Planning Website or App

Websites and apps like WeddingWire, Carats & Cake, WeddingHappy, and Riley & Grey can help you with everything from finding vendors and creating a budget to designing invitations and building a wedding website. These platforms often include checklists, budget templates, and etiquette tips, making it easier to stay organized and on track.

Utilize Project Management Applications

Project management apps such as Airtable, Trello, and Discord can be useful for centralizing all your wedding details in one place. They allow you to track vendors, manage payments, plan events, and collaborate with others involved in the wedding planning process.

Leverage Online Communication and Sharing Tools

Tools like Google Drive, Burner, and UberEVENTS can facilitate easy communication and sharing during wedding planning. Google Drive enables seamless sharing and editing of documents, spreadsheets, and photos with your planning crew. Burner provides a temporary phone number for all wedding-related communications, freeing up your regular number. UberEVENTS simplifies guest transportation by allowing you to manage and budget rides through a promo code.

Explore Creative and Design Tools

Digital tools like Pantone Studio can assist with color coordination, helping you pick colors and share color palettes with others. Minted offers customizable wedding invitation designs, including budget-friendly options and cultural invitations. Allseated is another useful platform for creating a wedding reception layout and collaborating with vendors to ensure everyone is on the same page.

Manage Guest-Related Tasks Efficiently

Online tools can streamline various guest-related tasks. Postable offers a convenient service for printing, stuffing, addressing, stamping, and mailing thank-you cards. WebWed provides a platform for streaming your wedding online, allowing guests who can't attend in person to join virtually. Facebook Recommendations helps gather suggestions from friends for local gems and services related to your wedding.

How to create a wedding website

A wedding website is an essential communication tool that’ll keep your loved ones up to date, instantly sharing your engagement and wedding photo albums! Here is a step-by-step guide to creating a wedding website:

Choose a Website Design and Provider

Select a website design that complements your wedding's overall style and vibe. Many providers offer free wedding websites, such as The Knot and Minted, which can be customized to match your wedding invitations and stationery.

Customize the Look and Feel

Choose a color palette that matches your wedding theme, and select a website layout. Most providers offer multiple image and text layouts to choose from.

Create a Custom URL

Personalize your wedding website with a custom URL. You can add your names to the website address for a small fee, creating a shorter and more memorable link for your guests.

Add Your Wedding Details

Your wedding website should include all the information your guests need to know, such as event times, locations, and any additional activities. It is also a great place to share your engagement story, photos, and a welcome message.

Share Your Wedding Website with Guests

Print the wedding website URL or a QR code on your save-the-date cards, invitations, or send the link via email. Be sure to also share the link with your immediate family and wedding attendants.

Keep Your Website Up-to-Date

If any details change, be sure to update your website and notify guests via email. A well-maintained wedding website will be a helpful resource for your guests, reducing the number of questions you need to answer.

How to find vendors and venues online

There are many online resources to help you find vendors and venues for your digital wedding planning business. Here are some tips to get you started:

Use Online Directories

Online directories such as WeddingWire, Eventective, and The Knot offer comprehensive lists of local wedding vendors and venues. These platforms provide reviews, pricing, availability, and other essential details to help you make informed decisions. WeddingWire, for example, features over 250,000 reviewed vendors, while Eventective allows you to browse local venues and event professionals, including their pricing and reviews.

Utilize Planning Websites and Apps

Websites and apps like Zola, WeddingWire, and CaratsandCake offer various tools to help you find vendors and venues. These platforms often allow you to search and filter options based on location, style, and vendor type. You can also browse real weddings in your area for inspiration and see the vendors used for those events.

Explore Niche Vendor Categories

Depending on your clients' needs, you may need to explore niche vendor categories. For example, if your client is looking for entertainment, you can search for DJs, bands, or musicians. If they want unique decor, you can look into rental companies that offer furniture, lighting, or photo booths.

Consider All-Inclusive Packages

Some venues offer all-inclusive wedding packages, which can simplify the planning process. These packages typically include services such as catering, stationery, decor, photography, and even wedding planning or coordination. While this option may limit your ability to choose specific vendors, it can save time and provide a more streamlined experience.

Ask for Referrals and Recommendations

Word-of-mouth referrals can be invaluable when building your network of vendors and venues. Ask recently married friends or couples for recommendations, especially if you attended their wedding and enjoyed the catering, entertainment, or other aspects. You can also ask your venue or wedding planning contacts for their trusted professionals or preferred vendor lists.

Research and Compare Options

When deciding on vendors, it's essential to research and compare multiple options. Visit vendor websites, review portfolios, and, if possible, meet with representatives to discuss their experience, professionalism, and pricing. It's also beneficial to check reviews from other couples to get insights into their experiences.

Timing is Crucial

Remember that the availability of vendors and venues is crucial, especially if your clients have a specific date in mind. It's recommended to start researching and booking vendors about a year in advance for those who book early, such as wedding planners, venues, photographers, and videographers.

By utilizing online resources, comparing options, and staying mindful of timing, you'll be well on your way to finding the perfect vendors and venues for your digital wedding planning business.

How to manage a wedding budget

Setting a wedding budget can be challenging, but it is one of the most important parts of planning a wedding. Here are some steps to help you manage and stay on track with your wedding budget:

Figure Out Who's Contributing:

It is essential to know who will be contributing financially to the wedding. Traditionally, the bride's parents covered all the expenses, but nowadays, both families often chip in, and the couple might also contribute. Discuss and decide on the amount each party is willing to spend and what specific aspects they would like to fund.

Determine Your Own Contribution:

After understanding others' contributions, focus on how much you and your fiancé can realistically and comfortably afford, considering your monthly income, savings, and expenses. This will give you a clear picture of your total budget.

Estimate Guest Count:

The cost of a wedding is largely dependent on the number of guests. A higher guest count means larger venues, more food, and more alcohol, which are some of the biggest expenses. Strategically managing the guest list is an effective way to cut down on costs.

Prioritize and Splurge Wisely:

Discuss and decide on the top priorities for both you and your fiancé. It could be an open bar, gourmet meal, live band, or anything else. Allocate a larger percentage of your budget to these priorities and be prepared to compromise on other aspects that are less important to you.

Research and Understand Costs:

Educate yourself about hidden costs and the price variations based on location and season. Understand that costs can include setup and breakdown charges, vendor tips, cutting fees for cakes, etc. Knowing these details will help you stick to your budget and avoid unpleasant surprises.

Create a Spreadsheet:

Use tools like Google Sheets or Excel to create a comprehensive wedding budget spreadsheet. Include categories such as venue, catering, photography, music, flowers, decor, attire, beauty, transportation, stationery, cake, and an emergency fund. Break down each category into line items and allocate specific amounts.

Track Your Spending:

Regularly update your spreadsheet with actual costs, additional fees, tips, and taxes. Stay organized and ensure you don't go over budget. Use budget trackers and calculators provided by wedding planning websites to help streamline the process.

Negotiate with Vendors:

Remember that everything is negotiable. Be open and honest with vendors about your budget constraints, and they might be willing to customize a package that suits your needs. You can also save money by reducing the number of hours or services provided by certain vendors.

Don't Go into Debt:

While it's tempting to splurge, don't start your married life drowning in debt. Be creative and focus on what truly matters—a memorable, joyful celebration rather than an expensive one.

Sensible Spending Tips:

• Start saving as soon as you get engaged.
• Use credit cards responsibly and pay off balances to avoid interest.
• Take advantage of off-season prices, military discounts, and all-inclusive packages.
• Remember, it's not about how much you spend but the joy and meaning you derive from the experience.

By following these steps and staying organized, you can effectively manage your wedding budget and ensure a stress-free planning process.

How to use a wedding planning app

There are many wedding planning apps available to help you plan your big day. Here is a step-by-step guide on how to use a wedding planning app, using the features of some of the most popular apps as examples.

First, you will need to choose a wedding planning app that suits your needs. Some apps, like WeddingWire, are great if you don't know where to start, as they have a large database of local wedding professionals, as well as additional tools such as invitations and a planner. Carats & Cake is a good option if you are looking for inspiration, as it is packed with ideas for lavish weddings of all types. If you are looking for a specific type of venue, such as a barn or a warehouse, The Venue Report will give you plenty of leads. WeddingHappy is a good choice if you are looking for an app to help you stay on track with tasks and payments.

Once you have chosen your app, you will need to create an account. This usually involves providing some basic information about yourself and your wedding, such as your name, your partner's name, and your wedding date. You may also be able to create a personalized wedding website through the app, which can be used to share information with your guests.

Next, you can start adding information to the app. Most wedding planning apps will allow you to create different sections or categories to organize your information, such as vendors, guests, budget, and timeline. You can then start adding details to each section, such as the names and contact information of your vendors, your guest list, your budget, and your timeline or checklist.

Many wedding planning apps also allow you to collaborate with others, such as your partner, family members, or wedding party. You can grant them access to your account so that they can view and edit information. This can be a great way to keep everyone involved and informed about the planning process.

Some apps also offer additional features, such as the ability to create and send invitations, track RSVPs, plan your seating chart, or create a gift registry. You may also be able to find apps that are specifically designed for these tasks, such as Minted for invitations and Postable for thank-you cards.

Finally, don't forget to use your wedding planning app to stay organized and on track throughout the planning process. Set reminders, check tasks off your checklist, and use the app to communicate and collaborate with your planning team.

Frequently asked questions