Planning Dream Weddings: A Guide To Party Planning

Planning a wedding is no easy feat, but with the right skills, knowledge, and attitude, it can be a rewarding and exciting career. Here's a step-by-step guide on how to become a party wedding planner:

Step 1: Understand the Role

Wedding planners wear many hats. They are responsible for finding and hiring vendors, identifying venue options, creating schedules, negotiating contracts, and ensuring the wedding day runs smoothly. It's a demanding job that requires excellent organisational and communication skills, creativity, and the ability to remain calm under pressure.

Step 2: Set Your Goals

The first step to becoming a wedding planner is to define your goals. Do you want to plan small, intimate weddings or large, lavish events? Are you interested in destination weddings? Do you want to work for an agency or start your own business? Knowing your goals will help you conduct targeted research and make informed decisions about your career path.

Step 3: Gain Experience

Experience is key to becoming a successful wedding planner. Consider internships, entry-level positions, or roles in related industries like event planning to learn the ropes and build your skills. Planning your own wedding or those of friends and family can also provide valuable hands-on experience.

Step 4: Build Your Network

Networking is essential in the wedding planning industry. Join professional associations, attend seminars and workshops, and connect with other vendors to expand your network and gain insights into the field. Building relationships with vendors and venues is crucial, as they can recommend you to potential clients.

Step 5: Pursue Certifications

While not mandatory, earning certifications can enhance your credibility and expertise. Reputable organisations like the American Association of Certified Wedding Planners and Longevity's Wedding Planning Institute offer comprehensive certification programs. These certifications will signal to clients that you are knowledgeable and capable.

Step 6: Develop Business and Marketing Plans

If you plan to start your own wedding planning business, creating a solid business plan is essential. Define your services, target audience, organisational structure, sales strategy, and financial plan. Develop a marketing plan to promote your business through a website, social media, and collaborations with industry publications.

Step 7: Continue Learning

Stay up-to-date with the latest trends and best practices by attending seminars, enrolling in industry-specific courses, and regularly reading industry publications. Continuous learning will help you expand your skills, network with peers, and provide the best possible service to your clients.

Research vendors and utilise technology

As a wedding planner, it is important to stay on top of the latest trends and technologies. Wedding planning is no longer just about the manual work – technology is now an essential part of the process.

Online Presence

Having an online presence is crucial. Most couples start their wedding planning journey by researching vendors online, so having a website and a strong social media presence is key to attracting clients. Make sure your website showcases your services, previous work, and testimonials from happy couples.

Wedding Websites

Wedding websites are a great way to keep all the planning information in one place and easily share it with others. They can include everything from the couple's story and wedding party bios to tips for guests on accommodation and transportation.

Hashtags and Social Media

Encourage your clients to create a wedding hashtag to make it easy for guests to share photos and videos, and for the couple to relive the memories. Social media can also be a great source of inspiration for couples, with over 75% finding ideas on platforms like Instagram and Pinterest.

Online Reviews

Online reviews are crucial for building trust and credibility. Encourage your clients to leave reviews on platforms like Facebook, Yelp, Wedding Wire, and The Knot. These reviews can help attract new clients and showcase your work and the experience you create.

Planning Tools

There are various digital tools available to help with the planning process, such as Wedding Wire and The Knot, which offer comprehensive features like venue and vendor searches, budget planning, and registry options. These tools can streamline the planning process and make it more efficient.

Communication Tools

Communication is key in wedding planning, and technology can help facilitate this. Tools like Google Drive and Trello are great for sharing documents, spreadsheets, and planning information with the couple and other vendors. Additionally, temporary phone number apps like Burner can be useful for managing RSVPs and collecting photos and messages from guests.

Budgeting Tools

Budgeting is an important aspect of wedding planning, and digital tools can make it easier. Apps like Mint can help create custom wedding budgets, track spending, and send notifications when payments are due.

Venue Layout Tools

Visualising the venue layout can be challenging, but tools like Allseated can help. By sending a photo of the venue, you can receive a 3D rendering and digitally arrange tables, chairs, and other furniture. This ensures everyone involved has a clear understanding of the space and can plan accordingly.

Vendor Research

As a wedding planner, it is important to have a network of trusted vendors that you can recommend to your clients. Research and build relationships with vendors in various categories, such as catering, photography, music, and transportation. This will allow you to offer a range of options to your clients and ensure a smooth planning process.

Staying up-to-date with technology and utilising online tools can greatly enhance your services as a wedding planner. By offering digital solutions and staying connected, you can provide a seamless and efficient planning experience for your clients.

Find your wedding vision

Get your priorities in order

First, it's important to remember what the day is all about: celebrating the love between you and your partner. So, when defining your wedding vision, you should ensure it is authentic to you as a couple, reflecting your relationship, values, and personalities.

Think about what defines you as a couple. Are you a relaxed pair who love spending weekends at the beach? A coastal-inspired summer wedding could be perfect for you. Or perhaps you're both foodies who love entertaining; a long feasting lunch outdoors could be the ideal celebration.

Consider incorporating a special memory or hobby you share into your wedding vision. For example, if you travelled Italy together, you could include an Italian menu or olive leaf sprigs in the décor.

Sit down with your partner and decide on your absolute essentials and most meaningful aspects of the day. You could each jot down your top three must-haves, then compare and order those key elements by priority.

Consider your wedding date

The season in which you plan to get married can be a great starting point for defining the look and feel of your wedding. For example, a dark and moody colour palette might not suit an outdoor summer wedding, whereas a fresh and light theme with bright colours and natural textures would.

If you're planning a winter wedding, you could include thoughtful touches like baskets of warm blankets scattered around the venue for your guests.

Work with your venue

Your wedding venue will be another early decision, and you'll want your creative vision to flow cohesively with the location.

Think about how your planned reception will tie in with your venue. For instance, a picnic wedding reception might not complement an industrial warehouse space. Consider your venue as the foundation of your wedding design.

Remember why you chose your venue, whether it was the architecture, the view, or the beautiful garden, and draw on this when pulling your ideas together.

Gather your ideas into a vision board

You likely already have some dream wedding inspiration, whether it's a Pinterest board, torn-out magazine photos, or a phone album of Instagram screenshots.

Gather all your inspiration in one place, and cull any that are no longer relevant or that you're not completely in love with. There is such a thing as too much inspiration, and you don't want to become overwhelmed with too many ideas.

Once you've curated your inspiration, you can start creating a vision board. While Pinterest is a super easy way to do this, you can also get creative with a scrapbook or journal.

Streamline your vision

Your vision board will help you see if your ideas are working together harmoniously, or if there are elements clashing. After creating your vision board, take a step back and consider the overall concept. Do the colours work in harmony? How does it make you feel?

Look out for a consistent colour palette, certain textures or patterns, and an overall 'vibe' that shines through.

Go with your instinct and not with the trends

Trends in the wedding world come and go, and it can be easy to become obsessed with a popular trend, only to fall out of love with it quickly. Try to gauge if what you're loving right now feels authentic and true to yourself, as you'll be looking back on your wedding day for years to come.

Trust your gut instinct

This is one of the most important days of your life, so don't stress about trying to please everyone else. Focus on the details that will make you happy, and don't get too caught up in the minutiae.

Establish your priorities and expectations

Establishing your priorities and expectations is a key part of the wedding planning process. This is important for two reasons: it guides budget allocation, and it helps you and your partner to remain aligned and avoid conflict.

Before you begin hiring wedding vendors, purchasing decor, and shopping for attire, it's crucial to create a priority list and mission statement. This will ensure that you and your partner are on the same page and can effectively compromise if needed. It's also essential to discuss what each person's role will be and the related expectations.

To create your priority list and manage expectations, follow these steps:

• Identify your must-haves and wish list items: Start by sitting down with your partner and determining the three most important aspects of your wedding. This could be the venue, a specific date, securing a particular photographer or band, etc. Prioritize these must-haves and be willing to compromise on the rest.
• Involve your significant other: Wedding planning should be a joint effort that reflects both of your visions. Consult with your partner throughout the process and make decisions together. This will strengthen your relationship and help you grow as a couple.
• Define your wedding style: Do you prefer an intimate, outdoor boho party or a glam formal affair? Having a clear wedding vision will make your day more memorable for your guests and help you stay focused during the planning process.
• Consider your budget: Your budget will significantly influence your decisions, so it's crucial to set it early on. Discuss any financial contributions from family members and be intentional about allocating funds to align with your priorities.
• Manage expectations: Be open and honest with each other about your expectations for the wedding and the planning process. Address any concerns or disagreements respectfully and promptly to minimize conflict and keep the planning process running smoothly.
• Stay organized: Use tools like checklists, spreadsheets, or wedding planning apps to keep track of your priorities, budget, and tasks. This will help you stay on top of everything and ensure that you're both working towards the same goals.
• Seek help if needed: If you feel overwhelmed or struggle with communication, consider hiring a wedding planner or coordinator. They can provide valuable guidance and support to ensure the planning process is enjoyable and stress-free.

Remember, establishing your priorities and managing expectations is crucial to ensuring that your wedding day reflects your shared vision and that you and your partner are on the same page throughout the planning journey.

Set a budget

Setting a budget is one of the most important tasks when planning a wedding. It will determine every decision and purchase you make, so it's crucial to get it right. Here are some steps to help you set a realistic budget for your party wedding:

Determine Who Will Contribute:

Firstly, decide who will be paying for the wedding. Traditionally, the bride's parents covered all the expenses, but nowadays, both families often chip in, and the couple may also contribute. Discuss with all parties how much they are willing and able to spend. This will give you a clear idea of your total budget.

Consider the Guest List:

The number of guests you invite will significantly impact your budget. Catering services usually charge per head, so a larger guest list means higher costs. The guest list size will also affect other expenses, such as decor, stationery, and rentals, as you'll need more of everything. Be realistic about the number of guests you can afford to invite.

Prioritize Your Must-Haves:

Before you start allocating funds, sit down with your partner and decide on your top priorities for the wedding. Is it the venue, the catering, the entertainment, or something else? Allocate a little extra money to your top priorities and be prepared to compromise on less important aspects.

Research Average Costs:

Do your research on the average costs for different aspects of a wedding. This will give you a sense of how much to allocate for each category. Remember that these are just averages, and actual costs may vary depending on your location, the time of year, and your specific choices.

Create a Budget Breakdown:

Now, it's time to create a detailed budget breakdown. Here are some common categories and their average percentages of the total budget:

• Reception venue, catering, and rentals: 40-45%
• Photography and/or videography: 10-12%
• Reception music/entertainment: 10%
• Wedding attire and beauty: 7-9%
• Flowers and decor: 8-10%
• Wedding planner/coordinator: 5-15%
• Wedding cake and desserts: 2-8%
• Stationery: 2%
• Favors and gifts: 1-2%
• Transportation: 2-3%
• Ceremony costs: 2-3%
• Tips: 5-15%
• Extras and contingency: 5-15%

Remember, these are just averages, and you can adjust the percentages based on your priorities and needs.

Track Your Spending:

Create a spreadsheet or use a budget app to track your expenses. Open a dedicated bank account for wedding expenses, and ask vendors for upfront information on taxes and fees. Include vendor tips in your budget from the beginning to avoid unexpected costs.

Be Flexible and Make Compromises:

Staying within your budget may require some sacrifices and compromises. You may need to cut down the guest list, choose a less expensive venue, rent instead of buy certain items, or skip certain traditions like a wedding cake. Focus on your priorities and be willing to adjust in other areas.

Understand the Impact of Style:

The style and formality of your wedding will also affect the cost. Formal weddings tend to be more expensive than casual ones. If you're on a tight budget, consider a more relaxed style, or get creative with DIY elements to save money.

Set an Absolute Limit:

Finally, set an absolute limit that you will not exceed, no matter what. If you find yourself approaching this limit, it's time to cut back on expenses or find ways to save.

Setting a budget for a party wedding can be challenging, but with careful planning, research, and flexibility, you can create a budget that works for you and your partner.

Ask for help

Asking for help is an important part of planning a wedding. It is critical to communicate with key stakeholders and ask for assistance when necessary.

Step 1: Make a List of Tasks

The first step is to make a list of everything that needs to be done. This includes tasks such as sending out invitations, creating place cards, and finalising details with vendors.

Step 2: Outline Expectations

When asking friends and family for help, it is important to be aware of a few things:

• You are asking for their help, not demanding it.
• They may not do things exactly as you would like, but as long as the end result is correct, let them do it their way.
• They may say no, and that's okay. They may have other commitments, especially if the task is time-sensitive.
• Provide them with all the tools they need to complete the task. Don't expect them to purchase anything.

Step 3: Ask for Help

When approaching friends and family for help, give them the opportunity to politely decline if they are unable to assist. For example, you could ask, "Would you have time to help me with XYZ before this date? It should only take us about X hours."

Step 4: Manage Over-Zealous Loved Ones

If you have loved ones who are very keen to help, give them specific but generic tasks to complete. For example, ask them to stuff envelopes instead of addressing them, or pack welcome baskets instead of choosing wedding favours. If they want to be involved in the planning, ask them to host a bridesmaid brunch and let them organise the decor and menu.

Step 5: Thank Those Who Help

Be sure to thank those who help you plan your wedding. It doesn't have to be a grand gesture, but a small gift or dinner is appropriate for those who go above and beyond.

Frequently asked questions