Wedding Planner: Your Guide To South African Nuptials

Planning a wedding can be stressful, so it's no surprise that many couples in South Africa are turning to wedding planners to help them create their dream day. Wedding planners in South Africa are in high demand, not only because of their ability to alleviate stress but also for their invaluable knowledge of the industry and their contacts. South Africa has also established itself as one of the world's top wedding destinations, with a variety of world-class venues and planners. So, how do you become a wedding planner in South Africa?

Wedding planning companies in South Africa

South Africa has established itself as one of the world's top wedding destinations, with a big variety of world-class wedding venues and some of the best wedding planners in the world. Wedding planning companies in South Africa include Wedding Concepts, The Aleit Group, Otto de Jager, Trunk Events, and The Event Planners. These companies have contributed to the rise of South Africa's reputation as a top wedding destination through their professionalism, creative flair, and ambition.

Wedding Concepts is a full-service wedding planning business based in Somerset West that handcrafts weddings of distinction for a select group of clients from across the globe. They offer services such as conceptualisation, supplier selection, briefing, and organisation of the day, as well as exclusive services like arriving in style and designer lounge pockets.

The Aleit Group is another well-known wedding planning company in South Africa, providing full-service wedding planning and coordination. They work with couples to create unique and personalised weddings that reflect their personalities and tastes.

Otto de Jager Events is a popular choice for couples seeking elegant and luxurious weddings. They are known for their attention to detail and creating chic country celebrations.

Trunk Events, led by Tracy Branford, offers a very personal and hands-on approach to wedding planning. They work closely with couples to plan their dream weddings, ensuring a stress-free experience.

The Event Planners is a professional and creative wedding planning company, dedicated to making each wedding unique and memorable. They offer a range of services, from venue selection to invitation design, ensuring that every detail is taken care of.

Other notable wedding planning companies in South Africa include Bisous Events, Kean Concepts, LE Wedding Consulting & Planning, Amy Lauren Weddings & Events, Pluk Weddings, Megara, The Mosaic Wedding Company, Oh So Pretty Planning, Glee Events & Promotions, Strawberry Weddings and Events, Warren-Stone Weddings, and Royal Blu. Each of these companies brings its unique style and expertise to create memorable weddings that reflect the couple's vision.

Wedding budgets

Determining the Budget

The first step in wedding planning is establishing a realistic budget that the couple is comfortable with. It is essential to involve the couple's parents in these discussions, as they often contribute financially and provide valuable planning advice. Deciding on a budget early on is crucial, as it guides all subsequent planning decisions and ensures expenses remain within the allocated funds.

Allocating the Budget

Venue and Catering

The wedding venue and catering typically consume the largest portion of the budget, and this is standard across South African cities. A reasonable allocation for these aspects is around 50% of the total budget. For example, with a budget of R250,000, one can secure an amazing venue for about R50,000–R60,000, leaving approximately R45,000 for catering 100 guests, which equates to R450 per person. If budget constraints arise, couples can consider eliminating a course, such as removing a starter, and enhancing the canapé service during pre-drinks.

It is important to remain vigilant for hidden costs, such as assistant chef fees and hiring costs if the venue lacks a designated kitchen. Once the venue and catering are finalised, the rest of the planning process becomes more manageable.

Photography and Videography

The next priority is booking a photographer, with rates typically ranging from R20,000 to R28,000. A budget of R25,000 is ideal for securing a package that includes 8 hours of coverage, along with extras like an engagement shoot or a wedding album.

Videography has become equally important to modern couples, allowing them to relive memories and share their special day with those who couldn't attend. Allocating around R25,000 for videography results in a combined photo and video budget of R50,000, or 20% of the total budget.

Marriage Officiant

The marriage officiant is a more straightforward expense, typically costing around R3,500. This includes their presence at the ceremony venue 30 minutes before the start and their assistance with the wedding registry.

Décor and Flowers

Wedding décor and flowers typically account for about 15% of the overall budget. Working with local florists near the venue ensures fresh flowers and reduces transportation costs. Couples should understand the artistry and expertise that florists bring to the venue, creating a vibrant and cohesive atmosphere.

When it comes to décor, items such as napkins, candles, cutlery, crockery, table numbers, and an easel for the seating plan should be considered. The décor should complement the floral theme to achieve a harmonious and elegant aesthetic.

Music and Entertainment

Music and entertainment are essential components of a memorable wedding. A well-respected wedding DJ typically costs around R8,500, which is approximately 3.5% of a R250,000 budget. This rate usually covers their services from two hours before the ceremony until midnight, with additional charges applying after midnight.

Wedding Cake

The wedding cake is a traditional element that some couples consider optional. However, it is a thoughtful touch for family members who appreciate such customs. A budget of R3,500 to R5,500 is generally sufficient, depending on the couple's preferences and requirements. This equates to approximately 2% of the total budget.

Hair and Makeup

Professional hair and makeup services for the bridal party are crucial to ensure a polished look. Most makeup artists and hairstylists offer packages for the bridal hair and makeup, along with trials, typically priced at R2,500. If the couple wishes to extend these services to the bridesmaids, an additional R6,000 should be allocated. Alternatively, the bridal party can contribute to these expenses as a gift to the bride.

Wedding Coordinator

Engaging a wedding coordinator is an invaluable decision, as they relieve the couple and their families of stress and manage communications with vendors. A good coordinator typically costs between R5,000 and R7,000, or roughly 2% of the budget. They become the couple's trusted ally, ensuring a smooth and enjoyable experience for everyone involved.

Stationery

While digital invitations and save-the-dates are popular, some printed stationery is still necessary to provide guests with information on the day. Couples often opt for items like a "Welcome" sign, menus, and a seating plan. According to Tracy from Trunk Events, the seating plan is the most important element, helping guests feel important and allocated.

Allocating 1% of the budget for stationery, or around R2,500, is generally sufficient, and couples can even DIY certain elements to stay within budget.

Attire

The budget for the wedding attire, including the bridal gown and suit, is a personal decision and varies greatly depending on the couple's tastes and requirements. As a guideline, allocating around 4% of the budget for attire, or R10,000 out of R250,000, can be a starting point.

Additional Considerations

When planning a wedding in South Africa, it is important to consider the season and location, as these factors influence costs. Coastal cities and towns tend to be more expensive than inland areas. Additionally, certain venues may require additional infrastructure, such as dance floors, DJ booths, or lighting, which can increase expenses.

Including extras like gifts for guests, ceiling installations, luxurious flowers, designer attire, an open bar, and hired furniture can significantly impact the overall budget. However, with careful planning and prioritisation, a skilled wedding planner can create a magical day that aligns with the couple's vision and financial means.

Wedding guest lists

Setting the Total Guest Count:

Begin by deciding on the total number of guests you can accommodate. Consider factors such as venue capacity and budget constraints. This number will be your starting point for allocating guest invitations.

Divvying Up the Guest List:

Lizzie Post, an expert from the Emily Post Institute, suggests two common methods for dividing the guest list:

• Equal Thirds: Allocate one-third of the invitations to the couple, one-third to the bride's parents, and one-third to the groom's parents.
• Fifty-Twenty-Five Split: Keep 50% of the invitations for the couple and give 25% to the bride's parents and 25% to the groom's parents. If there are multiple sets of parents, each side receives 25% in total.

If the couple is paying for the wedding, they may choose to increase their allocation.

Managing Plus-Ones:

Deciding on plus-ones can be tricky, but Lizzie Post suggests setting a clear and consistent rule. For example, you could invite significant others who have been dating for at least six months. Stick to the rule you set to avoid any confusion or hurt feelings.

Considering Children:

If you're aiming for a more adult-oriented celebration, you may want to set an age restriction for children. Lizzie Post recommends an age cutoff, such as only inviting children over 14. Be sure to communicate this rule clearly to the invited guests.

Reciprocity and Toxic Relatives:

If you attended a friend's wedding within the last year, it's considerate to invite them to yours, especially if you're inviting mutual friends. However, don't feel obligated to invite toxic relatives or friends you've grown apart from. Your wedding is a celebration for you, your partner, and your immediate loved ones, not a family reunion or a means to rekindle old friendships.

Using Guest List Tools:

Take advantage of modern guest list manager tools like WeddingWire or Wedding Planning Assistant. These tools help you keep track of RSVPs, dietary restrictions, seating arrangements, and more. They can simplify the process and ensure you don't exceed your guest count.

Wedding venues

The type of venue chosen will depend on the couple's preferences, budget, and the number of guests. Some popular venues in South Africa include:

• La Fontaine Boutique Hotel: This hotel offers a stylish interior with modern finishes and eclectic designs.
• The Cavalli Function Venue: A Green Star-rated building nestled below the Helderberg Mountain.
• Landtscap: Located in the Devonvale of Stellenbosch, offering views of the Cape mountains and the Stellenbosch winelands.
• Noupoort Mountain Estate: A romantic and tranquil venue surrounded by natural beauty and peace.
• Palm House Boutique Hotel: Nestled amidst breathtaking landscapes in the Southern Suburbs of Cape Town.
• The Feather Hill Boutique Hotel: A spa and venue that bring enchanting weddings to life.
• The Rosendal Country Retreat: Surrounded by the Witteberge in the Eastern Free State.
• The Greenhouse Café: A captivating blend of nature and modern elegance.
• Steenberg Hotel & Spa: Features immaculate gardens and majestic vineyard and mountain views.
• The ONE Heaven and Earth: A venue that captures hearts with its blend of modernity, rustic charm, and romance.
• Laborie Heritage Wine Estate: Offers sweeping views of vineyards, mountains, and the iconic Paarl Rock in the Winelands region.
• The Lakeside: A unique setting for bespoke events, combining modern luxury with quintessential African vistas.

Other unique wedding venues in South Africa include rooftop venues, such as Rooftop on Bree in Cape Town, beachfront properties like The Beach House Collection, and venues with on-site chapels, such as Brenaissance Wine & Stud Estate, Diamant Estate, and Domaine Brahms Wineries.

Wedding planners' roles

Wedding planners are responsible for ensuring that the wedding-day activities run smoothly and that the bridal couple has a stress-free experience. They are the couple's best friend in the lead-up to the wedding, taking care of all the details, from booking the venue to organising invitations and even finalising the honeymoon.

A wedding planner's role includes:

• Developing a realistic wedding budget and ensuring the couple stays within it
• Selecting and booking the wedding venue
• Connecting the couple with the best wedding vendors, such as caterers, florists, photographers, bands and DJs
• Reading and vetting vendor contracts
• Planning design elements, such as colour palettes, floor plans, decor, rentals and lighting
• Sending out wedding invitations and tracking RSVPs
• Creating a timeline of all wedding-day activities
• Handling any problems or emergencies that arise on the day
• Ensuring the couple's wedding gifts and personal property are secured
• Acting as a spokesperson for the couple in the lead-up to the wedding

A wedding planner should provide a professional and individual service, offering sound advice and keeping a close eye on the couple's budget. They should also be able to create a unique and memorable wedding that reflects the couple's personality and taste.

Frequently asked questions