Planning The Perfect Wedding: An Hourly Guide

Planning a wedding can be an overwhelming task, and it's easy to get lost in the details. One way to stay organized is to create an hourly planner, which can help you manage your timeline, stay on budget, and ensure that you're making progress on all the necessary tasks. A good hourly planner will help you stay on track and ensure that your big day goes off without a hitch.

Budgeting

Determine Your Total Budget

First, you need to figure out how much you can afford to spend on your wedding. Look at your savings account and determine how much you will be able to save during your engagement. You may also want to consider contributions from family members. Once you have a total, you can start allocating your budget to different categories.

Allocate Your Budget

There are many ways to allocate your wedding budget. Here are some common categories and their recommended percentages of your total budget:

• Reception venue, catering, and rentals: 40-45%
• Photography and videography: 12-15%
• Wedding attire and beauty: 5-9%
• Music/Entertainment: 10%
• Flowers and decor: 10%
• Favors and gifts: 2%
• Transportation: 3%
• Stationery: 3%
• Cake: 2%
• Wedding planner/coordinator: 5-15%
• Honeymoon: 5%

Track Your Spending

Create a spreadsheet or use a budget app to track your wedding expenses. Include columns for vendor contract information, estimated cost, actual cost, additional service fees, tips, transportation costs, and taxes. This will help you stay organised and ensure you don't exceed your budget.

Be Flexible and Prioritise

Your budget allocation may change as you plan your wedding. Identify your priorities and be prepared to cut back in less important areas if needed. For example, you may decide to skip the wedding cake or opt for a less expensive venue to stay within your budget.

Consider Hidden Costs

Don't forget to budget for hidden costs, such as tips for vendors, rehearsal dinners, and other wedding events. It's a good idea to have a buffer of 5-15% of your total budget for unexpected expenses.

Use Credit Cards Wisely

Using credit cards can be a good way to take advantage of rewards or earn points for your honeymoon. However, only charge expenses that you can pay off within 30 days to avoid accumulating debt.

Timeline

A wedding timeline is a crucial part of the planning process, ensuring that everything runs smoothly on the big day. Here is a suggested timeline for creating an hourly planner for your wedding:

• Start by setting a realistic timeline for your planning process. It is recommended to aim for around a year to plan your wedding, but this may vary depending on the complexity of your wedding and your organisation skills.
• Get organised! Create a master checklist and a comprehensive wedding day schedule to ensure everyone involved knows what they are doing and when. This should include everything from hair and makeup appointments to vendor arrival times and transportation logistics.
• Research and book your vendors. This includes caterers, photographers, entertainment, and any other suppliers you require. Be sure to read contracts carefully and ask any questions you have beforehand.
• Send out "Save the Date" cards and wedding invitations with plenty of time. For a destination wedding, send "Save the Date" cards nine months in advance, and for a local wedding, four to six months before the big day.
• Plan the finer details, such as decor, seating charts, and transportation. A wedding planner can be a great help at this stage, offering advice and ensuring that everything comes together as it should.
• Finalise setup details with your venue and vendors. Confirm arrival times, setup requirements, and any other necessary information.
• On the day, your wedding planner or coordinator will ensure everything runs according to the timeline, handling any issues that may arise.
• After the wedding, there will be some post-wedding tasks to take care of, such as returning rental items and ensuring vendors are paid. A wedding planner can also assist with these tasks.

Remember, it is essential to stay organised and flexible throughout the planning process, and don't be afraid to ask for help from your wedding planner, coordinator, or other professionals.

Choosing a planner

Choosing a wedding planner is a highly personal decision that depends on a variety of factors, including your budget, the type of wedding you want, and how much time you have to plan. Here are some things to consider when selecting a wedding planner:

Type of Planner

There are several types of wedding planners to choose from, each offering different levels of service. The most common types include:

• Full-service wedding planner: Handles everything from budgeting and vendor selection to design and day-of coordination. They are usually hired early in the planning process and charge higher fees, typically starting at $3,000 but can go up to $25,000 or more.
• Destination wedding planner: Specialises in planning weddings in far-flung locations and often provides full-service planning. Their fees reflect the additional complexity of planning a wedding in a different location.
• Month-of wedding planner: Offers monthly coordination packages to help with final walk-throughs, tastings, reception layouts, and other last-minute details. Their fees range from $1,000 to $8,000.
• Day-of wedding coordinator: Executes your plans on the wedding day, ensuring everything runs smoothly. Their fees typically range from $800 to $3,000.

Budget

Wedding planner costs can vary significantly, so defining your budget is crucial. Experts suggest setting aside 5-10% of your total wedding budget for a planner. The average cost of a wedding planner is around $2,000, but this can vary based on location, experience, and level of service. Remember that a good planner will also help you save money by negotiating contracts and suggesting vendors within your budget.

Experience and Expertise

The level of experience and expertise of your wedding planner will impact their fee. More experienced planners with a strong reputation in the industry will likely charge higher fees. Consider your specific needs and the complexity of your wedding when deciding how much experience is necessary for your planner.

Location

The location of your wedding will also affect the cost of a planner. Planners in larger cities or popular wedding destinations may charge higher rates than those in smaller towns or rural areas. Keep in mind that if you're having a destination wedding, you'll need a planner familiar with the local area and vendors.

Services Offered

When choosing a wedding planner, be clear about the services you require. Some planners offer comprehensive planning, while others provide à la carte services or custom packages. Consider whether you need help with design, vendor selection, budgeting, day-of coordination, or all of the above. Be sure to ask about their specific services and packages during the interview process.

Communication and Compatibility

It is essential to find a wedding planner with whom you communicate well and share a similar vision. Meet with several planners and ask questions about their communication preferences, planning process, and experience with similar weddings. Ensure they are someone you feel comfortable working with and who understands your needs and expectations.

Day-of coordination

Coordinators can also help with the transfer of decor and wardrobe to your venue, keeping vendors informed of their wedding-day instructions, and managing the rehearsal, ceremony, and transition to the reception. They are experts at managing large groups and ensuring that events and guests flow with ease.

If you opt for hourly wedding coordination, you can expect to pay an average of $75 to $150 an hour. Coordinators will help with tasks such as reviewing your venue contract, finding vendors, and completing any final DIY wedding prep.

Day-of wedding planners are usually hired closer to the wedding date and play a crucial role in ensuring that events run on time and smoothly. The average starting cost for a day-of wedding planner in the US is $800, with higher-end planners averaging $1,250 to $3,395.

When creating an hourly planner for your wedding day, be sure to include the following:

• A detailed timeline of events, including hair and makeup appointments, vendor arrivals, transportation, the couple's arrival at the reception, speeches, first dance, cake-cutting, etc.
• A list of all vendors and their contact information, as well as a clear understanding of their responsibilities and instructions for the day.
• A seating chart and guest list to ensure a smooth flow of events and guest management.
• A backup plan in case of any last-minute changes or issues that may arise.

Remember to provide your day-of coordinator with all the necessary information and details beforehand, so they can ensure your wedding day runs smoothly and you can focus on enjoying your special day.

Post-wedding tasks

The Day After the Wedding

• Give your vendors the contact information of someone who can handle any last-minute logistical questions.
• Write cheques and prepare tip envelopes for your vendors.
• Hand over your marriage certificate to your officiant. They are responsible for submitting it to the relevant authority.
• Give gifts to your family and wedding party.
• Drop off any small decor items, like candles or signage, at your venue.
• Rehearse your ceremony with your wedding party.
• Pass off your wedding bands to the best man or another trusted person.
• Enjoy your rehearsal dinner.

The Week After the Wedding

• Write and send thank-you cards to your guests and vendors.
• Gift printed wedding photo albums to your in-laws, family, and wedding party.
• Double-check that you've paid and tipped all your vendors.
• Leave vendor reviews online or send them a personal message.
• Freeze the top tier of your wedding cake to eat on your first anniversary.
• Have your wedding dress cleaned and preserved.
• Repurpose your flowers by donating them to a hospital or nursing home.
• Reuse any leftover wedding favours, like cups or monogrammed towels, at home.
• Give your in-laws and parents a personalised gift, like an engraved cheese board.
• Finish your registry by purchasing any remaining items.
• Review your wedding hashtag on social media and save any posts you want to keep.

The Month After the Wedding

• Properly store your wedding china and silverware in fabric boxes and silver bags.
• Change the name on all your accounts, including your driver's license, passport, credit cards, bank accounts, and social security card. Inform your workplace of the change.

Frequently asked questions