Planning Your Own Wedding: A Guide To Success

Planning a wedding is a big task and can be overwhelming, especially if you don't have a wedding planner. However, it is possible to plan your dream wedding without one. The first step is to give yourself plenty of time to plan. It is recommended to aim for around a year to arrange your big day. During this time, it is important to stay organized and create a master checklist to keep track of tasks, deadlines, and decisions.

One of the first things to do is to set a budget and decide on a wedding style or theme. This will guide many of your other planning decisions, such as choosing a venue and vendors. Speaking of which, it is crucial to book your venue and vendors early, especially if you have specific people in mind that you want to work with.

Throughout the planning process, don't be afraid to ask for help. Delegate tasks to your bridal party, family, and friends, and seek advice from other married couples or online resources. Remember, your wedding day is about celebrating your love, so try not to get too caught up in the small details and enjoy the process!

Budgeting and financial planning

Determine Your Total Budget:

Start by sitting down with your partner and deciding on the total amount you're willing to spend on the ceremony and reception. If you expect financial contributions from family members, include them in this discussion to work out who will pay for what. It's a good idea to factor in an extra 10% buffer for emergencies and hidden fees.

Prioritize Your Spending:

Once you have a budget, it's essential to prioritize where you want to allocate your funds. Some couples find it helpful to choose their top three non-negotiables or most important aspects, ensuring those are covered first. Typical high-priority items include the venue, food, and entertainment.

Research and Allocate:

Break down your budget into categories such as venue, catering, photography, attire, music, flowers, transportation, stationery, cake, and décor. The exact allocation will depend on your priorities, but a good rule of thumb is to spend around 40% on the venue and catering (including food and beverages) and about 15% on photography and videography.

Be Flexible and Creative:

Stay open to different options and creative solutions to save money. For example, consider artificial flowers, a student photographer, a food truck instead of a caterer, or a DJ instead of a live band.

Track Your Spending:

Create a spreadsheet or use a wedding budget template to track your spending. Include categories and line items for all expenses, such as vendor costs, contract information, service fees, tips, transportation costs, and taxes. This will help you stay organized and ensure you don't exceed your budget.

Save Where You Can:

Look for ways to cut costs without compromising your priorities. For instance, you could opt for online invitations and RSVPs instead of mailed ones, or choose a venue that doesn't require additional transportation for guests.

Stick to Your Budget:

It's easy to get carried away with wedding spending, but it's essential to stay disciplined. If an expense isn't a deal-breaker, find a more affordable alternative. Remember, your wedding is about celebrating your love and shouldn't leave you with overwhelming debt.

Consider Timing and Location:

The time of year and location of your wedding can significantly impact costs. Popular seasons like spring and summer, as well as weekends, tend to be more expensive. If you're flexible, consider an off-peak season or a weekday wedding to save money.

Don't Forget the Small Details:

Remember to include costs like marriage licenses, hair and makeup, wedding bands, and gratuities for vendors in your budget. These smaller expenses can add up, so allocate accordingly.

Plan Ahead:

Start planning early to secure the best deals and avoid last-minute surcharges. Shop around, compare prices, and read contracts carefully to avoid hidden fees.

By following these steps and staying organized, you can plan your dream wedding within your budget and create lasting memories without breaking the bank.

Choosing a theme and style

Choosing a wedding theme and style is one of the most exciting parts of planning your big day. It will guide every aesthetic decision you make and help you create a cohesive look and feel for your celebration. Here are some tips and ideas to help you choose the perfect theme and style for your wedding:

• Consider your interests and personalities as a couple. Do you love the outdoors? Are you bookworms? Do you have a favourite decade or historical era? Choosing a theme that reflects your passions and interests will make your wedding unique and meaningful.
• Think about the overall vibe you want to create. Are you envisioning a romantic and ethereal atmosphere, or something more modern and sleek? Do you want a formal and elegant event, or a laid-back and casual celebration? Defining the vibe you want will help you narrow down your theme options.
• Take inspiration from the season and venue. If you're getting married in the spring, consider a floral or garden-party theme. For a winter wedding, a "Winter Wonderland" theme with sparkles and snowflakes might be perfect. The venue can also inspire your theme—for example, a vineyard wedding could have a "Vineyard Chic" theme with wine-themed decor.
• Decide on a colour palette. The colours you choose will have a big impact on the overall look and feel of your wedding. Do you want soft and delicate pastels, bold and vibrant hues, or something moody and dramatic? You can use your colour palette to guide your choice of decorations, flowers, bridesmaid dresses, and more.
• Get creative with your hobbies and favourite things. If you're an eclectic couple who loves going against the grain, think outside the box and create a theme around your favourite hobbies or interests. For example, if you love music, you could have a rock 'n' roll-themed wedding with eclectic decor and fun musical touches.
• Keep it simple and elegant with a classic theme. Classic wedding themes like "Rustic", "Romantic", or "Glam" are timeless and elegant. You can add your own unique twist to these classic themes by incorporating personal touches and details that reflect your style.
• Make it personal. Your wedding should be all about you as a couple, so choose a theme that represents who you are and what you love. If certain traditional elements don't feel right, feel free to leave them out. It's your day, so make sure it reflects your personalities and interests!

Selecting a venue

Start with a Budget

Before you begin your search, it's crucial to determine your overall wedding budget and allocate a suitable amount for the venue. The cost of renting a venue varies depending on factors such as location, amenities, and capacity. In the US, couples spend an average of $5,400 on their venue, with most spending between $2,700 and $10,500. It's important to have a clear budget in mind to ensure you don't overspend and to help narrow down your venue options.

Guest List Estimates

Every venue has a capacity, a firm number of guests it can comfortably accommodate. While you don't need to have an exact guest list finalized, you should have a good estimate. There's a significant difference between a venue that can hold 50 guests and one that can accommodate 500. Sit down with your partner and respective families to come up with a tentative list to ensure the venue you choose can comfortably host your expected number of guests.

Location, Location, Location

The location of your wedding venue will impact all other aspects of your big day, from your budget to your guests' convenience. You could opt for a traditional choice like the bride's hometown, or you might prefer a destination that holds special meaning for you and your partner. Consider the convenience for your guests, especially if you're inviting a lot of out-of-town attendees. Selecting a venue that is easily accessible and perhaps offers accommodation or is located near hotels can enhance your guests' overall experience.

Theme and Aesthetics

The venue you choose should align with your wedding theme and aesthetic vision. If you're planning a modern wedding, sleek art galleries, well-designed restaurants, or warehouse spaces might fit the bill. On the other hand, a wedding incorporating natural elements could be perfect for outdoor venues like parks, backyards, or ranches. Think about the overall vibe and atmosphere you want to create, and select a venue that enhances and complements your theme.

Timing is Everything

It's recommended to start your venue search early, ideally a year to nine months before your desired wedding date. This will increase your chances of finding a venue that meets your requirements and is available on your preferred dates. While some couples choose their wedding date based on venue availability, it's a good idea to have a few potential dates in mind before starting your search.

In-House Services

When selecting a venue, consider the services and amenities they offer. Some venues provide essential items like tables, chairs, and linens, while others allow you to bring in your own vendors and decorations. In-house catering is another important factor to think about, as it can significantly impact your overall costs. Venues with in-house catering often charge a price-per-plate, so be sure to factor this into your budget.

Visit and Compare

Once you've narrowed down a few potential venues, take the time to visit them in person. A site visit will allow you to tour the space, meet the venue coordinator, and get a feel for the location. Don't feel pressured to sign a contract immediately; instead, take time to discuss your options with your partner and families. Consider the pros and cons of each venue, and work together to make a final decision that you're both happy with.

Selecting a wedding venue can be a daunting task, but with careful planning, a clear budget, and a vision of your dream wedding, you can find the perfect place to exchange your vows.

Hiring vendors

• Start early: It's advisable to book vendors well in advance, especially for popular choices who may get booked up quickly. Aim to have your venue and key vendors secured 6-12 months before your wedding day.
• Scout and research: Create a list of potential vendors for each category, such as photographers, caterers, florists, and entertainment. Research their work, read reviews, and ask for recommendations from friends, family, or your venue.
• Meet and interview: Set up meetings or calls with your top choices to discuss your vision, their services, and pricing. Ensure they understand your expectations and have experience executing similar weddings.
• Consider packages: Some vendors offer package deals that can save you time and money. For example, a venue may offer catering and rental items, or a photographer may include an engagement shoot in their wedding package.
• Communication and contracts: Pay attention to how vendors communicate with you during the initial stages. Ensure they are responsive, reliable, and understand your vision. Carefully review contracts before signing, covering dates, times, fees, and any other relevant details.
• Prioritize and be flexible: Identify your must-haves and be willing to compromise on less important aspects. Remember, you may not get everything exactly as planned, and that's okay!
• Hire a day-of coordinator: Consider hiring a day-of coordinator to oversee the final stages and manage any last-minute decisions. This person will ensure everything runs smoothly on the day, allowing you to relax and enjoy your special day.

Creating a schedule

• Include all the important details: When creating your wedding schedule, be sure to include key timings such as hair and makeup appointments, vendor arrival times, transportation arrangements, the couple's arrival at the reception, speeches, first dance, cake-cutting, and any other special moments.
• Allow for flexibility: Weddings rarely go exactly according to plan, so it's important to build in some flexibility to your schedule. Allow extra time for activities that may run long, such as taking wedding photos.
• Share the schedule with key people: Provide copies of the schedule to your MC, photographer, maid of honor, key family members, and all vendors. This ensures that everyone is on the same page and can help keep things running smoothly.
• Confirm with vendors: In the weeks leading up to the wedding, reach out to your vendors to confirm that they have received their payments and have everything they need. Share the schedule with them if you haven't already, so they are aware of the timing and their role in the day's events.
• Plan for setup: Check with your venue to find out when your vendors can arrive for setup. The earlier they can access the space, the better. Communicate this information to your vendors to ensure they have enough time to set up before the ceremony or reception.
• Consider an on-site wedding: Opting for an "on-site" wedding at a hotel or restaurant can simplify your planning as these venues typically offer catering options and have access to basics such as tables and chairs. This can reduce the number of vendors you need to manage and simplify your setup requirements.
• Delegate tasks: Don't try to manage everything yourself. Delegate tasks to your bridal party, family members, or your soon-to-be spouse. They can help with last-minute details and ensure that things run smoothly on the day.
• Create a digital or printed schedule: Use online tools or apps to create a digital schedule that can be easily shared and accessed by all key people. Alternatively, you can create a printed schedule and distribute copies to those who need it.
• Start early: Don't leave creating the schedule until the last minute. Begin drafting it a few months in advance, and finalize it at least a week before the wedding. This will give you time to make any necessary adjustments and ensure that all vendors and participants are aware of the plan.

Frequently asked questions