Planning A Wedding: A Guide To The Perfect Day

Planning a wedding can be a daunting task, especially if you're aiming to do it without the help of a wedding planner. However, with some organisation and creativity, it is possible to create a memorable celebration that reflects your style and personality. Here are some key considerations to help you get started on planning your dream wedding:

- Set a budget and stick to it: Discuss your financial situation and decide on a realistic budget. This will guide many of your decisions, from the venue to the catering and decorations.

- Determine your priorities: Identify the three most important aspects of your wedding, such as the venue, date, photographer, or entertainment. This will help you allocate your resources effectively.

- Choose a venue: Decide on a location that suits your vision and guest count. Consider the advantages of an on-site wedding, where catering and basic amenities are typically included.

- Create a guest list: The number of guests will impact your venue choice and budget. Start by making a wish list with your partner and key family members, and then refine it based on your budget and venue capacity.

- Select a date: Choose a few preferred dates and be flexible to increase your options for venues and vendors. Consider the availability of your desired vendors, the convenience for your guests, and potential price differences between seasons.

- Hire a wedding planner or coordinator: Consider hiring a professional to handle the details and ensure a smooth process. They can also provide valuable vendor connections and save you money.

- Research and book vendors: Take your time to research and select vendors, including caterers, photographers, entertainment, and any other services you require. Communicate your vision and budget clearly, and don't be afraid to ask questions.

- Create a wedding website: A website is a useful way to provide guests with essential information such as dates, times, locations, dress codes, registries, transportation, and accommodation options.

- Choose your wedding party: Select your bridesmaids and groomsmen carefully, as they will provide emotional and tactical support throughout the planning process and on the big day itself.

- Plan your attire: Start looking for your wedding dress and attire for the wedding party soon after finalising your venue. This will ensure enough time for fittings and alterations.

- Send invitations: Once you've confirmed your venue and style, start planning your stationery. Send save-the-date cards and invitations with enough notice, and don't forget to request RSVPs to finalise numbers.

Budgeting

Determine Who Will Contribute

Find out how much you and your partner can contribute to the wedding and if anyone else, like family or friends, will be helping financially. It's important to have clear expectations and to get everyone on the same page.

Be Realistic About What You Can Afford

Consider your daily expenses, such as rent and bills, as well as any upcoming costs, such as medical expenses or other weddings you'll be attending. You don't want to overextend yourself, so be realistic about what you can comfortably spend.

Prioritize

Discuss with your partner what is most important to you both. Is it the venue, the food, the entertainment, or something else? Prioritizing will help you allocate your budget accordingly and make compromises if needed.

Create a Budget Breakdown

• 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: 10%
• Wedding planner/coordinator: 5-15%
• Ceremony: 3%
• Stationery: 2-3%
• Favors and gifts: 1-2%
• Transportation: 2-3%
• Cake and desserts: 2%
• Wedding rings and insurance: 1-2%
• Rehearsal dinner and other events: 5-8%
• Honeymoon: 5%

Track Your Spending

Use a spreadsheet or budgeting app to track your expenses. It's crucial to record every payment and stay organized. This will help you stay within your budget and identify areas where you may need to cut back or adjust.

Be Flexible and Negotiate

Remember that this budget breakdown is a guide, and you can tailor it to your needs and priorities. Don't be afraid to negotiate with vendors; many are willing to work with you to create a package that fits your budget. You might be able to save money by reducing the number of hours or services provided.

Prepare for Hidden Costs

Factor in a buffer of around 5-15% of your total budget for unexpected expenses and hidden costs, such as vendor tips, overtime fees, and trials or tastings. These extra costs can add up quickly, so it's important to be prepared.

Choosing a venue

• Start by determining your wedding style and budget. Do you prefer a formal indoor setting or a more relaxed outdoor celebration? Consider the overall aesthetic you envision for your wedding and choose a venue that aligns with your style. Your budget will also play a significant role in venue selection, so be sure to discuss and finalise this with your partner before beginning your search.
• Research and compare different venues. Look into various options, including hotels, restaurants, beaches, gardens, or event spaces. Visit their websites, review packages and pricing, and make a list of venues that offer the amenities and services you desire. Don't forget to read reviews from past clients to get a sense of their experiences.
• Consider the size of your guest list. The venue should comfortably accommodate all your guests, with enough space for dining, dancing, and socialising. If you're planning an intimate wedding, a large ballroom might feel overwhelming, while a small garden venue may not be suitable for a grand celebration.
• Think about the location and convenience for your guests. Choose a venue that is easily accessible for your guests, especially if you have elderly or disabled attendees. Consider the availability of nearby accommodation for those who need it. You might also want to select a location that holds a special meaning for you and your partner.
• Inquire about restrictions and inclusions. Different venues have varying policies and restrictions, such as minimum guest counts or spending requirements. Be sure to ask about what is included in their packages, such as catering, tables, chairs, and audio-visual equipment. Understanding these details will help you make an informed decision and avoid unexpected costs.
• Book early to secure your preferred date. Venues are often booked well in advance, especially during peak wedding seasons. Once you've found a venue that ticks all your boxes, don't hesitate to book it to avoid disappointment.

Remember, the venue sets the tone for your entire wedding, so take your time to find the perfect location that aligns with your vision, budget, and guest experience.

Guest list

Creating a guest list for your wedding can be a daunting task, but it's important to remember that it's your special day and you should plan it according to what you and your partner want. Here are some tips to help you create your guest list:

Start with a Realistic Budget

The number of guests you invite will impact your budget. From catering costs to venue size, the number of guests you invite will affect your spending. Therefore, it's important to set a budget and decide on the number of guests you can afford to invite.

Prioritize Close Loved Ones

Start by listing your VIPs, such as parents, siblings, close friends, and grandparents. These are the people you absolutely want to be there and are non-negotiable.

Decide on a Venue

The type of venue you choose will also impact the number of guests you can invite. If you're planning an intimate ceremony or a destination wedding, you may need to limit your guest list to only your closest family and friends.

Be Mindful of Plus-Ones

Decide early on how you'll handle plus-ones. You may want to set criteria, such as only offering plus-ones to those in long-term relationships or those you have met.

Consider Your Parents' Input

Traditionally, both sets of parents may have some input on the guest list, especially if they are contributing financially. It's important to have an open dialogue with your parents and set clear expectations. You may want to allocate a certain number of seats for them to fill as they wish.

Be Fair with Family

Try to treat members of different families equally to avoid hurt feelings. For example, if you invite some cousins, the others may feel left out.

Create a Master List

Write down a list of everyone you would invite if there were no restrictions. Start with immediate family and close friends, and work outwards to include colleagues, distant relatives, and acquaintances. This master list will be the pool from which you can start refining and trimming down.

Separate Out Top-Tier Guests

From your master list, separate out the guests who are non-negotiable—those you couldn't imagine getting married without. These guests are your top priority, and the rest will be invited if space and budget allow.

Be Strategic with Invites

When sending out invitations, it's a good idea to stagger them. Send your first round of invites at least eight to ten weeks in advance. When you start receiving RSVPs, you may get some "regrets," freeing up space for guests on your B-list or those you would have loved to include. Send out the second round of invites as soon as possible so that no one feels like an afterthought.

Remember, creating a guest list can be a stressful process, but it's important to focus on what you and your partner want for your special day. Be mindful of budgets and venue constraints, prioritize your loved ones, and don't be afraid to set boundaries.

Food and drink

The food and drink you choose for your wedding can make your celebration unique and memorable. Whether you're working with a caterer or self-catering, there are many options to choose from, and you can adapt them to your budget and preferences.

Choosing a Caterer or Self-Catering

Most wedding experts recommend allocating 50% of your budget to food and the venue. If your budget is smaller, you may opt for self-catering or semi-catering. Semi-catering involves ordering food from a restaurant or grocery store, then serving it yourself. This can be a more affordable option than hiring a traditional caterer.

Types of Food Service

There are several ways to serve food at your wedding, from formal sit-down dinners to buffets and food stations. Here are some ideas:

• Plated meals: Guests are served individual plates of food, usually with a choice of two or more options.
• Buffet: Guests serve themselves from a variety of dishes. This can include a main dish and several side dishes, or different food stations with themes such as a taco bar, pasta bar, or burger bar.
• Food stations: These are themed food areas where guests can choose from a variety of options. Examples include a sushi station, pizza station, or a charcuterie table.
• Family-style: Large platters of food are placed on each table, and guests serve themselves family-style.

Food Ideas

When choosing your wedding menu, consider your theme, the season, and your personal preferences. Here are some ideas for different types of dishes:

• Appetizers: Cucumber sandwiches, shrimp cocktail, bruschetta, prosciutto-wrapped peaches, grilled kabobs, spring rolls, or mini tacos.
• Main dishes: Pizza, grilled kabobs, lobster rolls, fried chicken, poke bowls, paella, or steamed bao buns.
• Sides: Asparagus, seasoned veggies, garlic bread, watermelon and feta cubes, or cucumber and hummus.
• Desserts: Cake, cupcakes, cookies, chocolate truffles, or a build-your-own s'mores bar.

Drinks

In addition to food, drinks are an important part of your wedding. Here are some things to consider:

• Alcohol: If you choose to serve alcohol, you can offer a full bar, a few signature cocktails, beer and wine, or a specialty drink like margaritas.
• Non-alcoholic options: Offer a variety of non-alcoholic options such as water, soft drinks, juices, or mocktails.
• Coffee and tea: Consider offering coffee and tea, especially if your celebration continues into the evening.

Special Dietary Requirements

Don't forget to take into account any special dietary requirements your guests may have. Offer vegetarian, vegan, gluten-free, or allergy-friendly options to ensure everyone is included.

Timing and Logistics

Finally, consider the timing and logistics of your food service:

• Timing of meals: Plan to serve meals at appropriate times, and have snacks available to tide guests over between meals.
• Keeping food warm: If you're serving hot food, ensure you have the necessary equipment to keep it warm, especially if you're self-catering.
• Clean-up: Assign people to help with clearing and cleaning up after the meal, or hire a cleaning service.

Decorations

Table Decorations

• Table runners made from eucalyptus or other foliage
• Bud vases with table-number flags
• Paper flowers as vase fillers
• Watercolour napkins
• Woven coasters
• Wine bottles with personalised labels as table numbers
• Tiered cake-shaped card box
• Pom-pom flowers
• Mini bunting
• Paper pinwheels in jars
• Paper lanterns as centrepieces
• Floating candles in glass vases
• Succulent centrepieces
• Potted plants
• Paper flower napkin rings
• Paper aeroplanes as place cards
• Gold-dipped feathers on napkins
• Wine bottles with glitter as candle holders
• Wine bottles with black chalkboard paint as a table plan
• Origami backdrop
• Colourful embroidered table numbers
• Paper lanterns as centrepieces
• Gold toy cars with escort cards
• Moss and rock table decorations
• Greenery planter centrepieces
• Paper flower napkin rings
• Wine bottles with table numbers
• Wood slices topped with flowers
• Taper candle display
• Mini ferris wheel with sweets

Chair Decorations

• Chiffon tied in bows
• Floral arrangements
• Personalised signs
• Burlap or macramé covers
• Fabric and flowers
• Burlap and lace chair décor

Aisle Decorations

• Hanging flower arrangements
• Cozy blankets for an outdoor winter wedding
• A flower girl or page boy cart
• Flower crowns
• Paper hearts on sticks
• Bay trees
• Rose petals
• Lanterns
• Candles

Backdrops

• A balloon wall
• A flower wall
• An arch with drapes or flowers
• Long ribbons
• A lace curtain
• Fairy lights
• A wax paper backdrop
• A garland of ribbons and flowers
• Hanging wreaths
• Hanging shells
• Fairy lights in mason jars
• Strings of lights hung vertically from a frame

Other Ideas

• A vintage suitcase guest book table display
• A rustic wooden circle table display
• A wooden pallet order of the day sign
• A vintage bike flower display
• A photo booth
• A wedding arch
• A vintage drink station
• A vintage photo display
• A DIY photo guest book table
• A DIY dance floor
• A DIY bar sign
• A DIY wedding collar for a ring-bearing dog
• A DIY cake topper

Frequently asked questions