George Boyle
Planning a wedding can be a stressful and overwhelming experience, but it is important to remember that there are no rules when it comes to creating your special day. Wedding planning often begins with choosing a venue, which can set the mood and tone for the entire event. The venue cost can range from a few thousand dollars to tens of thousands, depending on the location, type of venue, and season. Couples can choose between all-inclusive venues, which provide catering, rentals, serving staff, and even a wedding planner, or opt for a venue that allows them to bring in their own vendors. The latter option may provide more flexibility in terms of budget and vendor choices but may also require more coordination and effort. Once the venue is selected, other vendors such as caterers, photographers, videographers, florists, entertainment, and officiants can be chosen to bring the couple's vision to life.
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What You'll Learn
All-inclusive vs. external vendors
Deciding between an all-inclusive wedding venue and sourcing external vendors is a key decision in the wedding planning process. There are pros and cons to both options, so it's important to carefully consider which approach aligns best with your priorities, preferences, and budget.
All-Inclusive Wedding Venues
All-inclusive wedding venues typically include a reception site, catering services, seating, table settings, and sometimes accommodation. They eliminate the need to book multiple vendors and services, saving you time and money. Convenience is the main benefit of this option, and most venues will allow you to bring in your own touches to personalise the day. However, all-inclusive venues may provide limited options for customisation, and you may have less control over specific vendors, such as the DJ or photographer.
External Vendors
Opting for external vendors gives you full creative control and the opportunity for a truly personalised experience. You can handpick vendors that suit your style, preferences, and budget. However, this option requires more effort and coordination, as you'll need to manage every aspect of the event yourself or with the help of a wedding planner. Additionally, external vendors may drive up expenses, and you'll have more contracts to manage and payments to keep track of.
Key Considerations
When making your decision, consider your vision for the venue, food, table settings, and overall customisation. If you have specific requirements or a unique venue in mind, an all-inclusive option may not provide the right choices. However, if convenience and a stress-free planning experience are your priorities, all-inclusive could be the way to go. Remember, the average couple hires 14 vendors for their wedding, so opting for an all-inclusive venue can significantly reduce the number of vendors you need to manage.
Ultimately, the decision comes down to your individual preferences and what you value most for your special day.
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Catering options
Catering is an essential part of your wedding planning. It is one of the most important elements of the whole celebration, and the cuisine you serve can tell a story about you and your partner, create the right ambiance, and even double as décor.
When it comes to planning your reception meal, there are several styles to choose from, and each one will produce a distinctive feel. A plated sit-down dinner is the most popular and traditional option for weddings. This style offers a formal dinner to guests seated at their assigned tables. It usually consists of two courses (an appetizer and an entrée) and dessert if served tableside. Everyone is typically offered the same appetizer, and then the main course is handled a few different ways: Guests are served the same entrée with a vegetarian or vegan alternative. A plated dinner can be quite cost-effective because you can control the price. However, it may be challenging for guests with dietary restrictions, and it requires more manpower for serving and plating, so staffing fees tend to be higher.
If you want a less formal and less traditional format, you could opt for a family-style menu, which offers a homey and intimate alternative, or a buffet-style meal, which is a casual layout with an array of food options. A buffet is a good choice if you have a lot of picky eaters or guests with food allergies/dietary restrictions.
You can also get creative with your catering choices. For example, you could set up a sushi station or a taco bar for cocktail hour, or serve mini tacos, spring rolls, or pizza as appetizers. If you're getting married in a region known for its fresh seafood, consider setting up a raw bar with shrimp, oysters, crab claws, or other options. You could also offer a do-it-yourself crostini station with toasted bread slices and toppings like ricotta cheese and honey or sundried tomatoes. If you want to incorporate your heritage into your wedding menu, consider serving fried wontons or chipotle prime rib and enchilada stuffed peppers.
When deciding on your catering options, it's important to consider your budget, the number of guests, and any dietary restrictions. You may also want to think about how you want the food to reflect your unique love story and give your guests a memorable experience.
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Photography and videography
When it comes to organizing your vendor package for photography and videography, there are a few things to keep in mind. Firstly, decide whether you want to hire separate photographers and videographers or a single company that offers both services. Some venues may include photography and videography in their packages, while others may have preferred vendors for you to choose from. If you have the option to bring your own vendors, you can research and select photographers and videographers that align with your style and budget.
Before hiring, it is essential to review their portfolios and ensure their style matches your vision. You can also ask for references from other couples to understand their experiences. Additionally, clarify the duration of their services, as some photographers and videographers offer packages based on hours, while others provide full-day coverage. Discuss any add-ons or special requests, such as engagement photoshoots, Instagram clips, or additional videographers for capturing different aspects of the wedding.
To ensure a smooth process, confirm your bookings and provide the vendors with a detailed timeline of your wedding day. Include arrival times, duration of their services, and any specific moments or locations you want to be captured. Finally, remember to call and confirm payments and other pertinent details about a week before the wedding to avoid any last-minute surprises.
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Music and entertainment
When deciding between a DJ and a band, consider your budget and personal preference. Most bands are more expensive than DJs. You may also want to think about the vibe and energy you want at your wedding. If you want someone to entertain your guests, look for an MC who can engage the crowd. On the other hand, if you prefer someone to direct the event and ensure guests are aware of what is happening, look for someone who can fulfil this role.
If you are particular about the music and entertainment, it may be worth considering a venue that allows you to bring your own vendors. However, some venues have restrictions on hiring, so it is important to clarify this with the venue before signing any contracts. Some venues may provide a list of preferred vendors, but you can also build your own list by searching for vendors in the area using resources like the WeddingWire Vendor Directory.
To ensure your wedding day runs smoothly, consider hiring a wedding planner. They can help with everything from budget management and vendor selection to coordinating the timeline on the day of the wedding. A wedding planner can be especially helpful if you decide to bring in your own entertainment vendors, as they can handle any potential issues that may arise.
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Wedding planning
Choose a Wedding Planner:
The first step in wedding planning is deciding whether to hire a full-service wedding planner or a month- or day-of coordinator. A wedding planner can help you stay organized, manage your budget, and handle any issues that may arise during the wedding. They can also assist in selecting vendors and creating a timeline for your big day. While it may be an additional expense, many couples find that hiring a wedding planner is well worth the cost.
Select the Wedding Venue:
The wedding venue is one of the most critical aspects of your wedding planning. It sets the mood and tone for your special day. Once you have secured your venue, you will have your wedding date, and the rest of your planning will fall into place more easily. When choosing a venue, consider whether you want an all-inclusive package or if you prefer to bring in your own vendors. All-inclusive venues may offer catering, rentals, serving staff, ceremony sites, and even accommodation for the wedding couple. Bringing your own vendors can provide more flexibility but may also require additional coordination and expenses.
Research and Book Vendors:
Now it's time to build your vendor team. The number and type of vendors you need will depend on your budget and priorities. Essential vendors typically include catering, photography, videography, entertainment (DJ or band), florist, officiant, and a trusted jeweler for wedding bands. Other vendors to consider are a hair stylist, makeup artist, baker, and rentals company (especially for outdoor or destination weddings). Research vendors in your area, compare prices, and book the critical vendors as early as possible, especially if you have specific vendors in mind that you want to secure for your date.
Create a Timeline and Confirm Bookings:
As your wedding date approaches, create a detailed timeline and share it with your vendors. Confirm your venue booking about three months in advance, providing the final guest count and reviewing the timeline with the venue coordinator. Contact all your vendors to confirm guest count, arrival times, service duration, and any other pertinent details. Call and confirm payments with each vendor about a week before the wedding to avoid any misunderstandings.
Final Touches:
In the days leading up to your wedding, deliver your wedding decor items to the venue to avoid last-minute hassles. Traditionally, couples host a rehearsal dinner the night before the wedding for both families to meet and rehearse the ceremony. This is also when you can celebrate with a bridesmaid and groomsmen luncheon, a daytime brunch to honor the wedding party.
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Frequently asked questions
The first step is to secure your venue and set a date. Once you have done this, the rest of your wedding timeline and checklist will begin to fall into place.
The average couple hires 14 vendors for their wedding day. The most important vendors include a wedding planner, photographer, videographer, caterer, florist, entertainment (band or DJ), and an officiant.
On average, expect to allocate around 30-40% of your total budget to the venue and catering. Photography and videography typically charge between 10-15% of the overall budget. It is also recommended to set aside about 5-10% of the budget for unexpected expenses or last-minute additions.
A wedding planner can help you organize all the details, create a timeline, and manage your vendors. If you do not want to hire a wedding planner, it is recommended to book all critical vendors as early as possible and to provide a wedding day timeline to each vendor.
