Planning A Wedding? Start With A Planner!

Planning a wedding can be a daunting task, but with the right tools and mindset, it can be a fun and rewarding experience. Here's a step-by-step guide to help you set your planner for your big day:

- Set a Realistic Budget: The first step is to determine how much you can afford to spend on your wedding. Be honest and realistic about your financial situation. If family members are contributing, discuss their budget and what they are comfortable spending. It's important to have a clear understanding of your financial resources before making any major decisions.

- Create a Timeline: Decide on a tentative date for your wedding and work backwards from there. Choose a season or month that works best for you and your partner. Consider any factors that may impact your chosen date, such as venue availability, guest availability, and seasonal costs.

- Make a Guest List: Create a list of people you would like to invite to your wedding. Be mindful of your budget and venue capacity when finalising the list. Prioritise the people who are most important to you and your partner, and don't be afraid to cut back if needed.

- Choose a Wedding Party: Select your bridesmaids, groomsmen, and anyone else you want by your side on your big day. Ask them to take on this important role and let them know what you expect in terms of responsibilities and costs.

- Pick a Venue: Research and visit potential venues that fit your budget and vision. Consider the size of your guest list, the theme or style you want, and any specific requirements you may have. Booking a venue early is crucial, especially if you have a desired date in mind.

- Select a Wedding Date: While you may have a tentative date in mind, finalise the exact date based on the availability of your chosen venue. Be flexible and consider alternative dates if your first choice is not available.

- Choose a Theme or Style: Decide on a theme or style for your wedding, such as rustic, vintage, or formal. This will help guide your decisions on decor, attire, and other details.

- Research and Book Vendors: Start researching and reaching out to potential vendors, including caterers, photographers, florists, and entertainment. Read reviews, compare prices, and ask for recommendations from friends or family. Booking vendors early is essential to ensure you get your preferred choices.

- Create a Wedding Website and Registry: Set up a wedding website to keep your guests informed and excited about your big day. Include details such as the date, location, travel information, and accommodation options. Also, create a wedding registry to give your guests gift ideas.

- Plan the Ceremony and Reception: Decide on the order of events for your ceremony and reception, including any cultural or personal traditions you want to incorporate. Choose any readings, music, or rituals that are meaningful to you.

- Finalise the Details: In the weeks leading up to your wedding, confirm all the details with your vendors, venue, and wedding party. Create a timeline for the day and share it with your wedding party and vendors to ensure everyone is on the same page.

- Enjoy the Process: Remember to take breaks and enjoy the planning process. Don't get too caught up in the small details, and delegate tasks to your wedding party or family members if needed. Your wedding day is about celebrating your love, so make sure you savour every moment!

Budgeting and financial planning

Determine Your Budget

The first step in planning your wedding is to set a realistic budget. Consider your financial situation, how much you can afford to spend, and if any family members will be contributing financially. Be sure to have open and honest conversations about money to ensure everyone is on the same page. This will help you avoid overspending and starting your married life in debt.

Prioritize Expenses

Create a list of expenses and allocate your budget accordingly. Some essential items to include in your budget are:

• Venue
• Catering
• Entertainment
• Photography/Videography
• Attire
• Flowers/Décor
• Wedding Rings
• Invitations/Stationery
• Wedding Favors
• Transportation

Track Your Spending

Use a wedding budget planner or app to help you stay organized and track your spending. This will allow you to see where your money is going and make adjustments as needed. Be sure to include your partner and any financial contributors in these conversations to ensure everyone is on board with the budget.

Save Where You Can

There are several ways to save money when planning your wedding:

• Opt for a smaller, more intimate wedding. A smaller guest list will significantly reduce costs, especially for catering.
• Choose an "on-site" wedding at a hotel or restaurant that includes catering and other amenities. This can simplify the planning process and reduce the need for additional rentals.
• Be flexible with your date and consider less popular days and times for your wedding. Weekday weddings or brunch receptions are usually more affordable than weekend evening events.
• DIY some elements of your wedding, such as decorations or favors, but be careful not to take on too much.
• Shop around and compare prices from multiple vendors before making a decision.

Plan for Hidden Costs

Be sure to budget for unexpected expenses and give yourself some wiggle room. Some potential hidden costs to consider are:

• Overtime fees for vendors if your event runs longer than expected.
• Service fees or gratuities for vendors, which can add up to a significant amount.
• Extra decorations, stationery, or postage for invitations and save-the-dates.
• Marriage license fees and other legal costs.
• Costs for pre-wedding events such as engagement parties, showers, and bachelor/bachelorette parties.

Remember, your wedding budget is a personal decision, and you can customize it to fit your unique needs and priorities. Be realistic about what you can afford and don't be afraid to make adjustments along the way. Happy planning!

Choosing a wedding planner

Do Your Research

Start by searching online for "wedding planners near me" or "wedding planners in [your location]". Seek recommendations from friends and family, and ask the location manager for wedding planners they've worked with and recommend. Check out Facebook Groups for local bridal groups, and browse online wedding publications like Junebug Weddings and The Knot, which offer easy-to-search directories of wedding vendors.

Start Reaching Out

Once you've found a few planners you're interested in, reach out and set up a call or meeting. Take note of how quickly they respond and whether their communication meets your standards.

Prepare for Interviews

Before the interview, make a list of questions to ask each potential planner. Some important questions to consider include:

• Are you available on our wedding date?
• Do you have liability insurance?
• How long have you been a wedding planner, and how many weddings have you done?
• Do you have a team, or do you work alone?
• Do you help with sourcing the venue and vendors?
• Have you worked with our chosen venue before?
• What is your typical contingency plan for bad weather?
• Do you take a commission from vendors you refer to us?
• Will you be present at all vendor meetings?
• What is the scope of your work? Do you handle design, logistics, the floor plan, and day-of coordination?
• Can you send us materials (videos, photos, etc.) from previous weddings?
• What software do you use to track budgeting?
• How do you collect payment?
• What is your payment plan and cancellation policy?

Gather Your Thoughts

After the interview, reflect on whether your personalities and your partner's personalities aligned with the planner. Do you think you could work well together? Did the planner seem knowledgeable and supportive?

Make Your Decision

Consider your budget, personality fit, and the research you've conducted to make your final decision. Pick the planner that fits best with your budget and personality, as the planning process should be a fun and creative experience for you and your partner.

Remember, your wedding planner should be someone you trust and who understands your vision for your special day. Take your time, ask questions, and trust your instincts to find the right wedding planner for you.

Selecting a date and venue

Set a date

• While you won't officially "set a date" until you book your venue, it's a good idea to choose a few potential wedding dates before starting your venue search.
• Think about the season in which you'd like to wed and whether you want a Saturday night wedding or if you're open to a different day of the week.
• Consider work schedules, holidays, and family conflicts when narrowing down your options.
• Having some potential wedding dates in mind will be very helpful during the venue selection process.

Pick a venue

• Your wedding venue will set the tone for your event, so it's important to choose one that fits your style and budget.
• When selecting a venue, consider the location, capacity, theme, and whether it offers indoor and outdoor options in case of inclement weather.
• Other things to keep in mind include catering options, parking availability, event coordination, and whether the venue provides tables, chairs, and linens.
• It's also important to discuss the duration of the rental, setup and teardown times, curfew/noise restraints, and any restrictions or rules imposed by the venue.
• If you have a specific vision for your wedding, make sure the venue can accommodate your desired timeline and vendors.
• Start your venue search early to maximize availability and give yourself enough time to find the right place.

Creating a guest list

Start with a Realistic Budget

The number of guests you invite will have a significant impact on your wedding budget. It will determine the cost of food, the number of place settings and centrepieces required, and even the choice of venue. Therefore, it is essential to set a budget before finalising your guest list. This will ensure that you only invite the number of guests you can afford to host.

Prioritize Close Loved Ones

Begin by listing the people who are closest to you and your partner, such as parents, siblings, grandparents, and close friends. These are the people you will want to celebrate with and who will be given priority on your guest list.

Consider the Size of Your Wedding

The size of your wedding will depend on various factors, including your budget, the capacity of your venue, and your personal preference. If you are planning an intimate wedding, you may need to be more selective with your guest list. On the other hand, if you are planning a larger celebration, you may be able to invite a wider circle of friends and extended family members.

Be Mindful of Plus-Ones

Decide early on whether you will allow plus-ones, and if so, who will be eligible. You may choose to offer plus-ones to your wedding party, engaged or married couples, or those who live together with their partners. Alternatively, you may decide not to offer any plus-ones to keep numbers down.

Manage Expectations

When creating your guest list, be prepared to manage the expectations of others, especially those contributing financially to the wedding. Communicate with your parents and in-laws about their expectations and work together to find a compromise that suits everyone. Remember, it is your wedding, so you ultimately get to decide who makes the cut.

Be Strategic with Your B-List

A B-list is a common part of wedding planning, but it requires careful handling. If you are creating a B-list, send out invitations at least four months in advance to give yourself time to add additional guests if needed. Be mindful of groups within the B-list, such as coworkers, as it may be awkward to invite only some members of the group.

Consider Travel Requirements

When creating your guest list, consider the travel requirements for your guests, especially if you are planning a destination wedding. Factors such as visa rules and flight availability may impact your guests' ability to attend, so it is important to keep these considerations in mind.

Create a Draft List

Before finalising your guest list, create a draft list to ensure you have a realistic idea of numbers. This will help you choose a venue with the appropriate capacity and manage your budget effectively. It is also a good idea to give yourself a buffer, as you may not receive acceptances from all your invited guests.

Picking a theme and decor

• Consider the season: The time of year your wedding takes place will influence the overall vibe and atmosphere of your celebration. For example, a summer wedding might call for bright and bold colours, while a spring wedding could feature wishy-washy colours and natural elements.
• Venue inspiration: Pay attention to the surroundings, features and ambiance of your venue and draw inspiration from them. For instance, an outdoor wedding could call for a bright and bold theme, while a beach setting might suit a relaxed and natural theme.
• Colour preferences: Think about your favourite colours and see if they pair well with your partner's. You can also browse different colour combinations or refer to a colour wheel to find complementary shades.
• Budget: Some themes are more expensive to execute than others, so it's important to set a realistic budget and stick to it. For example, a vintage chic garden-themed wedding can be more budget-friendly than a dazzling ballroom party.
• Personality: Let your personality and that of your partner guide your choice of theme. Consider your interests, hobbies, and even your wardrobe when making your decision.
• Rustic: A rustic wedding theme connects your celebration to nature and can take place in a barn, mountain lodge, or even a modern space with rustic elements.
• Bohemian: A bohemian wedding is all about achieving a cool and inviting vibe by tapping into natural details.
• Romantic: Romantic weddings create a dreamlike setting with a warm colour palette, lush flowers, and soft fabrics, all enveloped in candlelight.
• Modern: A modern wedding embraces a minimalist mindset with a focus on meticulous attention to detail. It often takes place in a blank canvas venue such as an art museum or loft.
• Glamorous: A glam wedding is all about creating a luxurious and shiny experience for your guests, with sparkly details, candles, and luxurious textures.

Frequently asked questions