Planning A Wedding: A Timely Guide For Couples

Planning a wedding can be a daunting task, but creating a comprehensive wedding schedule can help to ensure the process is stress-free. A wedding schedule is an essential tool to keep everything and everyone, from the bridal party to the vendors, on track and on the same page. It is important to allow enough time for each task and to be flexible, as every wedding is unique and will have its own set of challenges and decisions to make. A well-planned schedule will help you visualise the entire day and ensure that you don't forget any important tasks or details.

Budgeting and allocating funds

Determine the Budget and Priorities:

Firstly, figure out the total budget for the wedding. This involves deciding who is paying for what and determining a bottom line. Discuss this with your partner, families, and anyone else contributing financially.

Breakdown and Allocation:

Once you know the overall budget, it's time to break it down and allocate funds accordingly. Start by identifying your priorities. What aspects of the wedding are most important to you and your partner? This could include the venue, catering, entertainment, photography, etc. Allocate a larger portion of the budget to these priority items.

Market Research:

Conduct market research to get an understanding of the costs involved. Research venues, vendors, caterers, photographers, and any other services you plan to use. Contact multiple options and request quotes to compare prices and services offered. This will help you make informed decisions about where to allocate your funds.

Create a Detailed Spreadsheet:

Start a detailed spreadsheet to track your spending. List all the expected expenses, including the venue, catering, attire, decorations, music, etc. Update it regularly as you plan, as the numbers will change. A spreadsheet will help you stay organized, make adjustments, and ensure you don't exceed your budget.

Guest List and Headcount:

Your budget will impact your guest list. Consider how many guests your budget can accommodate, as well as the capacity of your chosen venue. Be mindful of the cost per guest, including food and drinks, and any favours or gifts you plan to give. Finalize your guest list and send out invitations accordingly.

Honeymoon Budgeting:

Don't forget to include the honeymoon in your budget discussions. Traditionally, the groom plans a surprise honeymoon, but many couples now prefer to plan it together. Discuss and decide on a budget, timing, travel arrangements, and the type of trip you want to have. Ensure you're both on the same page to avoid any misunderstandings.

Remember, budgeting for a wedding can be complex, and it's easy to underestimate costs. Stay organized, be flexible, and don't be afraid to ask for help from a wedding planner or consultant if needed.

Finalising the guest list

Step 1: Brainstorming

Sit down with your partner and brainstorm a master list of everyone you would invite if there were no limitations. Start with immediate family and close friends, and work outwards to include colleagues, schoolmates, distant relatives, and acquaintances. Don't worry about the budget or venue capacity at this stage; simply make a list of everyone you would want to celebrate with.

Step 2: Prioritising

The next step is to prioritise. Go through your master list and highlight the people you absolutely cannot imagine getting married without. These are your "must-haves" or "A-list". The message is simple: no matter what, these people stay on the list.

Step 3: Practical Considerations

Now it's time to bring in practical considerations. How many people can your venue hold? Is your wedding budget able to stretch to a large number of guests? If you're having an intimate ceremony or a destination wedding, you may need to trim your list accordingly.

Step 4: Refining the List

With your venue and budget in mind, start refining your list. Go through your master list again and decide who to invite based on space and budget constraints. Be strategic: consider whether some guests could be evening guests only, or whether plus-ones are necessary for everyone. It's important to manage expectations, so if there are people who you know will be disappointed, let them know as early as possible that the wedding will be very small.

Step 5: Finalising and Communicating

Once you have a finalised list, it's time to communicate it to your venue and caterers so they can prepare accordingly. Avoid sending a guest list before it's fully finalised to prevent confusion and multiple revisions. If you're using external caterers, they will need information about dietary requirements and meal options.

Remember, creating a wedding guest list can be challenging, but it's important to focus on what works for you and your partner. Don't be afraid to say "sorry, you're not invited" if necessary. With careful planning and prioritisation, you can create a guest list that fits within your budget and venue while still celebrating with the people who matter most.

Choosing a venue and vendors

First, decide on your budget and how much you can allocate to different vendors. This will help you determine which vendors to prioritise. For example, if photography is very important to you, book your photographer early. If you're a foodie, book your chef early. The general order of vendor bookings is: venue, photographer, videographer, accommodation, florist, decor, caterer, entertainment. However, this can vary depending on your priorities.

When choosing a venue, consider your guest list and ensure the venue can accommodate your desired number of guests. You can find venues through word of mouth, venue preferred lists, Google, wedding vendor directory websites, and social media. When touring a location, ask whether you can use your own vendors, what the outdoor space options are, and the menu options. Some venues offer all-inclusive packages that include the location, catering, seating, and table settings. This option may reduce the hassle of planning but may also limit customisation options.

When choosing vendors, it's important to find professionals that you trust and who understand your vision for the wedding. You can find vendors through a wedding planner's network, word of mouth, venue preferred lists, Google, wedding vendor directory websites, and social media. Remember to regularly check your budget to stay within your planned spending.

Planning the honeymoon

It is recommended that couples start planning their honeymoon 8-12 months in advance. This allows for a thoughtful selection of locations, ample opportunity to research travel and accommodation options, and communication with travel professionals. The ideal time to book your honeymoon is 9 to 12 months before your departure. This will ensure you get the best deals and have a wide range of options to choose from.

If you are planning within a shorter time frame of 3-6 months before the wedding, you may have limited options for destinations and accommodations. In this case, it is important to be flexible and consider alternatives. Last-minute deals can sometimes lead to savings, but prices may also be higher due to limited availability.

When planning your honeymoon, it is important to consider the type of experience you want. Do you want a relaxing beach vacation or an adventurous trip with activities? Discuss the pace that makes the most sense for both of you and work within your budget. The average cost of a honeymoon is $5,100, but many couples save up and pay for it themselves or use honeymoon funds from their wedding registry.

Finally, consider purchasing travel insurance, especially if there are health concerns or safety issues. Research and book any activities that require advance reservations, and don't forget to pack a camera and nice luggage for your trip!

Scheduling the day

First, decide on a time to start getting ready. This could be as early as 8 am. Then, work out how long you will need for hair and makeup. As a rule of thumb, each person will need 30 minutes per service, so if you have a team of two hair stylists and two makeup artists, you need to allow at least two hours for all services. If you're the bride, it's a good idea to have your hair done first, followed by your makeup. Don't forget to plan for 30 minutes of setup before the first appointments begin and to allow time for touch-ups.

Next, decide on a time for the ceremony to begin. You may want to plan for the ceremony to start slightly after the official ceremony start time written on the invitation to preempt any last-minute hiccups. After the ceremony, you'll need to factor in time for family portraits while guests enjoy cocktails, light bites, and music.

The dinner schedule will depend on the style of service you've chosen. A formal, sit-down meal is typically less flexible than a buffet or cocktail style, which allows for a more flexible timeline. Don't forget to leave enough time for dinner in your timeline, as it usually takes at least an hour and often goes over.

After dinner, there are a few key moments to time block, including the first dance and any other family dances, which usually take place after the toasts. Give yourself roughly 10 minutes for the first dance and any other dances.

Finally, if you're doing a sparkler exit, for example, have guests start lining up about 10 minutes before you plan to exit. If your photographer isn't scheduled to stay until the end of the reception, you can "stage" an exit by letting your bridal party and immediate family know when you'll be staging a fake goodbye.

Frequently asked questions