The Ultimate Guide To Starting A Wedding Planner Book

Planning a wedding can be a daunting task, but it's also a super exciting time! There are a lot of moving parts to consider, so it's a good idea to follow a checklist and tackle the listed steps in order. The first step is to set a budget, as this will determine what is possible for your big day. Next, you'll want to download a wedding planning app to help you stay organized on the go. From there, you can start gathering inspiration and thinking about your guest list, wedding party, and potential dates. One of the most important steps is to book your venue, which will allow you to set a date and truly get the ball rolling. From there, you can start to tackle other tasks like creating a wedding website, registry, and save-the-dates. It's also a good idea to hire a wedding planner if you feel overwhelmed or need some extra support.

Budgeting

Use a wedding budget spreadsheet to keep track of your available budget, expenses, and payments. There are many free templates available online that can help you estimate costs for different services and vendors.

When creating your budget, consider the following:

• Venue: The biggest chunk of your budget will likely go to the venue, so shop around and compare prices.
• Catering: Catering is another big-ticket item, and may or may not include alcohol and cake.
• Entertainment: Live music or a DJ can make the day memorable, but can also be costly.
• Photography and Videography: Great photos and videos will last a lifetime, but they come at a price.
• Wedding Planner: A wedding planner can make your life easier, but they typically cost around 6% of your total budget.
• Event Rentals: Don't forget about tables, chairs, dishes, silverware, and glasses. These can add up quickly.
• Lighting and Decor: Candles, statement lighting, signage, and centrepieces can transform the look of your wedding.
• Attire: Your wedding outfit(s) are a key part of the budget, and don't forget about shoes and accessories.
• Flowers: Flowers can be expensive, but they can also completely transform the look of your wedding.
• Invitations and Stationery: The cost of invitations and save-the-date cards can add up, especially if you're planning a destination wedding or have a large guest list.
• Cake: A traditional wedding cake or alternative sweets will typically cost around 2% of your budget.
• Gifts and Favors: Small gifts for your wedding party and guests are a nice touch, but they can add up.

Remember to also budget for hidden costs, such as vendor tips, overtime fees, postage, parking/transportation, taxes, and service charges.

Finally, start planning early. The more time you have, the more opportunities you'll have to compare prices and negotiate with vendors.

Researching vendors

The right vendors can make or break your wedding day. It is important to find vendors who understand your vision and can work within your budget. Here are some tips to help you research and choose the perfect wedding vendors:

• Set your date, venue, and budget first: Before you start researching vendors, it is essential to have a clear idea of your wedding date, venue, and budget. This will help you avoid potential disappointments and ensure that your chosen vendors are available on your special day.
• Prioritize your key suppliers: Identify the vendors that are most important to you and start your research with them. Photographers, celebrants, and wedding planners are usually in high demand and book out quickly, so consider prioritizing these suppliers.
• Determine your requirements: Make a list of requirements for each vendor category. For example, you may want a photographer specializing in candid shots or a wedding planner with experience at your chosen venue. Knowing your specific wants and needs will streamline your research.
• Research online and offline: Use wedding directories, blogs, social media, and search engines to find local suppliers. Check out their galleries, testimonials, and reviews to evaluate their work. You can also ask recently married friends or family members for referrals or attend wedding expos and fairs to meet potential vendors.
• Ask questions: When contacting vendors, be open and upfront about your style, priorities, and budget. Ask about their process, contract details, and any other concerns you may have. For vendors you will be working closely with, such as photographers or planners, consider scheduling an initial consultation to ensure you feel comfortable and relaxed around them.
• Trust the process: Once you have selected your dream team of vendors, trust their expertise and move forward with confidence. Remember, these professionals have experience creating dream weddings, and they are dedicated to making your big day everything you envisioned.

Finding your wedding vision

Identify your wedding values

The first step in defining your wedding vision is to identify your wedding values. This means considering the emotional and experiential goals you have for your wedding. Ask yourself: What do you want to experience on your wedding day? How do you want your guests to feel? Do you want your wedding to be a chance for all your friends and family to connect and get to know each other, or would you prefer a more intimate affair with only a small number of close friends and family?

Identify your wedding details

The second step is to identify the specific wedding details that are most important to you. For example, do you want to prioritise having beautiful wedding photos, or would you prefer to spend more on food and drink? Write down the top 5 details that are most important to you, and then compare your list with your partner's. This will help you create a clear and cohesive vision for your wedding.

Create a vision board

Now it's time to start gathering all your wedding inspiration in one place. This could be a physical vision board or an online tool like Pinterest. Collect images, fabrics, colour swatches, quotes – anything that inspires you and helps you define your wedding vision. But remember, too much inspiration can be overwhelming, so make sure you only include things that you truly love.

Streamline your vision

Once you have a vision board, take a step back and look at the overall concept. Do the colours work harmoniously? Is there a consistent style or theme? What kind of ambience does it create? This will help you refine and focus your wedding vision, so that it truly reflects your personality and tastes.

Get a second opinion

If you're struggling to pull your vision together, or you can't quite put your finger on what's not quite working, don't be afraid to ask for a second opinion. Sometimes a fresh pair of eyes can help you see things differently and identify any clashes or inconsistencies.

Trust your instincts

Finally, remember that this is your wedding, so follow your heart and create a vision that is perfect for you and your partner. Don't worry about trying to please everyone else or following the latest trends. Go with your instincts and create a day that truly reflects who you are as a couple.

Creating a wedding website

Choose a Website Builder:

There are many website builders available that offer free or paid wedding website creation. Some popular options include The Knot, Wix, WithJoy, Minted, and Zola. These platforms provide customizable templates, design tools, and other features to help you create a beautiful and informative website.

Select a Website Design:

Choose a website design that complements your wedding's overall style, theme, and colour scheme. Many website builders offer templates that match your wedding stationery, creating a cohesive look for your guests. You can also consider using your engagement photos or other personal touches to make the website unique.

Customise the Content:

Add all the essential details your guests need to know, such as the wedding date, time, location, and schedule of events. Include travel and accommodation information, dress code, registry details, and any other relevant information. You can also add personal touches like your love story, wedding party bios, and photos.

Create a Custom URL:

Personalise your website with a custom URL or domain name. You can purchase a custom domain or use a free option provided by the website builder. This will make it easier for guests to remember and access your website.

Enable Useful Features:

Take advantage of features like password protection, RSVP management, and guest Q&A sections. These features will help you organise your guest list, collect RSVPs, and answer common questions your guests may have.

Share Your Website:

Print your wedding website URL or QR code on your save-the-date cards, invitations, or share it via email with your guests. Ensure your wedding party and family members know about the website so they can direct any inquiries your way.

Remember to keep your website updated with any changes or new details. A well-organised and informative wedding website will make the planning process easier for you and your guests, ensuring a smooth and enjoyable experience for everyone.

Finalising the guest list

Step 1: Write a List of Everyone You'd Consider Inviting

Start with immediate family and close friends, and work outwards to include colleagues, schoolmates, and distant relatives. This is your master list, but now it's time to start trimming it down.

Step 2: Separate Out Your Top-Tier Guests

Call them the A-list, the non-negotiables, or the must-haves. Highlight them somehow and know that no matter how the list changes, they stay on it. Then, everyone else gets an invite if space and budget allow. Don't be afraid to allocate some as evening guests only.

Step 3: Work Out How Many Guests You Can Realistically Accommodate

Deciding on a venue and a guest list go hand in hand. Even if you don't have an exact location locked down, you probably know what kind of day you want. How many people can your dream setting hold? Can your budget stretch to that many? If you're having an intimate ceremony or a destination wedding, the answer might be just your A-list, and that's okay.

Step 4: Consult Your Parents

Traditionally, both sets of parents get a say on who is invited, especially if they are contributing financially. To avoid friction, loop them in early. Show them the plan and let them air any concerns respectfully. You might even reserve a portion of the guest list for them to allocate themselves, as long as it works for your venue and budget.

Step 5: Be Fair with Family

If four of your cousins are coming, the fifth will probably be upset if they're not. If your partner's great-grandmother gets a front-row seat, yours might be miffed if they're not invited. An effective way to avoid hurt feelings is to treat members of different families equally.

Step 6: Stagger Your Invites

Your first draft of the final list probably won't be the last. Etiquette dictates that you send invitations at least eight weeks in advance. When you start posting them and the RSVPs come in, you'll probably get some regrets. This doesn't mean you've been snubbed; it just means you now have space to invite people you would have loved to include if you'd had room. Consult your original master list and work with your partner to fill these spots.

Step 7: Remember How You Feel When You Aren't Invited

If you don't get an invite to someone else's wedding, how does it affect you? You'll probably feel a bit let down for a day or two, but you'd understand and move on. Anyone who truly cares about you will do the same. Take a deep breath and remember: it will all work out in the end.

Step 8: Finalise and Send

Once you've finalised your guest list, send it to your venue and caterers so they can prepare. Include the final number of guests attending the ceremony and reception, the number of guests having a meal, dietary requirements, access needs, and the number of children and babies attending.

Frequently asked questions