Planning A Wedding: When Should You Start?

There is no one-size-fits-all answer to the question of when to start planning your wedding. Some couples prefer a long engagement, which allows them to plan at a leisurely pace and gives them their pick of vendors, while others opt for a shorter engagement, which can keep excitement high throughout the planning process. Wedding planning can begin with choosing a venue and setting a date, and couples should be mindful that popular venues and vendors may be booked up far in advance. It's important to take time to celebrate your engagement and discuss your vision and priorities before diving into the details, and remember that a shorter timeline may require more flexibility and creativity in your planning.

Budgeting and saving

Determine Your Wedding Budget:

Start by setting a realistic overall budget that you and your partner are comfortable with. This budget will guide all your other decisions, so it's essential to be clear on this first step.

Prioritize and Allocate Funds:

Sit down together and decide on the three most important aspects of your wedding. Is it the venue, a specific date, a particular photographer, or a live band? Allocate your funds accordingly and be willing to compromise on less important details.

Consider the Guest List:

The number of guests you invite will significantly impact your budget. Food and liquor are usually the biggest expenses per head, so consider keeping the guest list intimate to reduce costs. A smaller wedding also means you can save on décor, stationery, favours, and rentals.

Choose a Strategic Location:

Some cities, like New York, Chicago, and Los Angeles, tend to be more expensive. However, don't assume that small towns or remote destinations are always cheaper, especially if you have to bring in vendors from outside the area. Try to choose a location that offers a good balance between your dream venue and affordability.

Book in Advance:

Start planning and booking early. Many vendors, photographers, and venues may offer lower rates for early bookings, and you'll have a better chance of securing your dream team.

Be Flexible and Negotiate:

Understand that your preferences and plans may change over time, so be flexible. When dealing with vendors, don't be afraid to negotiate and customize packages to suit your budget. Most vendors are willing to work with you to create a package that fits your needs and financial constraints.

DIY and Save:

Consider incorporating DIY elements into your wedding, such as favours, welcome bags, or décor. These personal touches can add a unique flair to your day while helping you save money.

Wedding Planner:

Hiring a wedding planner can help you save money in the long run. They often have industry connections and can get you better deals on vendors. Additionally, they can provide valuable insight on where to splurge and where to save, ensuring you don't overspend unnecessarily.

Transportation:

If possible, choose a venue that can accommodate both the ceremony and reception to reduce transportation costs for you and your guests. If not, consider arranging group transportation, like a bus or shuttle, to keep costs manageable.

Entertainment:

Entertainment can add up quickly. If you have leftover funds, consider allocating around 3% of your budget for unique guest experiences, such as live painters, dancers, additional musical performers, or interactive food stations.

Stationery and Invitations:

Stationery includes save-the-date cards, invitations, thank-you cards, and more. Allocate around 1% of your budget for this category, and consider digital invitations to save costs.

Remember, it's essential to give yourself some wiggle room in your budget for unexpected costs. A good rule of thumb is to have a 10-15% cushion for unforeseen fees or last-minute changes.

Choosing a venue

Start Early and Determine Your Priorities:

Begin your venue search as early as possible, as venues can book up far in advance. Discuss and agree on an overall vision, budget, and guest list size with your partner to establish your priorities. Determine the three most important aspects of your wedding, such as the venue, date, photographer, or entertainment. This will help you stay focused and make compromises if needed.

Location, Capacity, and Budget:

Consider the location of your venue, especially if your guests will need passports or have to travel long distances. The venue's capacity should align with your guest list, ensuring it's not too cramped or overly spacious. Always choose a venue that allows for a few extra guests. The cost of the venue should fit within your budget, and consider if the price includes catering, decorations, and other services.

Venue Amenities and Services:

Research the amenities and services offered by the venue. Inquire about catering options, including menu diversity and dietary restrictions. Ask about tastings, bar packages, and external catering policies if you plan to bring your own alcohol. Ensure the venue has adequate bridal preparation spaces and access time that suits your needs. If you desire an outdoor ceremony, confirm if the venue has suitable outdoor spaces and a backup plan for inclement weather.

Site Visits and Contracts:

Schedule site visits to view the venue in person, especially when it's set up for a wedding. This will help you envision the space and ensure it aligns with your expectations. Take note of the setup, décor, and overall vibe of the venue. During your visits, meet with the venue coordinators and ask questions about their policies, inclusions, and any additional charges. Request an estimate of their all-in costs, including taxes and fees, to make an informed decision about whether the venue fits your budget.

Remember, it's crucial to think practically and not get too carried away with the excitement. Taking these steps will help you choose a venue that suits your vision, budget, and guest list, ensuring your wedding day is a memorable one.

Picking a date

Sentimental Value

Some couples choose a date that holds sentimental value, such as the anniversary of their first date, the day they became a couple, or their grandparents' wedding date. This can make the day even more special and meaningful.

Venue and Vendor Availability

Popular venues and vendors can get booked up quickly, especially during peak seasons. If you have a dream venue in mind, it's best to act fast and be flexible with your dates. Alternatively, you can choose an off-season date, which may give you more options.

Location and Weather

The location of your wedding will impact the date you choose. Research the typical weather patterns and seasons of your chosen location to avoid unpleasant weather on your big day. For example, if you want an outdoor wedding, you may prefer warmer months.

Local Events and Holidays

Check for local events, festivals, public holidays, and major sporting events in your chosen location. These can affect venue availability, accommodation prices, and guest travel plans. Avoid busy periods that may cause sold-out hotels, high airfares, and heavy traffic.

Guest Availability

Consider the availability of your nearest and dearest, especially if you have a small group of must-have guests. Check with parents, grandparents, godparents, and best friends to ensure they can attend on your desired date.

Time for Preparations and Honeymoon

Think about the time needed before the wedding for last-minute preparations and afterwards for your honeymoon or relaxation. Discussing work schedules early on can help you pick a date that allows you and your partner to fully enjoy the wedding and honeymoon without work-related pressures.

Remember, there is no one-size-fits-all approach to picking a wedding date. The key is to start planning early, be flexible, and consider what is most important to you and your partner.

Booking vendors

Start with the Venue

The venue is often considered the first vendor to book. This is because venues, especially popular ones, can get booked up far in advance. Securing your venue early on ensures you get your dream location and increases your flexibility with dates. It's worth noting that some wedding planners prefer to have the date and venue confirmed before they come on board.

Prioritize and Plan

Prioritize the vendors that are most important to you and your partner. If you have your heart set on a specific photographer, band, or caterer, book them early to avoid disappointment. Consider whether you want a live band, a DJ, or a pianist, and remember that entertainment vendors are also in high demand and often get booked up quickly.

Understand Availability and Demand

Some vendors can only commit to one wedding a day or a few in a weekend, so they tend to get snapped up quickly. This includes photographers, videographers, and hair and makeup artists. Florists, on the other hand, can handle multiple weddings a day but still have a cap on their capacity, so it's best not to delay booking them either.

Book in Advance

While it's exciting to dive into the details of your big day, it's essential to start with the broader aspects first. Give yourself ample time to plan by starting early. This will ensure you have a wider selection of venues and vendors to choose from and allow you to truly consider what you and your partner want for your wedding.

Be Mindful of Your Budget

Your budget will guide many of your decisions, so it's crucial to tackle it early on. Allocate portions of your budget to different vendors and be prepared for unexpected costs. Remember to regularly check your actual spending against your budget to avoid overspending.

Final Thoughts

While it's important to be proactive, don't feel rushed into making decisions. Your wedding plans should align with your and your partner's vision, so take the time to research and discuss your options before booking. Enjoy the process, and don't forget to schedule some time to relax and reconnect as a couple!

Wedding insurance

Wedding planning can be a daunting task, with many details to consider and decisions to make. One important aspect to consider is wedding insurance, which can provide peace of mind and protect you financially in the event of unforeseen circumstances.

When considering wedding insurance, it is essential to research the different options available, the level of protection you need, and the associated costs. Some insurance companies offer additional liability coverage, such as liquor liability, to protect against property damage during the event. It is also important to note that there may be time restrictions on purchasing wedding insurance, such as not being able to buy it more than two years before the wedding date.

The cost of wedding insurance can vary, and it is recommended to compare prices from multiple providers. When deciding on a policy, carefully review what is covered and ensure you understand any exclusions or limitations. Additionally, pay attention to the cancellation policy, as you will want to ensure reimbursement if you need to cancel or postpone your wedding due to unforeseen circumstances.

In summary, wedding insurance can provide valuable financial protection and peace of mind during the planning process and on your wedding day. By understanding the different options and choosing a policy that suits your needs, you can focus on enjoying your special day while being prepared for any unexpected mishaps.

Frequently asked questions