Deborah Chan
Planning a wedding can be stressful, but it doesn't have to be. The first step is to decide on a date and a venue, and then to get them booked. You'll need to know your budget and guest count before finalising your venue, and you may want to consider a few dates in case your dream venue is booked up. Next, you'll want to think about your theme and colour scheme, which will impact everything from invitations to decorations. You'll then want to start thinking about your vendors, including caterers, photographers, videographers, DJs, musicians, and florists. These get booked up quickly, so it's best to get them sorted as soon as your venue is confirmed. You'll also need to consider hair and makeup, wedding favours, and entertainment.
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What You'll Learn
Venue, date and theme
Venue
The venue is often the first thing that couples book for their wedding. It will impact many other aspects of your wedding, including the date, theme, and budget. When choosing a venue, consider the number of guests, the parking situation, and the cost for your guests to get there. If you're asking them to spend $20 or more on travel, consider providing a shuttle bus or booking rides on their behalf.
Date
The date of your wedding will likely be influenced by the venue you choose and vice versa. If you have a specific date in mind, be prepared to be flexible with the venue, and vice versa. It's a good idea to have a few dates or a general season in mind to increase your chances of securing your dream venue.
Theme
The wedding theme is a central design concept that ties all aspects of the celebration together, from the invitations to the cake. It creates a specific visual and emotional experience for you and your guests and helps you make wedding-related decisions.
Popular wedding themes include modern, glamorous, rustic, bohemian, vintage, beach, forest, whimsical, travel, and many more. The theme can be influenced by the season, your personal style, and the venue. For example, a beach wedding can be tropical, elegant, or cozy, depending on the location. A rustic wedding can take place in a farm setting or a modern space with rustic elements.
Your wedding invitations are a great place to introduce the theme, especially if it's whimsical, with a quirky motif or wordplay. The theme will guide your choices for decorations, wedding favours, live music, and entertainment.
Remember, the venue, date, and theme are interconnected and will impact many other aspects of your wedding planning. Take your time to consider your options and make decisions that reflect your personal style and values.
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Wedding vendors and suppliers
The first step is to decide on a venue. The venue will impact your date, theme, and budget, so it's important to choose one that aligns with your vision and can accommodate your guest count. Once you have your venue, you can start thinking about other vendors such as caterers, photographers, videographers, DJs, bands, and musicians. These vendors tend to get booked up quickly, so it's best to secure them as early as possible.
Photographers and videographers are crucial for capturing the memories of your special day. When choosing a photographer, consider their style and whether they have experience with weddings. You may also want to ask about their equipment and post-processing, and if they work with a second shooter.
Entertainment is another key aspect of your wedding. This includes your choice of music, whether it's a DJ, band, or musician. If you have a specific type of entertainment in mind, such as a "Mumford and Sons"-style band for a festival theme, booking early is essential to ensure their availability.
Other vendors to consider are florists and decor specialists, who can enhance the ambiance of your wedding with floral arches, table settings, and other decorative elements. Hair and makeup artists are also important, especially if you want them to handle the entire wedding party's styling. Be sure to discuss whether they will come to you or if you need to go to their salon.
Lastly, don't forget the smaller details that can elevate your guests' experience, such as transportation, photo booths, wedding favours, and signage. These vendors may not be as limited in availability, but it's still important to book them in advance to avoid last-minute stress.
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Food, decor and entertainment
Food, decor, and entertainment are three key aspects of a wedding that can make or break the big day. Here are some tips and ideas to help you plan and decide on these elements:
Food
The food you serve at your wedding should reflect your tastes and preferences. It's a good idea to consider your budget, the formality of the meal (buffet or seated dinner), and any dietary restrictions your guests may have. If your venue has in-house catering, you may be required to use their services or choose from a list of preferred vendors. If you have a specific type of food in mind, such as cultural meals or out-of-the-box ideas like a custom ramen bar, research caterers with experience in those areas.
Some unique and creative food ideas to consider are:
- Wood-fired pizza
- Sushi stations
- Portable oyster buckets
- Toasted garlic bread and seasoned veggies
- Custom ramen noodle bar
- Asparagus with custom seasonings or toppings
Decor
When it comes to wedding decor, you can create an immersive atmosphere with vintage-inspired designs, including lifelike flowers and greenery in designer color palettes. The decor should align with the theme and vibe you and your partner have decided on.
Entertainment
Entertainment is a crucial part of keeping your guests happy. From live performers to interactive experiences, here are some ideas to delight and surprise your guests:
- Singing waiters
- Live circus performers
- Tribute bands
- Live painters
- Roaming bands
- Petting zoos (yes, even alpaca petting zoos!)
- Animal farms
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Transport and accommodation
When it comes to transport and accommodation for your wedding, there are several factors to consider. Firstly, decide on the mode of transportation for yourself and your wedding party. This could be a traditional limo, a fun tandem bicycle, or any other creative option that suits your style.
Next, consider the transportation needs of your guests, especially if your wedding involves multiple venues or has a destination theme. Providing transport for your guests ensures they arrive on time and enhances the overall experience, especially for those travelling from afar. Options like shuttle services, luxury buses, or even boats, can add an element of elegance and convenience for your guests. If your budget allows, you may also want to arrange transportation from airports or train stations, offering a comfortable and stylish welcome.
When it comes to accommodation, selecting a suitable option that reflects the theme and grandeur of your event is essential. Block-booking rooms in a hotel and coordinating with the venue can simplify logistics and ensure your guests' comfort. Providing comprehensive information about the accommodations on your wedding website or invitations, including pricing and booking instructions, will be appreciated by your guests.
Finally, remember that transportation and accommodation are interconnected. Consider the distance between the wedding venue and the hotel, and whether you need to provide additional transportation between these locations. By planning these details meticulously, you can create a seamless and sophisticated experience for yourself, your wedding party, and your guests.
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Budget and guest list
When creating your guest list, consider the size of your venue and your budget. If you're working with a limited budget, trimming your guest list is one of the most effective ways to reduce costs. It's also important to keep in mind that some expenses are fixed and will remain the same regardless of the number of guests, such as the cost of a DJ or photographer.
To estimate your wedding budget, consider the average cost of weddings in your area and the average cost per guest. The national average cost of a wedding is around $33,000 to $36,000, but this can vary widely depending on location, guest count, and priorities. Remember that this is just an average, and your budget may be unique to your specific circumstances.
When creating your budget, allocate funds for essential items first, such as the venue, catering, entertainment, and stationery. The venue is typically the largest expense, followed by catering, entertainment, and photography. Consider using a wedding budget template to keep track of your spending and allocate funds accordingly.
It's important to prioritize the aspects of your wedding that are most important to you and your partner. This could include live entertainment, unique experiences for guests, transportation, or a honeymoon. Discuss what you value and envision for your wedding day, and allocate your budget accordingly.
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Frequently asked questions
The first thing to book for your wedding is the venue. It is important to have a general idea of the size of your wedding and your budget before finalising the venue.
After booking the venue, you can start thinking about the key wedding suppliers and large-scale entertainment and caterers. Wedding photographers, videographers, DJs, and bands are in high demand and should be booked as early as possible.
You will also need to book a wedding officiant, transportation company, photo booth, florist, hair and makeup artists, and entertainment such as live music or a band.
