Rhiannon Hendricks
Planning a wedding can be a daunting task, and it's important to have the right vendors to make your special day a success. On average, couples hire around 14 vendors for their wedding day, with each vendor playing a crucial role. The first step is to decide on a venue, as this will impact the date, timeline, and overall flow of your wedding. From there, you can start building your vendor team, which may include a wedding planner, photographer, videographer, florist, caterer, entertainment, and more. Each vendor will bring their expertise to create cherished memories that last long after the wedding is over.
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What You'll Learn
Venue
The venue is one of the most important aspects of wedding planning. It is often the first thing to be booked and will determine the date of the wedding, as well as the timeline and checklist for the day.
When choosing a venue, it is important to consider the number of guests you plan to invite, as the venue will need to accommodate your guest list. It is also worth considering whether you want an indoor or outdoor wedding and whether you will require a separate space for the ceremony and reception. Some venues offer multiple rooms, such as a lounge area, which can be useful. If you are planning to have food and drink at your wedding, you may also want to consider whether the venue has a space for this, such as a dinner area.
It is a good idea to schedule a venue tour to ensure that you are happy with your choice. Wedding venues can book up quickly, especially during engagement season, so it is advisable to book early. When booking a venue, it is also worth asking about their policies, for example, whether you can come in the day before to set up. Some venues will also offer help with set-up and take-down included in the price, which can be useful.
The venue you choose may also determine whether you need to hire additional vendors, such as a caterer or entertainment. For example, if the venue is outdoors, you may want to consider hiring a band or DJ to provide music. If you are planning to have a lot of out-of-town guests, you may also want to consider booking transportation to and from the venue.
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Photographer
When it comes to wedding planning, one of the most important vendors is the photographer. After all, you'll want to capture the memories of your special day to look back on forever. Here are some tips to help you choose the right photographer for your wedding:
Budgeting and Pricing:
First, determine your overall wedding budget and how much you are willing to allocate to photography. Wedding photography prices can vary depending on location, style, and the photographer's experience and expertise. The average cost of a wedding photographer is generally between $2,000 to $3,000, but prices can start from $1,000 and go upwards of $8,000.
Style and Aesthetics:
Every photographer has their own unique style, and finding one that matches your vision is essential. Consider the type of editing style you prefer, such as "bright and airy" or "dark and moody." You can browse photographers' portfolios, websites, and social media, especially Instagram, to get a sense of their work and discover others with similar styles.
Experience and Expertise:
Look for a photographer with wedding-specific experience. An experienced wedding photographer will know how to handle various lighting situations, work well with coordinators and other vendors, and navigate any challenges that may arise during your big day. Check reviews, especially Google, and ask to see full galleries to assess their expertise.
Packages and Amenities:
Timing and Booking:
Additional Considerations:
Don't forget to consider other related vendors, such as a videographer, who can capture your wedding on film. You may also want to think about adding a photo booth to your wedding reception, a fun feature that your guests will love!
Remember, your wedding photos will be with you forever, so take the time to find the right photographer who understands your vision and can deliver the style and quality you desire.
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Videographer
A wedding videographer is a must-have for couples who want to capture their wedding day on film forever. It is one of the most important vendors for couples as it is the only tangible item you can have forever to remember your wedding day.
When choosing a videographer, it is important to consider their experience level and the quality of their work. The more experienced the wedding videographer, the more likely they are to have the best equipment and knowledge to capture your day perfectly. They will bring the right equipment, have backups in case of any issues, and understand the order of the day. Inexperienced videographers may be cheaper, but they may also come with less equipment and knowledge. It is worth noting that some couples have found success with less experienced vendors who are up-and-coming and able to provide an incredible wedding film at a low cost.
It is also important to consider the videographer's style. Some videographers may have a very cinematic, dark, and moody style, while others may have a more candid and minimalist approach, focusing on natural moments and interactions between guests. You should also consider the audio quality of the film, ensuring that you can hear people speaking clearly.
When booking a videographer, it is essential to book as early as possible to ensure their availability on your wedding date. Discuss with them their turnaround time for the final film, which can vary from the industry standard of six months to up to a year. Be sure to also ask about their final edit options, as some videographers may offer trailer/teaser videos, highlight reels, or social media preview videos in addition to the full-length film.
Lastly, it is recommended to hire a local videographer who has experience shooting at your wedding venue and working with local vendors. This can result in a better film and a smoother process overall.
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Florist
When planning a wedding, one of the most important things to do is to book your vendors. The first step is to decide on a budget and allocate funds to different vendors. The next step is to decide on a venue, which is considered the most essential part of the planning process as it influences the date, timeline, and other details of the wedding. After the venue is booked, the couple can start reaching out to other vendors.
Flowers are an important part of a wedding, from bouquets and boutonnieres to centrepieces and decor. A florist can help you figure out the flowers and decor that fit your wedding style and are in season. It is important to select and book a florist early as they may not be as plentiful in the marketplace as other vendors and they will need time to plan, order items, and prepare. When choosing a florist, it is a good idea to look at their portfolio and style to see if they are the right fit.
The cost of floral services can vary depending on the size of the wedding, the types of flowers used, and the location. Some florists offer packages that include set-up and take-down of the flowers, delivery fees, and labour fees for staff. Others may charge separately for each item, allowing the couple to customize their order and control the price. It is important to get quotes from multiple florists to find the best option for your budget.
Some couples may choose to save money by using potted flowers or pre-made bouquets from stores like Costco or Amazon. Others may opt for a more expensive, unique style by choosing a small business owner who is just starting. It is also possible to have a wedding planner who is also a florist, which can help keep costs down as you are not paying for separate labour fees.
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Planner/Coordinator
A wedding planner or coordinator is a must-have on your wedding vendor list. They are there to help you organise all the details, create a timeline, and manage all your other wedding vendors. They can also help you stay within your budget and are pros at keeping things on schedule and handling any last-minute issues on your big day.
A full-service wedding planner will be involved from the beginning of the process, helping you to select a venue and set a date, and ensuring that everything is taken care of so that you can relax and enjoy your wedding day. Even if you don't want a full-service planner, a day-of coordinator is still highly recommended, to ensure that everything runs smoothly and according to plan.
When choosing a planner or coordinator, it's important to find someone who understands your vision and has the resources to carry it out. They should be someone you trust and feel inspired by. It's also a good idea to book them early, especially if you are planning a short engagement, as the best ones get snapped up quickly!
A wedding planner or coordinator will be able to help you with all the other vendors, from photographers and videographers to florists, caterers, and entertainment. They will ensure that your day is everything you dreamed it would be and that you can relax and savour every moment.
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Frequently asked questions
The essential vendors typically include a venue, an officiant, a caterer, and a photographer/videographer.
Many couples choose to have a DJ or band for their reception entertainment, so this is another key vendor.
It is not essential, but a wedding planner can be a huge help in organising and coordinating your day, especially if you are short on time or are feeling overwhelmed.
Some other vendors you may wish to consider are transportation services, a cake designer, a hair and makeup artist, and a decorator.
Research is key. Online searches, wedding blogs and magazines, and word-of-mouth recommendations are all great ways to find vendors. Always read reviews and, if possible, meet with them to ensure they understand your vision.
As soon as possible. Many vendors are booked up a year or more in advance, so it's never too early to start. For popular wedding months, booking early is essential.
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