How Wedding Planners Help Create Dream Weddings

Wedding planners can be a godsend for couples who need help organising their big day. They can be hired to work on the entire event or just for the day itself, and can be responsible for everything from setting budgets and timelines to confirming vendors and creating a day-of timeline. Wedding planners can also help with the overall aesthetic of the event, guiding couples through their colour scheme and décor choices. They can save couples money by using their industry connections to get the best deals and ensure they stay within budget.

Budgeting and allocating funds

The first step in budgeting is to determine how much you can afford to spend on your wedding. This involves looking at your savings and how much you can save during your engagement. You may also want to consult both sets of parents to see if they are willing to contribute financially. Once you have a total, you can start allocating funds to different areas.

Wedding planner Chanda Daniels suggests dividing your budget into two sections: "for you" and "for them". "For them" refers to the guests and is the starting point for your budget, as it will inform most of your costs. According to Daniels, 40% of your budget should be spent on taking care of guests' basic needs, including the venue, food and beverages.

When it comes to the venue, it's important to consider the cost of catering. There is often a disconnect between the venue cost and the cost of the preferred caterers, so make sure that the catering options are within your budget and that you like the caterers. If you want to bring in an outside catering option, there may be a fee, which can push your spending over budget. To avoid this, read your contract carefully before signing and be aware of any nuances and hidden costs. It's also a good idea to have a backup wedding budget of 10-15% of your total budget to cover any incidentals.

Another 6% of your budget should be spent on the couple's attire, beauty and accessories, including wedding rings. This can also include haircuts, colouring sessions, manicures, facials, skincare and makeup. If you plan to cover these costs for your wedding party, you will need to allocate additional funds.

Other costs to consider include wedding favours or gifts for guests, a wedding cake or dessert, and miscellaneous decor such as a guest book, a ring pillow, photo frames, and furniture rentals.

To keep track of your spending, it's a good idea to create a detailed spreadsheet. This will make it easier to adjust numbers as you plan, as costs will likely change.

Choosing a venue

The first step in the venue selection process is determining the wedding budget and guest list. These two factors will help determine the venue size and cost per plate. Once the guest list is established, wedding planners can recommend using a guest list tool to increase organisation and operational efficiency. This will help keep an accurate count and list of all invited guests in one place, even before the venue selection is finalised.

After the budget and guest list have been established, the couple can begin to narrow down their list of venues. Wedding planners can help by creating proposed layouts within the venue spaces. With a shareable link to the floor plan, couples can visualise the layout in both 2D and 3D, which helps finalise their decision. Planners can also create a personalised financial plan based on the couple's venue picks and guest count, showing how the venue choices impact their budget.

It is important to note that the role of a wedding planner is different from that of a venue coordinator. A wedding planner is dedicated to serving the couple and ensuring their wedding day is a success, while a venue coordinator's main priority is the venue itself and its operations. The venue coordinator will provide information and guidance on the venue's floor plans, capacities, and best practices, ensuring that the venue is set up correctly for the wedding.

Overall, a wedding planner can be invaluable in helping couples choose a venue that fits their needs and brings their wedding vision to life. They can provide expertise, organisation, and financial planning to make the venue selection process smoother and less stressful for the couple.

Selecting vendors

Identify Your Needs and Priorities

Before selecting vendors, it's essential to have a clear understanding of your wedding vision and priorities. Identify the must-haves and nice-to-haves, considering factors such as budget, guest count, and personal preferences. This will help you determine which vendors are essential for your big day.

Research and Recommendations

Start by asking for recommendations from family, friends, or other couples who have recently tied the knot. Personal referrals can provide valuable insights and help you discover vendors who align with your style and budget. Additionally, online resources like wedding planning websites and apps (such as The Knot and Wedding Wire) offer a wealth of information for researching and comparing different vendors.

Venue and Photographer

Securing your wedding venue is often the first step, as it impacts many other aspects of your planning, including the date and timeline. Visit and compare different venues, considering factors such as capacity, location, and any restrictions they may have (e.g., in-house catering requirements).

Photographers are another critical vendor to book early, as they can typically only cover one wedding per day. If you have a particular photographer in mind, consider their availability when choosing your wedding date, or select a date that aligns with their schedule.

Catering, Entertainment, and Other Services

Food and entertainment are essential elements of your guest experience. Decide whether you prefer a DJ or a band for entertainment, considering your budget and the ambiance you wish to create.

When it comes to catering, taste tests are crucial. Involve your wedding planner in these tastings, as their experience will help you assess the quality of the food and the service provided.

Contracts and Details

Once you've selected your vendors, carefully review and negotiate contracts. Ensure that all agreements are in writing, and don't be afraid to ask for adjustments or clarifications. Cover all the details, including setup, breakdown, and any specific requirements you may have.

Vendor Management

Throughout the planning process, effective communication with your vendors is key. A wedding planner can help manage these relationships, ensuring everyone is on the same page and allowing you to enjoy your day without worrying about the logistics.

Remember, selecting vendors is about finding professionals who understand and enhance your vision. Trust your instincts, and don't be afraid to ask for what you want to create a memorable celebration.

Creating a timeline

12 Months Out

Although the average engagement length is 14.5 months, it is never too early to start planning. The first step is to determine a budget and who will be paying for what. This is crucial as it will impact many other decisions, such as the guest list size and venue. Creating a detailed spreadsheet from the get-go will help keep track of spending and make adjustments along the way.

11-10 Months Out

Now is the time to create a preliminary guest list. This is important to do early on as the guest count will govern where you can host the wedding and how much it will cost. It is also a good time to start researching venues and thinking about the overall vision for the wedding.

9-8 Months Out

With the venue and theme decided, it is advisable to book a florist early, especially if you have big ideas for flower arches or hanging floral décor. It is also a good time to start choosing and proposing to your wedding party so you can begin delegating tasks.

6 Months Out

By now, you should have a good idea of all the details, so it is time to order your wedding stationery. If you haven't already, send out 'save the dates' to your guests. It is also advisable to start tasting cakes and finding a reputable baker who is available on your date and happy to take on your dream design.

3-1 Months Out

In the final months, it is important to stay organized and keep on top of the smaller details. This includes bridesmaid dresses, wedding rings, and any cosmetic treatments the couple may want to try, such as teeth whitening or hair colouring. It is also a good time to prioritize mental health and attend premarital counselling.

Remember, this timeline can be adjusted to suit your own preferences and timeframe. There is no "right" way to plan a wedding, so feel free to make it your own and include any unique touches that reflect your relationship.

Self-care and well-being

Wedding planning can be a source of stress, so it's important to prioritize self-care and well-being during the process. Here are some tips to help you stay relaxed and focused:

Create a Relaxing Routine

Establish a soothing pre-bed ritual to wind down and leave the stress of wedding planning behind. This could include skincare, meditation, or any activity that helps you unwind and relax.

Set Aside Time for Yourself

Designate one day a week, such as Sunday, as a "no wedding planning day." Use this day to catch up on personal tasks, relax, and focus on yourself. This will help you start the week with a clearer mind and reduced stress levels.

Practice Self-Care

Engage in activities that nourish your mind, body, and soul. This could include exercising, spending time outdoors, taking a nap, or indulging in a spa day or a mani/pedi.

Unplug and Disconnect

Take breaks from your phone and other devices. Constantly checking emails, texts, and social media can cause unnecessary stress. Dedicate specific time slots for responding to messages and stick to them.

Manage Your Expectations

Wedding planning can be demanding, and it's easy to get caught up in the details. Remember that your wedding day is about celebrating your love. Focus on your relationship and spend quality time with your partner to maintain a healthy perspective.

Seek Professional Help

If the stress of wedding planning becomes overwhelming, don't hesitate to seek professional help. Consult a therapist or counselor to address any pre-wedding anxieties and ensure your mental well-being.

Remember, self-care is an integral part of the wedding planning process. By taking care of yourself, you'll be able to approach the planning and the big day with a calm, positive mindset.

Frequently asked questions