Deborah Chan
So, you've found your dream wedding venue – congratulations! Now it's time to start planning all the remaining details. First, you'll want to think about the date of your wedding. This may have been decided when choosing your venue, but if not, it's important to consider the weather and pick a season that will provide the backdrop you're looking for. You'll also want to start booking vendors, and one of the first vendors you should be interviewing and hiring is your wedding photographer – top photographers are usually booked up a year in advance. You'll also want to start creating your guest list, and finalising numbers will help you plan other aspects of your wedding, like catering. You can also start thinking about decor and colour palettes, and if you're feeling overwhelmed, consider booking a wedding planner to help you bring your vision to life.
| Characteristics | Values |
|---|---|
| Wedding Date | Choose a date that works for you, your partner, and your closest loved ones. Consider the weather during the desired time of year. |
| Wedding Style | Decide on the style of your wedding, such as casual beach, rustic barn, modern art gallery, or majestic ballroom. This will help narrow down venue options. |
| Guest List | Finalize your guest list, considering the capacity of the venue and the comfort of your guests. Start with family, the wedding party, and close friends. |
| Budget | Review and adjust your wedding budget, including a contingency fund for unexpected expenses. Factor in costs for decor, style, and suppliers. |
| Vendors | Research and book vendors such as photographers, videographers, caterers, DJs, and wedding planners. Prioritize high-cost vendors first to secure their availability. |
| Logistics | Plan another visit to the venue to gather ideas for decor, assess accessibility, and meet preferred suppliers. Consider transportation and accommodation options for guests. |
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What You'll Learn
Finalise the guest list
Finalising your guest list is a crucial step in the wedding planning process. It is important to get an idea of the number of guests before deciding on a venue, as your dream setting may not be able to accommodate your desired number of guests.
To start, sit down with your partner and compile a list of every single person you would invite if money and space were not an issue. Begin with immediate family and close friends, and work outwards to include colleagues, schoolmates, distant relatives, and acquaintances. This is your master list.
Now, it's time to trim it down. Highlight the non-negotiables, the must-haves—the people you simply wouldn't get married without. These people will form your A-list, and their names will stay on the list, no exceptions. Then, everyone else gets an invite if space and budget allow. Don't be afraid to allocate some as evening guests only.
Once your guest list is finalised, send it to your venue and caterers so they can prepare accordingly. Avoid sending your guest list before it's fully finalised to prevent confusion from multiple revisions. If you have an external caterer, send them information regarding dietary requirements and access needs.
Remember, every additional guest means extra costs for chairs, dinners, cake, and favours, so be mindful of your budget when finalising your guest list.
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Book vendors
Now that you've booked your wedding venue, it's time to start booking your vendors. Wedding vendors are the key people who will bring your dream wedding to life. On average, couples hire about 14 vendors for their wedding. These can include wedding planners, photographers, videographers, caterers, DJs or bands, makeup artists, and bridal boutiques.
First, decide your budget and how much you want to allocate to each vendor. Don't forget to include honeymoon and travel costs, as well as wedding insurance, in your budget. It's a good idea to keep about 10% of your budget aside for unplanned expenses.
Next, decide on your priority vendors. If photography is a must-have, book your photographer early. If food is a priority, book your caterer early. If you're getting married in a popular destination, you may want to book your hotel block soon after booking your venue.
Some vendors can handle multiple weddings in a weekend, while others can only do one, so these vendors will be in higher demand. Florists and decor specialists, for example, may need a lot of time to plan and order items, so selecting and booking them early is key.
If you have a wedding planner, let them know your priorities so they can reach out to your preferred vendors. Booking your highest-cost vendors first will also help you see what's left in your budget for other things.
Remember to regularly check your budget and actual spending to stay within your planned expenses.
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Hire a wedding photographer
Now that you've booked your dream wedding venue, it's time to start planning the finer details. One of the most important vendors to secure is your wedding photographer, who will capture the magic of your special day and preserve those memories forever. Here are some instructive tips to help you hire a wedding photographer:
Start the Search Early
The wedding photography market is saturated, and top photographers are often booked up a year or more in advance. To avoid disappointment, begin your search as soon as possible after securing your venue. This will give you a better chance of finding a photographer whose style you love and who is available on your wedding date.
Define Your Style and Budget
Before you start interviewing photographers, consider the style of photography you prefer. Do you want traditional posed portraits or a more candid, documentary-style approach? Think about whether you want a photographer who specialises in capturing emotional moments or one who focuses on artistic compositions. Discuss your budget and decide on a price range for the photographer's fee. This will help you narrow down your options and find someone who aligns with your vision and budget.
Interview and Ask Questions
When you've identified potential photographers, set up interviews to get to know them and their work better. Ask about their background and experience, and how they view love, weddings, and marriage. Inquire about their standard package inclusions and costs, and whether they offer additional services like photo booths or engagement shoots. Understand their editing process, including the number of rounds of edits and the final deliverable format (digital files, prints, or both). Don't forget to ask about travel fees if your wedding location is outside their usual radius.
Check References and Reviews
Research your shortlisted photographers by reading online reviews and checking their social media presence. Look for testimonials from previous clients and pay attention to how they interact with their followers. This will give you insights into their personality and whether they capture the moments that are important to you.
Trust Your Connection
It is essential to select a photographer you trust and connect with. You'll be spending a significant amount of time with them on your wedding day, so it's crucial that you feel comfortable and at ease with their personality. Choose someone who feels like a friend and who you believe will deliver the style of photos you desire.
Hiring a wedding photographer is a crucial step in planning your big day. Take the time to find the right photographer, and you'll be rewarded with beautiful memories that will last a lifetime.
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Plan a visit to the venue
Planning a wedding can be a challenging task, but there are several steps you can take to make the process smoother. Once you've selected your wedding venue, it's time to plan a visit to the venue to ensure it meets all your requirements and expectations. Here are some detailed instructions and tips to help you prepare for your site visit:
Know What Questions to Ask
Before your visit, it's essential to have a list of questions ready to ask the venue staff. Some crucial questions include:
- Is my preferred date available? If not, are there any surrounding dates open, and do they have a waitlist for dates?
- What are the rates for different days and times? Are there different packages available based on our budget?
- What is included in the total cost? Does it cover service charges, gratuity, and cleaning fees, or are these extra?
- What are the options in case of inclement weather?
- Are there any rules or restrictions we need to follow, such as restrictions on décor or open flames?
- What in-house services do they provide, such as flowers or cakes, and is there an additional cost for their assistance?
- Do we have to use their approved vendors, and are there any recommendations?
- How many staff members will be on-site during the wedding, and will there be an on-site coordinator?
Make an Appointment
Rather than dropping in, schedule an appointment for a tour of the venue. This ensures you get a proper escort around the property and can explore all the areas, including hidden gardens or courtyards that may surprise you. If the venue is a private estate, making an appointment is especially important to respect the owner's privacy.
Bring Necessary Items
Ensure you have all your notes, a charged digital device, and a system for organizing information. Many venues will provide pamphlets, menus, rate charts, and other materials, so stay organized to keep track of each venue's details.
Discuss Budget and Guest Count
Before your visit, it's essential to have a clear understanding of your budget and estimated guest count. This will help you make informed decisions during your venue tour and ensure you don't exceed your financial comfort zone.
Review the Contract
Before signing anything, carefully review the contract and compare it to what you were initially told. Go over the details, including the payment schedule, cancellation policy, and any other terms. Ensure that any changes or negotiations are added to the contract before finalizing.
By following these steps and instructions, you can make the most of your visit to the wedding venue and ensure that it aligns with your vision and expectations for your special day.
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Decide on a date
Now that you've chosen your wedding venue, it's time to decide on a date. Here are some important things to consider:
Know your priorities
Before settling on a date, it's essential to discuss and decide on a few key factors with your partner. Do you envision a sumptuous hotel or a rustic barn for your celebration? Are you leaning towards a beach wedding or a modern art gallery setting? Would you prefer a casual or formal atmosphere? Do you want an indoor or outdoor space? By answering these questions and narrowing down your wedding style, you can start considering dates that align with your vision.
Consider your guest list
The size of your guest list plays a crucial role in determining the date of your wedding. The number of guests will influence the choice of venue and the availability of your desired location on certain dates. It's important to have a rough estimate of the guest count before finalising the date to ensure the venue can comfortably accommodate everyone.
Think about the season and weather
The season and weather are significant factors in choosing your wedding date. Consider the time of year you want to get married and the typical weather patterns during that season. For example, if you're planning an outdoor wedding, you might prefer a spring or summer date to take advantage of warmer weather. However, don't be discouraged from choosing a winter wedding if that's your preference; just ensure you have a contingency plan, such as access to an indoor space or a tent, in case of unfavourable weather.
Be mindful of availability
Your dream venue's availability might be the deciding factor in setting your wedding date. Venues tend to get booked up quickly, sometimes a year or more in advance. If you're flexible with your date, you can choose a venue first and then select a date that works for both you and the venue. This approach ensures you don't fall in love with a venue only to find out it's unavailable on your desired date.
Check key dates and deadlines
When deciding on a date, make a note of any important dates or deadlines associated with your wedding venue. These may include menu tastings, payment dates, and finalising your guest list. Keeping track of these dates will help you stay organised and ensure you don't miss any critical venue-related deadlines.
Consider your budget
The availability of your desired vendors, such as photographers, videographers, caterers, and entertainment, may influence your choice of date. Top vendors in these fields are often booked up well in advance, so if having your preferred vendors is important to you, you may need to choose a date when they are available. Additionally, consider your financial situation and how you plan to fund the wedding. This may impact the date you choose, especially if you need time to save up or explore financial support options.
Remember, deciding on a date is a crucial step in the wedding planning process, and it's something you shouldn't rush. Take the time to consider all the factors and choose a date that aligns with your vision, venue, and budget.
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