Planning A Wedding? Here's What You Should Do

Planning a wedding can be a daunting task, and it's easy to become overwhelmed. The process can be complicated, with many details to manage and decisions to make. One of the first decisions to make is whether to hire a wedding planner or not. Wedding planners can offer a range of services, from full-service planning to partial or day-of coordination. They can help with everything from budget management, vendor selection, contract negotiations, design concepts, site tours, menu tastings, timelines, and more. However, their services can be costly, and some couples may prefer to plan their wedding themselves to save money or create a more personal experience. Whether you decide to hire a wedding planner or not, it's essential to stay organized, keep track of tasks and deadlines, and start planning as early as possible.

What to do if you have a wedding planned

Decide whether to hire a wedding planner

Planning a wedding can be a daunting task, and deciding whether to hire a wedding planner is one of the first and most important choices you'll make. Wedding planners are experts in event production and can offer valuable insights and guidance throughout the process. They can help you coordinate the various aspects of your wedding, from managing your budget to connecting you with exclusive vendors and bringing your vision to life.

One of the main advantages of hiring a wedding planner is their extensive industry knowledge and connections. Wedding planners have deep networks of vendors and can often secure great deals on event packages. They can save you time and money by providing efficient solutions and ensuring you don't miss out on crucial details. If you're planning a destination wedding or don't have much knowledge about the local vendor options, a wedding planner with regional expertise can be invaluable.

However, hiring a wedding planner may not be necessary or feasible for everyone. If your wedding is a more casual affair, your budget is limited, or you prefer a simple ceremony, you may choose to forgo a wedding planner. Some couples enjoy diving into the details themselves and creating a personalised experience. In such cases, maintaining organisation and staying on top of communications are key to successful self-planning.

Ultimately, the decision to hire a wedding planner depends on your specific needs, budget, and preferences. If you decide to hire one, it's essential to find someone who understands your vision and can work collaboratively with you to make your special day memorable.

Create a master list of tasks

Planning a wedding can be a daunting task, but creating a master list of tasks will help you stay organized and ensure nothing is missed. This list will be your go-to guide as you navigate the wedding planning process, helping to break down the planning into manageable chunks and making the experience more enjoyable.

Start by creating a timeline for your wedding planning journey. The ideal length of an engagement is 12 to 14 months, but every couple is unique, so tailor your timeline to your needs. If you have a shorter engagement, condense the wedding schedule accordingly. For example, if you're getting married in six months, complete the tasks for the 12-month mark through to the six-month mark in the first month of planning.

Your master list should include all the tasks you need to accomplish, from the moment you get engaged to the day after the wedding. Break down the tasks month by month to make them more manageable. Here are some key tasks to include:

• Research and Vision: During the early months of your engagement, focus on research and creating a vision for your wedding. Think about the style or theme you want, taking into account your personalities and preferences. This will guide your decisions on vendors, décor, and overall aesthetic.
• Venue and Vendors: Selecting a venue is a crucial task, so trust your instincts and choose a place that feels right. Research and compile a list of vendors, including caterers, photographers, entertainment, and any other services you'll require. Reach out to them and get on their schedules, especially if you're planning a shorter engagement.
• Budgeting: Create a wedding budget and keep a careful track of payments to vendors. Consider purchasing special event insurance to protect yourself from any unforeseen issues on the big day.
• Guest List and Seating: Draw up a guest list and create a seating chart, considering relationships, egos, and the venue's floor plan.
• Attire and Accessories: Ensure you have all the necessary attire and accessories for the wedding party, including dresses, shoes, jewellery, and any special items like wedding bands.
• Day-Before and Day-Of Tasks: Create a separate list of tasks for the day before and the day of the wedding. This could include giving the wedding party their gifts, attending the rehearsal dinner, ensuring you have vendor tips in envelopes, and having a designated person to handle vendors and collect gifts on the day.

Remember to keep your master list up to date, crossing off tasks as they are completed, and adjust it as needed. You can also create separate lists for different categories, such as one specifically for accessories, to ensure you don't forget anything.

Research vendors and venues

Planning a wedding is a significant undertaking, and one of the most important aspects is researching and selecting the right vendors and venues. Here are some detailed tips to help you navigate this process:

Define Your Vision and Budget

Before starting your research, it's crucial to have a clear understanding of your wedding vision and budget. Discuss with your partner and define the style, theme, and overall atmosphere you want for your big day. Are you dreaming of a traditional ceremony or a modern celebration? Would you prefer an intimate gathering or a grand party? Do you envision a local wedding or a destination wedding? These initial discussions will guide your search for vendors and venues that align with your vision.

Create a Master List of Vendors and Venues

Start by making a comprehensive list of all the vendors and venues you need to source for your wedding. This list will be your roadmap and help you stay organized throughout the planning process. Include all the essential services such as catering, venue, photography, entertainment, decorations, and any other unique elements you wish to incorporate. Prioritize the must-haves and identify areas where you can be flexible, as this will influence your venue and vendor selections.

Research and Compare Options

Now comes the exciting part – exploring your options! Utilize online resources, wedding planning platforms, and local vendor directories to create a shortlist of potential vendors and venues. Consider factors such as availability, pricing, reviews, and the specific services they offer. For venues, think about the capacity, location, and whether they provide in-house catering or other amenities. Compare packages, inclusions, and exclusions to make informed decisions.

Reach Out and Communicate

Once you have a shortlist, initiate contact with the vendors and venues. Communicate your requirements, ask questions, and don't be afraid to negotiate. It's essential to establish clear and timely communication with potential vendors to ensure a smooth planning process. Be prepared for potential delays in responses and have backup options, especially if your wedding date is fast approaching.

Consider a Wedding Planner

If the process feels overwhelming, consider enlisting the help of a wedding planner. Wedding planners have extensive industry connections and can save you time and stress. They can recommend trusted vendors, secure the best deals, and handle the countless emails and phone calls. Wedding planners can be particularly valuable for destination weddings, where their specialized knowledge of the locale can be indispensable.

Remember, planning your wedding should be a joyful and positive experience. Take your time, stay organized, and don't hesitate to ask for help if needed. With thorough research and careful selection, you'll be well on your way to creating a memorable celebration that reflects your unique vision.

Manage budget and costs

Planning a wedding can be a costly affair, and budgeting is an important step to ensure you don't overspend. The average cost of a wedding in the United States in 2024 is $33,000, but this varies depending on location, with weddings in states like New York and California typically costing more, and those in states like Utah and Kentucky costing less. The type of wedding, time of year, and number of guests will also impact your budget.

To manage your wedding budget effectively, start by determining how much you and your partner can contribute. Consider your daily expenses, such as rent or mortgage, car payments, and debts, as well as future costs like a down payment on a home or medical expenses. This will give you a realistic understanding of your financial capabilities.

Next, discuss and decide on your must-haves and priorities with your partner. Research what weddings typically include and build a budget outline with estimated costs for each item. Be sure to include all the essentials, such as venue, catering, event rentals, attire, flowers, music, and photography. Your venue, catering, and rentals will likely make up a large proportion of your budget, so it's important to allocate funds accordingly.

Additionally, don't forget to account for hidden costs like overtime fees, service charges, pre-wedding trials, extra decorations, gratuities, and vendor tips. These expenses can quickly add up, so it's wise to set aside a buffer, such as 5% of your budget, for unforeseen costs.

Finally, use resources like wedding budget breakdowns and cost estimators to help you plan and stay within your budget. Tools like The Knot Wedding Budget Tool can provide valuable insights into typical wedding costs in your region, helping you make informed decisions about how to allocate your funds.

Negotiate contracts and invoices

Wedding vendors make up the majority of a wedding budget, so it is important to negotiate with them to stick to or fall below your budget. Begin planning far in advance, ideally several months to a year before the wedding date, to ensure that all your bases are covered.

First, research and compare vendors. Ask family, friends, and colleagues for recommendations and read reviews to guide you in the right direction regarding the offerings, quality, and calibre of a vendor. Check vendor reviews and research the average prices for specific wedding planning services. Ask your loved ones what they spent on flowers, for example, to get a solid range to work with.

Once you have a list of ideal vendors, draft a request for proposal (RFP) that includes your wedding date, budget for the service, and expectations for the vendor. You can email this directly to each vendor or draft an email with the same information. Vendors will likely request phone or in-person meetings to discuss further. When you start the process, provide the vendor with a timeline that includes the date when you need a proposal, when you will provide feedback, and your target date for signing a contract. This makes your timeline and intentions clear to all parties from the start.

When negotiating, ask vendors if they have a slower season or day of the week and consider getting married on that date for a better deal. Saturday is the most popular night of the week for events, but you can negotiate more if you consider a Friday, Sunday, or weekday. Beware of hidden fees and read the fine print of every quote and contract you receive so you aren't surprised when it's time to pay the bill. Hidden venue fees are common and can include high audio and visual costs, restroom facilities fees, and additional administrative costs.

Instead of requesting a lower price, find out if the venue or vendor can add value through additional services. For instance, you may be able to negotiate a free champagne toast for meeting a food and beverage minimum or ask your DJ to play an extra hour of music.

Frequently asked questions