Wedding Planner's Guide: What Couples Should Tell You

Planning a wedding can be stressful, and it can be difficult to tackle the long list of tasks on your own. That's why hiring a wedding planner can be a great idea to help you tick off items on your checklist. Before you meet with potential wedding planners, it's a good idea to have an idea of your budget, the number of people you want to invite, your preferred wedding date, and your vision for the wedding.

When interviewing wedding planners, it's important to ask about their availability, the services they offer, their planning process, how they handle vendor contracts and payments, their experience and areas of expertise, their planning process, and whether they can work within your budget. It's also useful to ask for references and to see examples of their past work.

A wedding planner can help you with a multitude of tasks, including developing a budget, selecting a venue, connecting you with vendors, handling invitation details, creating a timeline, and managing logistics on the wedding day. They can also provide support and guidance on wedding etiquette issues.

So, if you're feeling overwhelmed with wedding planning, consider hiring a wedding planner to help make the process smoother and more enjoyable.

Budgeting and saving money

• Start with a realistic budget: Before you begin planning, it's important to have a clear understanding of your financial situation and set a realistic budget. Be honest about your expectations and what you can afford. This will involve some tough decisions, but it's crucial to ensure you don't overspend.
• Prioritize what's important to you: Not all aspects of a wedding are created equal. Sit down with your partner and decide on your top three priorities, whether it's the venue, catering, band, etc. Allocate your funds accordingly and be willing to compromise on less important elements.
• Research and compare prices: Don't just settle for the first vendor you find. Take the time to research and compare prices from multiple vendors. This will help you get the best value for your money and ensure you're not overspending.
• Hire a wedding planner: While hiring a wedding planner is an additional cost, they can often save you money in the long run. A good wedding planner will work within your budget, help you avoid costly mistakes, and negotiate with vendors on your behalf.
• Keep track of your spending: Create a detailed spreadsheet or use a wedding budget tracker to monitor your expenses. This will help you stay organized and ensure you don't go over budget. It's also a good idea to set up a separate bank account specifically for wedding expenses.
• Trim the guest list: The number of guests you invite has a significant impact on your budget. Reducing the number of guests can result in substantial cost savings. Consider your budget and venue capacity when creating your guest list.
• Choose an "on-site" wedding venue: Opting for a venue with an in-house kitchen and catering services, such as a hotel or restaurant, can simplify your planning and reduce costs. These venues often have packages that include catering, chairs, tables, and even an on-site coordinator.
• Shop around for vendors: Don't rush into booking vendors. Take the time to consider multiple options and choose vendors who understand your vision and can work within your budget. Communicate your budget honestly and ask for their help in creating a package that fits your needs.
• Beware of hidden costs: Many wedding expenses come with hidden fees and extra costs. Be vigilant and ask vendors to outline all potential charges upfront. This includes overtime fees, service charges, and gratuities. Build some wiggle room into your budget to accommodate these unexpected costs.
• DIY with caution: DIY projects can add a personal touch to your wedding, but they can also be time-consuming and costly. Be selective about which projects you take on yourself and don't be afraid to seek professional help when needed.
• Take advantage of rewards: Sign up for rewards programs or use cashback websites when making wedding-related purchases. These programs can help you save money or earn rewards that can be used for your honeymoon or other expenses.
• Negotiate and ask for help: Don't be afraid to negotiate with vendors or ask for help from friends and family. You may be surprised at how many people are willing to offer discounts or lend a helping hand to make your special day more affordable.

Selecting a wedding planner

Planning a wedding can be a daunting task, so it's no surprise that many couples turn to wedding planners for help. But with so many options available, how do you choose the right one for your special day? Here are some tips to help you select a wedding planner who will make your dream wedding a reality:

Do Your Research

Start by searching online for wedding planners in your area. Read reviews, browse their websites and social media, and look at their portfolios to get a sense of their style and experience. Don't forget to tap into your personal network, too—ask friends and family for recommendations, especially if they've recently tied the knot.

Reach Out and Interview

Once you've narrowed down your options, reach out to the wedding planners to set up a call or meeting. Pay attention to how quickly they respond and whether you feel a connection. During the interview, ask about their experience, services offered, pricing, and how they would bring your wedding vision to life. Be sure to also ask for references from previous clients.

Consider Personality and Trust

It's important to find a wedding planner who you get along with and trust. You'll be working closely with this person, so ensure your personalities mesh and that you feel comfortable communicating your ideas, concerns, and expectations.

Understand Their Services and Expectations

Wedding planners offer different levels of service, from full wedding planning to day-of coordination. Be clear on what you need help with and what is included in their packages. Ask about their process, how they handle logistics and budgeting, and how often you can expect to communicate.

Read the Contract Carefully

Before making any final decisions, carefully review the contract. Understand what services are included, how pricing and additional fees work, and what their backup plans are for potential issues like inclement weather.

By following these steps, you'll be well on your way to finding a wedding planner who suits your needs and budget, allowing you to relax and enjoy your wedding journey.

Planning the guest list

Start with a Master List

Begin by writing down the names of everyone you would invite to your wedding if money and space were no issue. Include immediate family, close friends, colleagues, distant relatives, acquaintances, their partners, and their children.

Separate Out Your Top-Tier Guests

These are your non-negotiables—the people you simply wouldn't get married without. Highlight them and ensure they are the first to be included on your guest list.

Work Out How Many Guests You Can Afford

Your venue and guest list go hand in hand. You can't finalise your guest list without knowing how many people your venue can accommodate and whether your budget can stretch to that number of guests.

Consider Your Parents' Input

Traditionally, both sets of parents have a say in the guest list, especially if they are contributing financially. Be upfront and show them your plan, allowing them to air any concerns respectfully. You might choose to reserve a portion of your guest list for them to allocate themselves.

Be Fair with Family

If you invite some of your cousins, for example, the others may be upset if they don't get an invite. It's not obligatory, but one way to avoid hurt feelings is to treat members of different families in the same way.

Stagger Your Invites

Send your wedding invitations at least eight weeks in advance, or ten if your wedding is out of town. You will likely get some regrets, so you can then fill these spots with people from your master list. Send this next round of invites ASAP so that no one feels like an afterthought.

Prioritise Close Loved Ones

Focus on your closest loved ones and immediate family members. Think about who absolutely must be there and go from there. If you have a large guest list, be aware that you won't be able to interact with everyone, and you may prefer to just celebrate with a tight-knit group.

Set a Policy for Plus-Ones

Decide early on how you'll handle plus-ones. You might allow them for your wedding party, engaged couples, or those who live together. Or you may choose not to offer any plus-ones at all.

Be Mindful with the B-List

A B-list is common but should be handled carefully. If you have a tight-knit group, such as coworkers, on your B-list, be sure there is room for the entire group before adding just one.

Don't Rush the Process

Creating a guest list takes time, and it shouldn't be rushed. The guest list impacts many other wedding elements, so take your time with this process.

Choosing a wedding date

• Be flexible with your date: While you may have a specific date in mind, being flexible can open up more venue and vendor options. Consider choosing a season first, then narrowing down to a few potential dates. This will give you more flexibility in finding a venue and vendors that are available on your chosen date.
• Consider the weather: If you plan to have an outdoor wedding, choose a season with mild weather. Spring and fall are generally the most popular seasons, but this can vary depending on your location. For example, summer weddings in Arizona are less popular due to the heat.
• Think about your budget: Peak wedding season, typically between May and October, tends to be more costly. Off-peak dates, such as weekdays or months like January, March, April, and November, can offer discounted prices and more venue and vendor options.
• Avoid holidays and major events: Family-oriented holidays like Christmas and Thanksgiving may not be the best time for a wedding, as guests often spend time with family. Also, consider avoiding major events and conventions in your chosen location, as they can impact accommodation availability and prices.
• Consider symbolic or lucky dates: You may want to marry on an anniversary that is special to you or choose a date based on cultural or astrological significance. For example, the ancient Greeks believed that marriages during the full moon brought prosperity and happiness.
• Check with your VIP guests: Before finalizing your date, consider the availability of your closest loved ones and try to avoid any prior commitments they may have.
• Book your venue: Once you have a few potential dates in mind, start researching venues and their availability. The venue can significantly impact your wedding style, guest count, and budget.
• Spread the word: Once you've booked your venue and set the date, it's time to share the news! Create a wedding website to display your date and other important information for your guests. Send out "save the dates" about six to eight months before the wedding.

Picking a venue

Start your search early

Begin your venue search early to maximize availability, especially if you have a specific date in mind. Wedding venues tend to get booked up to a year in advance or more, so start your search and schedule site visits as soon as possible. If you're planning in a pinch or have a flexible date range, the venue's availability will be the deciding factor in setting your wedding date.

Location

There's a lot to consider when choosing the location of your wedding venue. Think about how easy it is for your guests to get to, including the venue's proximity to airports and accommodations. Also, consider the accessibility of the venue for people with disabilities and the parking situation. If you're having a weekday wedding, take commute hours into account to avoid bumper-to-bumper traffic.

Enlist the help of a wedding planner

Wedding planners can be a valuable resource when choosing a venue. They can recommend event spaces based on your style, budget, guest count, and more. If you're planning your wedding on your own, consider booking a venue with an on-site coordinator who can guide you through the logistics.

Guest count

Have a rough idea of your guest count before starting your venue search. The size of the venue should accommodate your guest list comfortably, with ample room for table layouts, seating arrangements, and a dance floor. If you're planning well in advance and don't have a final guest list yet, you can estimate and refine the count as the date draws near.

Budget

The venue will likely be the biggest chunk of your wedding budget, so it's important to understand the pricing structure. In addition to the room rental fee, there may be additional charges for tables, chairs, linens, dinnerware, drinkware, parking, insurance, catering, and more. Confirm the big-picture pricing before booking a venue and be sure to ask about any additional fees or charges.

Wedding style

Determine your wedding style before starting your venue search to narrow down your options. Consider whether you want a formal or casual wedding, indoors or outdoors, modern or boho, during the day or at night, adults-only or kids welcome, etc. Finding a venue that aligns with your style will help all the other details fall into place.

Must-haves and restrictions

Make a list of your must-haves and prioritize them. For example, a rooftop ceremony space, in-house catering, the ability to bring your own alcohol, a late curfew, or the option to bring your own vendors. Communicate your must-haves to the venues you're considering to see if they can accommodate your requests. Also, be aware of any restrictions or limitations the venue may have, such as no live music or no pets allowed.

Work involved

Consider the amount of work involved in setting up the venue. On one end of the spectrum, you have blank-slate venues that require you to build your wedding "from scratch" by bringing in everything yourself. On the other end are all-inclusive venues that cover multiple services and rentals in one package price. Decide where you fall on this spectrum based on your vision, budget, and how much time and energy you're willing to spend on your wedding.

Trust your instincts

Ultimately, choose a venue that feels right and aligns with your vision. Gauge your interaction with the venue coordinator and ensure you feel comfortable communicating with them. Trust your instincts and select a venue where you can envision celebrating your special day with joy and happiness.

Frequently asked questions