Planning A Wedding: Crunch Time And Key Moments

Planning a wedding can be a daunting task, and crunch time is inevitable. While some couples take up to a year and a half to plan their big day, others prefer to tie the knot sooner. The key to a smooth wedding is to plan ahead and create a structured checklist with a timeline. This helps to ensure that all tasks are completed and reduces stress as the wedding day approaches. Typically, the final month before the wedding is when crunch time hits, with last-minute preparations and final decisions being made. However, some couples may experience crunch time earlier or later, depending on their unique circumstances and the complexity of their wedding plans.

Budgeting and allocating funds

It's important to be realistic about the costs of different elements of your wedding. Online resources and wedding budget calculators can help you estimate expenses. You can also seek inspiration from other couples' wedding budgets. A good rule of thumb is to divide your budget into "for you" and "for them" sections, with around 40% of your budget going towards guests' basic needs, including the venue, food, and beverages. Another 6% of your budget will likely be spent on the couple's attire, beauty, and accessories, including wedding rings.

Other major expenses to consider include the cost of your ceremony and reception sites, photography, honeymoon and travel costs, and entertainment, such as a DJ or live band. It's also important to have a backup budget of 10-15% of your total budget to cover incidentals and hidden costs, such as delivery fees or last-minute changes.

To stay organized, create a detailed spreadsheet or use a budgeting app to track your spending and adjust your budget as needed. Be flexible and creative, as your first choices may not always be available, especially if you're planning your wedding in a short amount of time.

Final fittings and vendor meetings

For the final fittings, brides usually have three wedding dress fittings. The first is around two to three months before the wedding, the second is about a month before, and the final fitting takes place two weeks before the wedding. Grooms may only need one tux fitting, which can be done about a month in advance. It's important to remember that your wedding attire may not fit perfectly and will likely need alterations, so be prepared for multiple fittings to ensure you look incredible on your special day.

Now, let's talk about those final vendor meetings. It's a good idea to meet with your vendors a month before the wedding and then again the week of the big day to confirm all the final details. This includes finalizing details with your officiant, DJ, and catering company. You should also decide on any final menu choices and confirm numbers with your venue. If you have a photographer, it's essential to coordinate with them and decide on any final shots or expectations.

In the final weeks before your wedding, you'll also want to walk through how your wedding day will run and ask any last-minute questions of your venue coordinator. This is a great opportunity to ensure you have all the proper paperwork and forms filled out, as required by your jurisdiction.

While it can be a busy and challenging time, crunch time for wedding planning is manageable if you stay organized and communicate effectively with your vendors and partners.

Planning the wedding timeline

Planning a wedding can be a lengthy process, and timelines vary depending on the couple. While the average engagement length is 15 months, some couples prefer to tie the knot in a couple of months. Here is a comprehensive wedding planning timeline to help you prepare for your big day.

12-14 Months Before the Wedding

Although the ideal engagement length is around a year, it is essential to start planning early if you want a shorter engagement. During this period, you should focus on researching, gathering ideas, and creating a vision for your wedding. This includes deciding on the style and theme of your wedding, as well as the potential size of the event. It is also crucial to have a conversation with potential wedding stakeholders, including those who will be contributing financially, to determine your budget.

11-13 Months Before the Wedding

Now is the time to start booking your must-have vendors and venues. Popular wedding destinations and vendors may be booked up a year or more in advance, so don't delay. Send out "save the date" cards to your guests, especially if your wedding falls on a popular date or during peak season.

6-10 Months Before the Wedding

With the major bookings out of the way, you can focus on the smaller details. This is the time to start dress shopping and planning any travel or accommodation for your bridal party. You should also be thinking about the finer details, such as decorations, favours, and the layout of your venue.

1-5 Months Before the Wedding

The final few months are crunch time, when you'll be finalising the details and making last-minute adjustments. This is when you'll have your final fittings, make any necessary alterations, and put together the final touches, such as welcome bags. It's also a good idea to plan your bridal shower during this period, especially if you want your mother or other important guests to attend.

Final Weeks and Days

The last few weeks will be busy, but with proper planning, you can ensure a smooth process. During this time, you'll be making final vendor checks, walking through the venue, finalising seating arrangements, and putting the finishing touches on decorations. It's also essential to confirm all the small details, such as hair and makeup trials, and ensure that your bridal party is prepared and ready for the big day.

Preparing the venue

Firstly, it is important to consider your budget. Wedding venues can be costly, and you don't want to be paying extra for rushing a decision. If you are working with a tight timeline, you may need to be more flexible with your dates and times. For example, it may be easier to secure a venue on a Friday or Sunday, or earlier in the day. You should also consider the number of guests you can afford to host, and whether the venue can accommodate this number.

Next, you should consider the style and location of the venue. Does it fit with the vision you have for your wedding? If you are planning a laid-back outdoor wedding, a modern hotel may not be the best choice for your getting-ready location. You should also consider the practicalities of the venue, such as whether there is a bridal suite with good natural light for photographs.

Once you have chosen your venue, it is important to carefully read through the policies and contracts. For example, some venues have a minimum guest count, which can be a problem if your RSVP total is lower than the original estimate. You should also be aware of any potential extra costs, such as rush fees for dresses and invitations.

In the final weeks before the wedding, you will need to finalise the details of the venue, such as the layout of tables and decorations. If you are doing any DIY projects, this is the time to finish them off. It is also a good idea to have a final walk-through of the venue to ensure everything is in place.

Photography and videography

Choosing a Photographer and Videographer:

Start by researching and comparing different wedding photographers and videographers in your area. Look at their portfolios, reviews, and pricing to find a professional who aligns with your vision and budget. Understand the risks of hiring a friend or relative; it's essential to prioritize quality and reliability for such an important occasion.

Timing and Coverage:

Discuss the hours of coverage you'll need with your photographer and videographer. Most packages offer 8-10 hours as a standard, covering the getting-ready process to the end of the reception. However, consider your specific needs; for instance, if you have a large number of guests and want table visits, you may require more time.

Preparation Shots:

Allow plenty of time for preparation shots to capture the behind-the-scenes magic. Photographers recommend starting at least 90 minutes before you put on your wedding attire to capture the build-up, including the bridal party getting ready, the groom's first look, and family arrivals.

First Look:

Consider whether you want a "first look," which is an opportunity for the couple to see each other before the ceremony and get some formal photos out of the way. This can help front-load your photos, giving you more time to relax and enjoy cocktail hour. It's also a special moment to share before the chaos of the day begins.

Lighting and Sunset Portraits:

Don't underestimate the impact of lighting on your photos. Discuss with your photographer about planning some portrait shots around sunset or just before, as the golden hour can produce stunning results. If your wedding is in fall or winter, consider an earlier ceremony time to maximize daylight.

Reception Shots:

During the reception, sneak out for some night shots, even if it's just for 20-30 minutes. These can be taken right after you grab a bite to eat or during open-floor dancing. You can also get creative with table shots, opting for formal pictures or focusing on photojournalism, capturing candid moments as you mingle.

Videography Packages and Add-ons:

When choosing a videography package, consider what's typically included, what's not, and any add-ons you may want. Basic packages may cover the ceremony and reception highlights, while more expensive packages offer extended coverage, drone footage, second shooters, and raw footage. Ask about turnaround times, as they can range from two weeks to a year, and discuss any desired add-ons, such as video albums or documentary-style edits.

Remember, while these are general guidelines, your wedding is unique, so feel free to customize and adapt these suggestions to fit your vision and preferences.

Frequently asked questions