Weddings: Prioritizing The Big Day And What Comes After

Planning a wedding can be a stressful and overwhelming experience, but it's important to remember that the day is about celebrating the love and bond between two people. To make the process more manageable, it's crucial to set priorities and understand why you're hosting a wedding. This means identifying the top three or four things that are most important to you and your partner, such as the venue, food, photography, entertainment, attire, decorations, or guest experience.

By setting clear priorities, you can allocate your time, energy, and budget effectively, ensuring that your wedding truly reflects your unique love story and aligns with your values and intentions. It's also essential to be flexible and adaptable, as unexpected challenges may arise during the planning process.

Additionally, it's worth considering the guest experience and how to make them comfortable and happy, from choosing a convenient date and time to providing clear communication, transportation, and an inclusive space.

Budgeting

Determine Your Guest List and Venue:

The number of guests you plan to invite and the type of venue you choose will have a significant impact on your budget. The cost of food, drinks, and venue rental is typically the largest expense, accounting for about 40-50% of the total wedding budget. Consider the size of your guest list and whether you prefer an intimate gathering or a grand celebration. Be mindful that a larger guest list will require a bigger venue, which can be more expensive.

Prioritize Your Expenses:

Not all aspects of a wedding are equally important to every couple. Sit down with your partner and discuss your priorities. Decide on the top three to four things that are most important to you both, such as food, venue, photography, or entertainment. Allocate a larger portion of your budget to these priority items. For areas that are less important to you, consider reducing costs or opting for more affordable options.

Create a Comprehensive Breakdown:

A detailed budget will help you keep track of your spending and ensure that no expense is overlooked. Create a spreadsheet or use a wedding budget template to list all the expenses, including venue, catering, attire, photography, entertainment, flowers, decorations, transportation, and any other relevant costs. Assign a realistic amount to each category based on your research and priorities.

Be Flexible and Creative:

If your dream venue or caterer is out of your price range, be open to alternative options. You can often find more affordable venues by choosing a non-traditional space or opting for a weekday wedding. Consider renting clothing or borrowing from friends instead of purchasing a brand-new outfit. Look for packages or bundles that include multiple services, such as photography and videography, to save costs.

Research and Compare Vendors:

Take the time to research and compare prices from multiple vendors. Get quotes from different photographers, caterers, florists, and entertainment options. This will give you a better understanding of the market rates and help you find vendors that fit within your budget. Remember to read the contracts carefully and ask about any potential hidden fees or additional costs.

Consider DIY Options:

If you're crafty or have friends and family members who are, consider doing some aspects of the wedding yourselves. This could include making your own centrepieces, creating your own invitations, or preparing some of the food. Just be sure to manage your time effectively and don't take on more DIY projects than you can handle.

Build in a Buffer:

It's always a good idea to have a buffer in your budget for unexpected costs or last-minute additions. Set aside around 5-15% of your total budget as a contingency fund. This will give you peace of mind and ensure that you're prepared for any surprises that may arise during the planning process or on the big day itself.

Track Your Spending:

Stay organized by using a spreadsheet, budget app, or dedicated savings account specifically for wedding expenses. Keep track of all your expenses and regularly review your budget to ensure you're staying within your allocated amounts. This will help you identify any areas where you may need to cut back or adjust your spending.

Remember, there is no one-size-fits-all approach to wedding budgeting. The most important thing is to be realistic about what you can afford and to prioritize the aspects that are truly important to you and your partner. By following these guidelines and tailoring them to your unique situation, you'll be well on your way to creating a budget that works for your dream wedding.

Guest experience

Communication is Key:

Clear and timely communication is essential. Send out "save-the-date" cards and invitations early, especially for destination weddings, so guests can make travel arrangements. Be considerate of religious and cultural holidays when choosing a date. Create a wedding website with all the necessary details, and provide updates for any last-minute changes.

Transportation and Accommodation:

For destination weddings, consider arranging airport transportation for your guests. It is also thoughtful to block out hotel rooms and secure discounted rates for them. If your wedding venue has limited parking, consider providing shuttle services to avoid inconveniencing your guests.

Timing and Scheduling:

When setting the time and duration of the wedding, be mindful of your guests' comfort. Avoid rush hours for weekday weddings, and keep the ceremony and reception venues close by, especially if there is an older guest list or guests with mobility issues. Ensure the timeline of the wedding is well-planned to prevent long gaps that may bore your guests.

Comfort and Convenience:

Prepare for potential weather-related discomfort by providing parasols, sunglasses, blankets, or space heaters. Ensure there is adequate seating, especially for cocktail hours and near the dance floor, to accommodate guests who cannot stand for long periods. If children are not invited, consider providing babysitting services at the hotel for travelling guests with little ones.

Food and Beverage:

Offer a variety of food options to cater to different dietary restrictions and preferences. Ensure there is enough food and drink throughout the event, including late-night snacks. Taste-test the meals beforehand, especially the vegan/vegetarian options, to guarantee their quality.

Personal Touches:

Personalize your guests' experience with handwritten letters, welcome bags at the hotel, and amenities like first-aid and sewing kits in restrooms. You can also provide a basket of comfortable slippers or flip-flops by the dance floor. These thoughtful touches will make your guests feel valued and appreciated.

Entertainment:

Keep your guests engaged with a well-planned entertainment schedule. This could include music, games, or a photo booth. Ensure there is a good flow to the event, with something happening regularly to maintain a fun and festive atmosphere.

By implementing these suggestions, you can create a memorable and enjoyable experience for your guests, making your wedding a priority for them as well as for you.

Venue

When it comes to wedding planning, one of the first priorities is finding the right venue to say 'I do'. This is one of the most important decisions you'll make as it will dictate the overall theme and flow of your special day. Here are some key considerations to help you choose the perfect venue:

Religious or Non-Religious Ceremony

If you're planning a religious ceremony, you may be limited to certain areas in relation to your church, or you might need to be located close by to attend pre-marriage classes or the reading of banns. For a non-religious ceremony, consider whether you plan to complete the legalities of the marriage beforehand, especially if you're marrying abroad. If you want to be legally married at the point of the ceremony, you'll need to choose a licensed venue in a country that recognises marriages as legal in your home country.

Guest List

The size of your guest list will play a significant role in determining your venue. Larger parties will require bigger locations, while smaller, intimate weddings can opt for more cosy settings. Finalise your guest list, including those you definitely want to be there and those who are optional, to help guide your venue search.

Location

Think about locations that hold sentimental value for you as a couple. Also, consider the travel arrangements for your guests, especially if you're inviting people from overseas. Central venues with good transport links are often more convenient for guests travelling from afar. On-site accommodation may also be a factor to consider.

Budget

Your budget will play a crucial role in choosing your venue. Discuss your finances and decide on a realistic budget, keeping in mind that the venue typically takes the largest chunk of the wedding budget. Many venues provide pricing structures on their websites, which can help with your financial planning.

Size and Theme

Consider whether you want a grand, extravagant wedding or a more relaxed, intimate affair. Also, think about any themes you may want to incorporate, such as a barn, beach, country house, or castle setting. Having a clear vision will help narrow down the vast number of venue options available.

Timing and Seasonality

The time of year you plan to get married will impact both the day itself and your budget. Peak wedding season in the UK, for example, tends to be between May and October, with weekends costing more than weekdays. If you're flexible with dates and willing to consider off-peak times, you may find more affordable options. Keep in mind that highly sought-after dates and venues may require booking at least 18 months in advance.

Guest Experience

Think about the kind of experience you want your guests to have. Do you want them to enjoy alfresco dining, a glamping celebration, or breathtaking sea views? Considering your priorities and what's important to you as a couple will help guide your venue search and create a memorable day for both you and your guests.

Catering

Budgeting for Catering

Firstly, it's important to recognise that catering will likely be one of the largest expenses in your wedding budget. According to The Knot's 2023 Real Weddings Study, the average catering cost was $85 per person. This price point includes food, beverages, and waitstaff. When creating your wedding budget, it's advisable to allocate a significant portion to catering, especially if you want to serve high-quality food and drinks.

Timing and Booking

Booking your wedding caterer should be a priority 3-4 months before your special day. The best caterers are in high demand, and early booking ensures you get the best quality food and a stress-free experience. Start by identifying caterers you like and requesting quotes, being sure to provide important details like your date, guest count, theme, and budget.

Menu Planning

Deciding on your wedding menu 3-4 months in advance offers several benefits. Firstly, it helps with budget planning, ensuring that the menu fits within your allocated funds. Pre-planning also allows you to offer a diverse range of dishes to cater to different tastes and dietary restrictions. Early menu planning also ensures the availability of ingredients and makes it easier for the catering team to prepare and serve the food without glitches.

Variety and Special Requests

When planning your menu, consider offering a variety of options to accommodate different dietary needs and preferences. Think about providing vegetarian, vegan, gluten-free, and other special dietary options to ensure all your guests feel included. Take into account any food allergies or restrictions your guests may have, and plan accordingly.

When reviewing catering packages, pay attention to what is included in the price. Typically, food, beverages, and waitstaff are standard inclusions. However, some caterers may charge extra for rentals like dinnerware, tables, and chairs. Ask about any additional fees, such as setup, breakdown, cake-cutting, and travel costs. Also, clarify whether the waitstaff will be involved in setting up, tending the bar, and clearing tables.

Tastings and Customisation

Menu tastings are essential to ensure that you and your guests will enjoy the food on your special day. Some caterers offer custom or fixed menus, so be sure to discuss this with your caterer and decide if you want a more tailored approach.

When choosing your caterer, ensure they are compatible with your venue. Some venues require you to select a caterer from an approved list, while others may have specific requirements or restrictions. Clarify these details with your venue to ensure a seamless experience.

In summary, when making weddings a priority, catering deserves special attention. By focusing on budgeting, timely booking, menu planning, variety, and understanding the intricacies of catering packages, you can ensure a delightful culinary experience for you and your guests, setting the tone for a joyous and unforgettable wedding celebration.

Photography

When it comes to wedding photography, it is crucial to hire a professional. While friends and family may have good intentions, they are unlikely to have the experience and knowledge needed to capture a wedding effectively. A professional photographer will know how to use their camera to compose and execute shots perfectly and will have the skills to capture the right moments at the right time.

• Find the right photographer: Take the time to decide on the style of photography you want and find a photographer that reflects this. Look through their galleries to get a good idea of their work and ensure their style matches your vision.
• Book early: Popular wedding photographers can get booked up to 2 years in advance, so it is important to book them as soon as you have set a date.
• Prioritise photography in your budget: It is easy to get carried away with other aspects of the wedding, such as flowers, food, and the dress. However, these are fleeting, and only your wedding photographs will endure. Therefore, it is wise to allocate a significant portion of your budget to photography.
• Consider a 'First Look': A 'First Look' is when the couple sees each other before the ceremony, allowing for formal photos to be taken early in the day. This can help reduce nerves and give more time to relax and enjoy the cocktail hour.
• Allow adequate time for photography: Discuss with your photographer how much time they will need to capture all the desired shots. This includes time for preparation shots, detail shots, candid photos, and formal portraits.
• Keep your photographer informed: During the planning process, keep your photographer updated on your timeline and potential changes. This will ensure that they can provide input and advice to create a timeline that is conducive to capturing all the desired photos.
• Schedule buffer time: Weddings rarely go exactly to plan, so it is important to build in some buffer time to minimise stress. This includes allowing a few extra minutes between events for the photographer to move locations and prepare their gear.
• Pay attention to the sunset: Golden hour before sunset is an ideal time for photos, but avoid scheduling all formal portraits at this time. Instead, spread out the photos throughout the day to capture a variety of lighting conditions.
• Provide a family photo list: To ensure efficiency when taking family photos, provide the photographer with a list of specific combinations you would like. This will help move things along and ensure all desired photos are captured.
• Consider a second photographer: If you want photos of the cocktail hour or other simultaneous events, consider booking a second photographer. This will ensure that no special moments are missed.
• Prioritise timely delivery of photos: Discuss with your photographer the expected timeline for processing and delivering the final photos. Clear communication and efficient workflow management are key to ensuring client satisfaction.
• Understand lighting and equipment: For photographers, understanding lighting and equipment is crucial. Know how to use aperture, shutter speed, and ISO to your advantage to create stunning images.
• Build a relationship with the couple: For photographers, caring about the couple and understanding their story will help you take better pictures. Show genuine interest, be responsive to their needs, and remain empathetic and respectful throughout the day.
• Keep it simple: Avoid overcomplicating things, especially with gear. Start with the basics and gradually add more complex techniques and equipment as you gain experience.
• Focus on one goal at a time: Instead of trying to accomplish everything at once, pick one new goal or technique to focus on for the wedding. This will help you stay calm and improve your odds of success.
• Understand the business side: Running a successful photography business involves more than just taking good pictures. It requires budgeting, accounting, marketing, and efficient workflows. Develop systems and processes to streamline your work and ensure client satisfaction.
• Have backup plans: Things will inevitably go wrong, so it is important to have backup plans. This includes having backup equipment, such as an extra camera body and lenses, and knowing how to adapt to changing lighting conditions and other challenges.

Frequently asked questions