All Things Rental Companies

The majority of weddings will require rentals in some capacity. Whether you need to rent everything down to the generators and restrooms or if you are just looking to rent a few decor pieces, it is important to thoroughly vet your rental company. Follow this guide to feel confident in your rental company selection!

This guide is divided into 3 sections:

1. Things to know and consider before booking a rental company

2. Questions to ask a rental company prior to booking

3. Ways to maximize rental services

Things to know and consider before booking a rental company

1. Some venues have requirements of which rental company can be hired. Certain venues are particular about what rental companies can work on their property. If this is the case, you will likely have to go with their company no matter what. Some venues with “preferred” rental companies will allow you to hire an alternative company, but charge an additional fee. Though it is unlikely, depending on the rates of their preferred company and the additional fee amount, you may be able to save money by going with an outside company even considering the additional fee. On rare occasions the preferred company will have limited rental options and not offer items that work with your desired aesthetic. In this case, and if your budget allows, an outside company may still worth the additional fees.

2. Some venues have requirements of certain specific equipment that you will need to rent. Venues want to protect their property, and for good reason! The quality of their venue is the foundation of their income. This means they may require certain protective elements be rented in order to keep their space safe. Common items include ground coverings to go beneath the caterer, fire extinguishers, adequate trash receptacles, and display equipment so no permanent measures are taken to display decor or lighting (i.e. poles, stand alone wall displays, scaffolding, etc.).  

3. Venues often have specific rental drop off and pick up windows. Venues typically have a set beginning and ending time that vendors will have access to a space. The initial access time varies significantly from venue to venue, but the vendor “out time” is typically 30-90 minutes after the reception concludes. When discussing arrangements with a rental company make sure that they can guarantee their drop off and pick up falls within this window so you are not stuck with a hefty fine at the end of the night. Be sure to inquire about additional fees for tighter windows! 

4. Consider the rentals significance and relevance to all other set ups when deciding on a rental drop off time. If you are renting all dinner & accent tables, ceremony & reception chairs, kitchen equipment, physical bar, power sources, lighting, bathrooms, etc., the rentals will need to be dropped off and set up before any other vendor or design element since they are essential to everything else. Make sure that you schedule the drop off with plenty of time leftover for the rest of your vendors to properly set up.

5. Think through all aspects of the wedding and plan for function first. Think about the space you have chosen to host your ceremony and reception. Before considering aesthetics, consider the fundamental items necessary to keep everyone safe and comfortable. There are some basic functional features you will need to check for and rent if they are missing from your venue space: 

   1. Is there power? 

   2. Are there restrooms? 

   3. Do the restrooms have lights and a handwashing station? 

   4. Is the path to the restroom adequately lit? 

   5. Is there adequate lighting at each vendor's station? 

   6. Is there adequate lighting for guests in the dinner area? 

   7. Is there a source of drinking water? 

   8. Is there a kitchen or prep space for your caterer? 

   9. Does this kitchen or food prep space have a handwashing station?

   10. Are there tables for a buffet display?

   11. Are there tables for your appetizers? 

   12. Is there a space that can be utilized as a bar? 

   13. Are there trash cans? 

   14. Is there a larger dumpster where full trash bags can be disposed of?

   15. Is there one or more fire extinguishers? 

   16. Is plenty of seating provided for guests in the ceremony area?

   17. Are there tables and chairs for guests to eat their meal?

   18. Is there a dance floor? 

   19. Is there any climate control (i.e. shade, heaters, shelter from rain, etc.)?

6. Some vendors will need supplies from the rental company. Some vendors will require items from the rental company. Typically vendors that require equipment and/or supplies from the rental company will communicate this with you. However, some vendors may forget or assume that accommodations will have been made for them. Ask your DJ if they need a table and chair. Ask your caterer if they need any equipment (i.e. full kitchen, prep space, shade- no one wants a sweaty chef!-, chafers or serving dishes, serving spoons, serving trays, buffet tables, dinner plates, silverware, cups, water pitchers, etc.). Ask your bartender if they need any supplies (i.e. shakers, bar spill mats, bar back table, cups, etc.). Be sure to ask every single vendor if they need anything, just in case!

7. Styles, quality, and pricing vary significantly between rental companies. Once you have thought through the absolute necessities, consider aesthetics and quality when comparing prices. The main pricing and style differences you will find are between speciality/boutique companies and larger, full service companies. There are pros and cons to both rental company types!

   1. Speciality/boutique rental companies- Companies that provide more specific and speciality items typically are very particular about the quality of their pieces. Specialty or boutique rental companies are likely to have higher prices to account for rental item upkeep and to accommodate for their typically smaller amount of business. These companies usually have a more limited inventory so they are less likely to supply rentals to multiple events on a particular day. This means they are typically more likely to be flexible with their drop off and pick up times. This also means they may not have enough items to accommodate a larger wedding. Supporting smaller companies is awesome and having unique furnishings is a great way to individualize your wedding design. However, these companies typically don’t offer all of the functional equipment (i.e. bartending supplies, kitchen supplies, lighting, dance floors, trash receptacles, etc.), so you may still need to source those items from a separate rental company. 

   2. Larger full service companies- Most large companies will offer items in a wide range of styles and price points. They typically offer basic items at relatively low rates, but also offer trendier items to match a variety of design aesthetics. Large companies tend to do a lot of business which means they are likely to operate as a very well oiled machine. They typically accurately fulfill orders, are on time to drop off items, efficiently set everything up, and are on time to pick up their property. A lot of larger companies offer similar items to one another, but the pricing and quality can vary. Since these companies have a vast inventory they typically will move equipment quickly from one event to the next, which does not necessarily allow time to carefully inspect for minor damage or stains. They are, however, way more likely to be a one-stop-shop for all of your rental needs. They usually have everything you need right down to power sources. The only item commonly left out of full service rental company inventory is portable restrooms. Due to the unique nature and specific cleaning requirements, those usually come from companies that specialize in these services. Visit the showroom or warehouse to test out the items to make sure they are comfortable and there isn’t a lot of damage. 

8. You may need to source rental items from multiple companies. It is fairly common to source rental items from more than one company, especially if you are working with a blank slate venue or a space that isn’t typically utilized for events (i.e. private residences). Be sure to consider the logistics of multiple companies simultaneously dropping off and picking up items and factor the additional delivery fees and security deposits into your overall budget. You’re also more likely to need to source rentals from multiple companies if you have a specific vision that requires speciality pieces (i.e. vintage furniture, boho aesthetic, peacock chairs, etc.), since some of these items may only be available through a boutique company. Sourcing rentals from multiple companies is not a bad thing, necessarily. If you have the room in your budget, it makes sense logistically, and it will have a drastic impact on the overall cohesiveness of your design, then sourcing items from multiple companies is a great option! 

9. Compare rates and reviews of rental companies to ensure you are getting the best value. After thinking through the functionality and design elements you are looking for in your rentals, thoroughly research any companies you are interested in. Make sure there aren’t consistent complaints about quality, order fulfillment issues, or punctuality. If you find that companies offer very similar services at significantly different prices, be sure to figure out why!! Some companies really do provide the same quality of rentals and service at more competitive prices to increase their overall business, but there is almost always a deeper reason for significant price variation than “this company really cares about my budget.” 

10. Some rental items require some assembly upon drop off. For furniture, assembly is almost always included in the price and done by the rental company staff. The rental company may or may not include set up for lighting displays, overhead hanging installments, furniture placement, table linen placement, kitchen assembly, etc. They may offer this service at an additional cost, but one way or another you will need to make sure someone is designated to take care of the assembly and placement of your rental pieces. Keep in mind, this is almost never a 1-2 person task and these items must be assembled and placed before most other decorating and vendor set up can take place. 

11. Some venues love their existing furniture and have limitations on outside rentals replacing their pieces. Most venues are happy to allow outside rentals in their space. Some venues will not remove their existing furniture. This may be because they don’t have a space to store their existing furniture or because they don’t want to risk damaging their property. If you want to add additional furnishings to complement the existing pieces in the venue, they may or may not allow this. Again it is not common, but some venues are concerned with outside companies moving furniture into their space and potentially damaging their property. Either way, this is something to consider and discuss with your venue prior to booking a rental company.

Questions to ask a rental company prior to booking

Basics-

1. Are you available on my date?

2. Can you work within my budget?

3. Do you require a deposit? How much?

4. When is the balance due?

5. What is your preferred method of payment?

6. What is your cancellation policy if I cancel?

7. What is your cancellation policy if you cancel?

8. What is your rescheduling policy if I need to change my date?

9. What is the backup plan if you are personally unable to fulfill your contract due to a last minute conflict?

10. Are there any additional fees such as travel fees, delivery fees, etc. that are not included in the package price?

11. Are you licensed?

12. Are you insured? Does the insurance cover all of your staff and property?

Equipment-

1. Is your full inventory pictured online or do you have additional pieces available?

2. Can I see the furniture pieces in person before committing to them?

3. What are the fees for lost or damaged items?

4. How often are your rental pieces inspected for minor damage?

5. Are you planning on adding any additional items to your inventory between my wedding? If so, will I be notified as these items are made available?

Logistics-

1. Can I add or take away items from my order prior to my wedding? (Hint: Guest count may change, weather may impose new rental needs, new vendors may require items from the rental company, you may find additional design inspiration and want to add some pieces to your order, or you may decide to save some money and cut some rental pieces out completely. Understand how flexible your order will be prior to booking!)

2. Am I obligated to pay a percentage of the initial order amount if I decide to decrease my overall order?

3. When do I need to have my rental order finalized?

4. Have you worked at my venue before? (Hint: A rental company's familiarity with a venue will impact the efficiency of drop off. A rental company that regularly provides services to a certain venue will also be able to provide valuable insight into what equipment is required or necessary to make the space functional. They will also be able to provide guidance on what pieces will look best in the space.)

5. Will you visit the site for a venue walk through prior to my wedding date to measure the space and make a plan for delivery?

6. When will you deliver and pick up the rental equipment?

7. How long does it typically take to deliver and set up the rental equipment?

8. What amount of setup of the rental equipment does your staff take care of? (I.e will they drop everything off for someone else to place, will they place your some or all of the furniture personally, will they install your lighting, etc.?)

9. What is the delivery fee?

10. Are there additional fees if I would like an alternative delivery and pickup dates or times from the ones suggested?

Ways to maximize your rental company’s services

1. If the rental agreement includes a venue walkthrough, take them up on this! Not all companies will offer this service, but if yours does it is a great service to take them up on! Arrange a time for you and a representative from the rental company to attend a venue walkthrough to measure the space and think through logistics. If a company frequently works in a space they may not find it necessary to visit the venue for spacing purposes. However, if they aren’t familiar with the venue or you are planning to utilize the space in a way that is not typical, have a representative from the rental company come to measure and offer their expert opinion of how sizing and placement of items will be most aesthetically pleasing while maintaining functionality.

2. Visit their showroom or warehouse to view and test equipment in person prior to finalizing your order. Even after confirming rental services with a company, be sure to test out the items you intend to rent and check the quality in person. Pretty chairs may not be comfortable. Certain items may be damaged and you might want to swap them out for a different, more durable type of furnishing.

3. Book extra items. Sometimes a vendor will need a table, shade, and/or power source, but not mention their need beforehand. Oftentimes, an extra table is needed to display items, store items, or for any other number of uses. Add an additional table (or two) and table linen (if necessary) for vendors or displays just in case. The additional tables you plan don’t need to be full dinner tables. Typically the extra tables are 4’, 6’, or 8’ tables, depending on the space you are working with and the design you have planned.

4. Make a backup plan for inclimate weather. Things happen, so be prepared! Before weather even has a chance to become an issue, ask what supplies the company has available to accommodate the climate (i.e. tents, umbrellas, heaters, blankets, fans, etc.). Be sure to inquire about the latest date you can add these accommodations to your order and the availability and stock of these items. Larger companies will have a lot of supplies which makes them more likely to have something available last minute. Small companies that only take on one or two events a day are also likely to have these ready to go, since they are only providing service to a few clients on a certain day. The medium size companies tend to be a little trickier and their stock of climate control items will quickly dwindle. 

Wedding Planning Tips

Wedding planning is an exciting and unique journey. There are so many ways to make the planning process smooth and stress-free. Below are 32 of our favorite ways to keep the planning process fun!

1. Budget is a great starting place

Whether you are working with a $3k budget or a $300k budget, knowing your maximum budget will help guide all other aspects of planning your wedding. Come up with an overall number that you and your fiance (or whoever is funding the wedding) are comfortable with, and then do a little research to feel out how this money should be divided up amongst the many wedding vendors. Click here for a guide to building your wedding budget breakdown!

2. Guest count matters

If money truly is not an object, then guest count should be the first step to planning. Knowing how many guests you need to comfortably accommodate will help you select a venue, caterer, food service style, bar, sound system, etc. Guest count will have a huge impact on the overall budget. As you create your budget breakdown, play around with the guest count to see how it will affect the way money is allocated.

3. Consider outside factors that may affect guest and vendor availability

There are often a lot of factors to consider when thinking of a wedding date. It is fairly common for couples to go into wedding planning with a date already in mind. Before becoming too attached to any particular date, consider what other events are happening around this time that might affect guests ability to make it and overall vendor availability.

For example, if your town is hosting a wine festival on July 25, many local vendors might be booked to participate in this event. An event like this might draw a lot of visitors from out of town, making finding a hotel room or even reasonably priced flights harder to come by for guests. Not to mention, even your in town guests might already have pre-planned to attend the alternative event!

4. Check the weather!

Weather has the ability to drastically alter how your day will go and add a lot of unplanned expenses. A particularly windy day at an outdoor venue can cause a lot of problems! If the weather is too hot or too cold, guests might not be inclined until the end of the event. While it is always good to continue to check the weather and make reasonable climate control attempts (i.e. umbrellas, tents, heaters, etc.) picking a date that is generally at a time when the weather is temperate will save you a lot of stress throughout the planning process! 

Pro-tip #1: You can Google any date and find the weather trends on that exact date for the last few hundred years. Of course, this can’t guarantee the exact weather on your wedding day, but it can at least give you a little insight into what the weather will likely be. 

5. The sunset waits for no one

The sunset will happen when it happens. You can’t control it, so plan for it! In order to get those amazing golden hour shots, shape the rest of your event around this opportune time!  Sunset is important for more than just aesthetics, though! When the sun goes down, the overall climate will change, and accommodations may be needed to keep guests comfortable for the duration for the celebration! 

Pro-tip #2: Google what time the sunset will be when planning your timeline! Google knows all, so even 18 months away from your wedding date you can look up exactly what time the sun will be setting on your wedding day. Having this time in mind will make it easier to map out when certain events should occur.

6. Consolidate spending and rack up credit card points!!

Opening a specific credit card for wedding related expenses is great for several reasons. First, if all the expenses are made in one place it will be way simpler to track spending. It will also be easier to communicate these expenses to other people who might be financially invested in your wedding. This is also a great opportunity to rack up some points! Weddings are a huge expense, so you might as well get something in return! If you rack up enough points you may just be able to pay for your honeymoon!

7. Take vendor recommendations

There is no need to reinvent the wheel! Wedding professionals spend every weekend meeting and making connections with other amazing vendors. Vendors are highly likely to suggest vendors they only truly feel confident in, as they are putting their own reputation on the line by offering these referrals. 

8. Guests = Money

If you find yourself looking to cut costs, cut the guest list. Each guest costs money to host, so if you find yourself in a financially tough situation, take another look at the guest list! This is just another great reason why starting with the budget is ideal. By taking a careful look at how much money you can spend on the wedding you will have a clear understanding of how many guests and at what cost per person will work for you!

Pro-tip #3: Make sure that you have a very clear handle on the budget before sending out invitations. This way if you need to cut the guest list you don’t have to officially uninvite anyone!

9. Advocate early for yourself

Prior to booking, vendors will be more likely to make modifications to their packages and overall price to earn your business. Once the contract is signed and the deposit has been paid they are typically less likely to throw in freebies, because that isn’t what was in the initial agreement. A lot of vendors are firm on their prices, but many are happy to make custom packages to ensure you are satisfied with what you are signing up for!

Pro-tip #4: When asking for free upgrades or a discount, remember you are asking a favor, so ask nicely! These vendors are professionals which means they rely on your business to provide for themselves and their families. While they may want to accommodate your budget, they may not be financially able to do so. 

10. Stay organized throughout planning

Staying organized will help keep planning on track and fun. There are many approaches to wedding organization, but no matter what method works for you, stick to it! Update your information regularly, keep everything in one place, and check in on your to-do lists often! For a full list of tips and tricks on staying organized, click here!

11. Chunk out your planning

Remember in school when your teachers would write out the big goals of the day and the smaller tasks you’d do in order to achieve these goals? Well, they were really onto something! Break down your to-do list into sections to make planning more manageable, easier to track, and more rewarding! Click here, for some useful tips and an idea of how to build your own planning timeline.

12. Draft of your day-of timeline early on

Create a rough draft of your wedding day fairly early on in your wedding planning process. Map out how you would like the day to be paced and what time you’d like major events to happen. This may (and probably will) change quite a bit as your plans shift, but having a general outline will help you menally prepare and offer guidance as you book vendors. When it comes time to sign contracts with vendors they will want to know a start and finish time. Certain vendors (like your venue, bartenders, photographer, videographer, and DJ) will have packages that include a certain amount of hours. Having a rough draft of your timeline will give you a better idea of how many hours you need them onsite.

13. Stock your bar...

...with the appropriate amount of bartenders. Avoid long lines at the bar by hiring an appropriate amount of staff for your guest count. Typically for a simple bar (beer, wine, 1-2 pre batched cocktails), you need one bartender per 50 guests to keep the line down. If you are having a fully open bar where guests can order whatever drink they want you will need an extra bartender or two to make sure guests are taken care of in a timely manner.

Pro-tip #5: Take the bar size into consideration. If your venue has a smaller physical bar space, hire an amount of bartenders that make sense for the space. If you are having a large wedding with a small physical bar space, consider renting a second bar to keep the line under control! Small bar lines = full dance floor!

14. Plan for the un-plannable

When going through your budget, make sure to leave some “flex” money for miscellaneous items that may pop up over the course of planning. There are almost always unforeseen expenses that usually aren’t discovered until money has already been spent in other areas. Instead of feeling like you have to blow the budget on these items, anticipate them! 

15. When in doubt, ask your professionals

Wedding professionals spend a lot of time at weddings and have gained a lot of valuable insight over their years of experience. Your wedding professionals are usually very well versed in what seemingly simple touches can make the day run smoother! Take their advice into consideration. If it works with your vision, great!

16. Postage points

After carefully researching and designing the perfect invitations, no one wants to stick an ugly stamp on the envelope. Instead of choosing from the limited options available at the post office, consider ordering your stamps online at USPS.com. 

Pro-tip #6: Weigh your invitations before you send them out so you can be confident the postage attached is adequate to get your invitation to its destination. If you have an oddly shaped envelope, be sure to ask at the post office about the best method and postage amount to ensure delivery.

Pro-tip 7: Pre-stamp your return RSVP cards. Guests are more likely to quickly send their RSVP cards back if they are pre-stamped.

17. Not all the guests will be able to attend, and that is okay!

Things happen and not everyone will be able to attend your wedding. This is okay! On average about 15-20% of invitees won’t be able to attend. It doesn’t mean they don’t love you! Just remember, guests cost money, so even though you’d love for everyone to celebrate with you, saving money is a huge silver lining to the “No” RSVPs. Alternatively, this will open up a few spaces for the friends that you thought you might not be able to invite. 

18. Be consistent with the kiddos

Adults only weddings are becoming more and more common, but there is still a lot of grey area on what that exactly means. A lot of “adults only” weddings will still have a few rugrats running around for any number of reasons. When you send out your invitations specify the kid restriction. You have four options: all kids are welcome, "adults only," immediate family kids only, or you can invite everyone to bring their children and provide childcare for the kids, either at the venue, in a hotel room, or in someone’s home. Consistency is key, though! If you allow some friends to bring children, it is best to allow everyone to bring their children. (Immediate family and kiddos in the bridal party are an exception!)

19. The A, B, C’s to your guest list

This is not a fun guideline to suggest, but it is a good one to follow. When preparing your guest list, separate the list into 3 sections: your “A listers” (the people that are invited no matter what); the “B listers” (the people who you hope to invite if there is enough room); and the “C listers” (the people you want to invite, but will only invite if people from one of the first two lists drop out). This will make cutting down your guest list a lot easier if it becomes necessary down the road. It will also help you prioritize your budget. If having everyone from all three lists is important, allocate money in such a way that this is possible!

20. Limit the plus ones

Considering you are mapping out an A, B, C guest list and trying to track a budget, you do not need to allow every guest a plus one! 

A general rule of thumb, if a guest is married their significant other needs to be invited. Even if you don’t include a section for a plus one on their RSVP, their significant other’s invitation is implied. If, for whatever reason, a significant other is not invited that needs to be explicitly communicated to your guest. 

Aside from married couples, it is nice to allow guests who may not know a lot of other attendees a plus one. If someone is requesting a plus one and you simply can’t accommodate the other person, just let your guest know that you’ve already had to make difficult decisions about your guest list and you don’t have the room (or budget!)

For everyone else, they should not expect to be allowed a plus one unless specified on the invitation. 

Pro-tip #8: Try to avoid mentioning budget as a restriction unless the situation specifically makes sense to bring this up. Guests will offer to pay for their plus one in lieu of not bringing one which doesn’t really solve your problem if your real issue is space or simply not wanting strangers around for an intimate celebration.

21. Guest transportation

Providing guest transportation to and from a hotel is always nice, but it isn’t expected nor is it necessary if your budget is starting to be stretched a little thin. If faced with a choice, it is best to either skip it completely or provide transportation for everyone. Having one or two shuttles to take a portion of guests (bridal party and immediate family not included), but not the rest of your guests can be confusing. Guests may see a shuttle leave and wait for another one, that isn’t coming. 

Pro-tip #9: If you are tight on money, but want to offer some sort of transportation accommodation, sign up with a ride-share company and provide guests with a discount code. You can pre-set the discount amount and the maximum amount you are willing to cover. 

22. Room blocks and your budget

If you have a lot of out of town guests it is nice to find a hotel in close proximity to your wedding venue for guests to stay during their visit. Setting aside a room block will often allow guests to book at a lower rate than finding a place on their own. 

That being said, a lot of the hotels that offer room blocks will hold you financially accountable for the unbooked rooms in your block. If possible, avoid this kind of arrangement! If this is your only option, only set aside enough rooms for your immediate family that you know will be booking or skip the block completely! You can typically add rooms later on if necessary, though they may be at a different rate than the initial block. 

Pro-tip #10: If there is a large event taking place nearby on the weekend of your wedding, a room block is crucial to guarantee guests can find accommodations! 

Pro-tip #11: Avoid being held financially accountable for unbooked rooms in your blocks by not making a block, but instead suggest a few nearby hotels for guests to choose from.  This takes the guesswork out of the hotel search for guests, but will potentially save you a massive added expense. 

23. Document everything in writing

Chances are, leading up to the wedding day you will have a lot of discussions with your vendors about small details that aren’t included in your contracts. In order to track the information being shared, and ensure that all of the details are covered, make sure everything is in writing. 

There are often several people working with each company you have booked for your wedding. Having everything in writing will keep information consistent between individuals within the company.  

Even if you have discussed something several times over the phone, send a follow up email outlining the details you need your vendor to take care of on the day of. After sharing the same details with so many people involved with the wedding, it can be challenging to remember exactly who was told what, but having everything in writing is a great way to keep track of this. 

24. Think through the day-of set up logistics

Talk to your venue about what time you and your vendors will have access to the space for set-up. Carefully consider how much time and helping hands your decor will take to set up. Remember that if you aren’t hiring outside help, you will need to make sure you have enough vehicles to transport decor, hands to delegate the set up between, and ample time to have everything done and done well! If you are hiring outside help, it is still important that transporting everything to and from the venue has been thoroughly planned and enough hands have been hired to properly set up in the time allotted! Click here for a thorough day of checklist to make sure you have accounted for all of the details!

25. Make it official with your marriage license

Do a little research into the process for applying for a marriage license prior to showing up at your courthouse. Make sure that you know the timeframe before your wedding that you can apply for your marriage license. 

On the day-of designate someone to be responsible for storing your marriage license in a safe pre-determined space so that you can send it in and legally be married! 

Pro-tip #12: In the state of California, technically, it is the officiant’s responsibility (and legal obligation) to return your marriage license within 10 days of the ceremony. However, if, for whatever reason, the marriage license isn’t returned you are still married. (source)

26. Become well versed in your venue’s policies and protocols

If you are holding your wedding ceremony at a place of religious worship, discuss what expectations the venue has of you and your guests. For example, do they have a specific time that all guests need to be off the property?; how strict are they on ceremony start time?; do your guests need to dress a certain way?; are you allowed to place any decor?; is flash photography allowed?; etc.?

Reception venues (or combined ceremony and reception venues) often have their own policies and protocols that they expect you and your vendors to adhere to. Most venues will provide a list of these rules, but if you are not provided any, ask for a specific breakdown of their policies. This will help you prepare appropriately and protect/mentally prepare you if something goes wrong that would result in the venue charging additional fees.

Pro-tip #13: Venues will often ask for signed copies of their rules from your vendors. If they don’t require this, it is still a good idea to share the house rules with your vendors so they have an opportunity to understand what the venue restricts and requires of them.

27. Discuss your values, and allocate money accordingly

When you begin to breakdown your budget into an outline (see item #1 on this list), typically you will want to start by writing out the full list of vendors that you will need. From there, discuss with your fiance what matters the most to you both and allocate money accordingly. You may LOVE flowers and want to designate a higher percentage of your overall budget towards this! By doing this in the beginning of planning you will help guide your vendor selection and stay within budget.

28. Keep guests engaged by putting yourself in their shoes

The guests are there to celebrate YOU, so make sure they are well taken care of! Prepare an adequate sound system so that they can see and hear throughout your ceremony and reception. Keep them comfortable by providing climate control and offering amenities such as blankets, flat shoes for dancing, and plenty of access to food, water, and shade. Schedule the day so that activities aren’t during high distraction times or too spaced out allowing guests to get antsy. Click here for timeline building help! Think through the day from the guests perspective to ensure everything is engaging, comfortable, and fun throughout the event.

29. Keep contact information handy!

Keep all of your vendor contact information organized and easily accessible on your wedding day. Things happen, and you don’t want to waste too much time tracking down a vendor’s phone number if you need to contact them.

Pro-tip #14: Designate someone as a point of contact for vendors on your wedding day. If you have a coordinator or planner they will be the go-to person for the other vendors. If you don’t have a professional, designate a family member or bridesmaid to be the point of contact so you don’t have 20 vendors calling you with set-up questions on the wedding day. Even if you have a planner or coordinator, it is still a good idea to designate a bridesmaid as a contact for that person!

30. Gals gas gals up; dress shop with your friends

Dress shopping is best when done with a small group. This can be an emotionally taxing process for so many reasons and its best to have a solid support system there to keep you grounded. Make sure to bring honest friends so they can tell you what is flattering, keep your energy up if you start to feel discouraged, and help you stay firm on your budget. 

Pro-tip #15: Support is so much more than telling you are gorgeous in everything (we already know that you are!). True support is helping you make a realistic choice based on your budget, vision, and body type. Make sure that the people you bring along are ready to keep your spirits high, but your expectations realistic.

Pro-tip #16: Don’t bring too many people while you are trying on dresses. Ideally, you will have 1-3 people tagging along to your dress appointments. Two main reasons for this: (1) too many people can be distracting. Having voices for guidance is important, but too many opinions will quickly become overwhelming. (2) Most bridal shops have small showrooms so there isn’t a ton of room for a whole gathering. If you do show up with more people than they are comfortable with, the stylist may feel the need to rush you along to clear the space. 

Pro-tip #16.5: Call ahead to the bridal shop to see how many people they can comfortably accommodate.

31. Manage your to-do list

Staying on top of your to-do list throughout planning will help you accomplish every nitty-gritty task you have planned. However, when you get down to the wire, don’t push yourself to the point of wedding burn out! In that final month, the smallest little details that somehow managed to slip through the cracks are finally coming to light. Skip the things you don’t truly need, delegate the things you can, and tackle what you really need to do head on! In that final month stretch, you want to be getting excited for the wedding, not pushing yourself to the point where you’re excited for it to be over.

32. Don’t sweat the small stuff

This is the best and most consistent wedding advice you will probably receive. Things may not go as planned. Some things may not go as planned to the point that you will need to address them after the fact. On your wedding day, the most important thing is getting married! Everything else is extra. No matter what happens, as long as you are with the person you love, your wedding day is already perfect! Stay focused on the positives and live in the moment! Chances are, if you are able to focus on all of the best parts, you won’t even notice the little hiccups that may occur!

Pro-tip #17: Hiring a day-of coordinator will offer peace of mind so that you don’t feel the need to look for the small hiccups. You can live in the moment and feel confident that someone else is handling the behind the scenes aspects for you! A great coordinator will take care of everything before you even notice something wasn’t quite as planned!

Rehearsal Dinner Planning Guide

Wedding day is right around the corner! A ceremony rehearsal is almost always necessary in order to get the bridal party and family members on the same page about how the ceremony, and the day as a whole, will run. This time is a great opportunity to share the timeline, ceremony details, and other pertinent information that you won’t want to spend time explaining on the actual wedding day. 

Rehearsal dinner usually immediately follows the ceremony rehearsal and is typically the final gathering of friends and family prior to the big day. Below is a planning guide to help you manage the who, what, when, where, why, and how of this event. Follow this guide or share it with the event host for a smooth rehearsal dinner planning experience! 

What is the purpose of rehearsal dinner?

This event is intended to gather your bridal party and immediate family in an intimate setting before the big day. Oftentimes family or bridal party members travel for your wedding and/or take time away from work or other obligations to attend the rehearsal and celebrate your love. This is an opportunity to show thanks for all that your bridal party and family have done for you!

When should the rehearsal dinner take place?

Rehearsal dinner typically occurs directly following the ceremony rehearsal. This means that it will take place either the night before or a few days prior to your wedding. While it is called “rehearsal dinner” it doesn’t necessarily have to be a dinner. If you host the rehearsal earlier in the day, it can be a rehearsal brunch or lunch. If you want something a little less formal you can have a rehearsal “happy hour” or something similar that implies a gathering that doesn’t necessarily include a full meal.

Pro-tip #1: Know your friends and plan accordingly. If you have a bridal party that likes to drink heavily, host the event two days before your wedding instead of the night before. No one wants a hungover bridal party on their wedding day! If this isn’t an option, limit the alcohol provided to wine and beer only.

Example rehearsal dinner planning timeline-

6 months prior to the wedding- 

Create a guest list for the rehearsal dinner

Decide on the general “feel” for your rehearsal dinner (formal, casual, something in between?)

Contact ceremony venue and confirm rehearsal date

Find & book a venue to host the dinner

3 months prior to the wedding-

Consider how you want to invite your guests to rehearsal dinner

Order invitations if necessary

2 months prior to the wedding- 

Send out invitations to rehearsal dinner (send these sooner if a lot of guests are traveling so they can book travel arrangements accordingly!)

1 month prior to the wedding-

Find decor for rehearsal dinner

Select attire for rehearsal dinner

1 day(ish) prior to the wedding- 

Host ceremony rehearsal

Host rehearsal dinner

Who hosts the rehearsal dinner?

Traditionally the groom’s parents take on this task, but the host can be anyone, and completely depends on your situation. If the groom’s parents aren’t able to host- or if you have two brides-, it can be the bride’s parents, other relatives, or even yourselves! The bridal party doesn’t typically take charge of this event, since the event is intended as a “thank you” for them. 

How should I invite people?

As always, there are no set rules. Sending formal invitations by mail is great if you have the time and wiggle room in the budget, but not necessary by any means! Many other wedding blogs and older generations would strongly disagree with me on this, though, so be prepared for a host coming from an older generation to find formal invitations necessary. Since the guest list is typically just those absolutely closest to you, invitations can easily be sent via email, Facebook, or even a quick text!

No matter how you choose to spread word about the party, the invitations do not need to be as formal as the wedding invitations. These invitations also do not need to be a reflection of your wedding design in any way, though they usually do incorporate aspects of your wedding design. You, or the host, can pick whatever aesthetic makes you all happy!

Pro-tip #2: If you and your host disagree on how invitations should be sent, choosing to mail more casual invitations with bright colors and fun fonts can be a good compromise!

Pro-tip #3: Take this one with a grain of salt, but… pick and choose your battles. There will probably be plenty of opinions coming your way about the wedding that you will need to navigate. If the host of this event feels really strongly about the invitations, this may not be the hill to die on. 

Who should be invited?

Who you invite depends on the overall feel you are going for. Typically it is just your immediate family and anyone who is walking down the aisle (in other words, any one who needs to attend the ceremony rehearsal). 

Here is a general outline of who is typically invited:

• Your bridal party AND a guest*

  *Not everyone has to have a guest. If they have traveled out of town with a “plus one” to your wedding, that person is usually invited to the rehearsal dinner. If you are good friends with their significant other, that person should be invited. If they are scrolling through Tinder and find someone they’d like to invite... you DEFINITELY don’t need to invite them. 

• Your immediate families (if your relationship with them allows for this)

• If the host has a larger budget and you have a large wedding guest list (usually applicable if 250+), occasionally extended family who traveled from out of town will be invited too. If you invite your out of town extended family, most people will include their in town relatives as well.

What information should the invitations include?

As always, names, date, location, and time will need to be included on the invitation. The host should also specify what kind of refreshments can be expected (appetizers only, full dinner, hosted bar, BYOB, no alcohol, etc.) Be sure to include the time and location of the actual ceremony rehearsal, too!

The rehearsal dinner host may also want to include their name and that is totally fine! People will often word the invites “The parents/aunt/cousin/friend/etc. of X invite you to the wedding rehearsal of their daughter/son/other to [Fiance name here] [list time and location]. Dinner to follow [list time and location].”

Information at a glance:

• Bride(s) & Groom(s) names

• Date

• Ceremony rehearsal time

• Ceremony rehearsal location

• “Dinner to follow at……”

• Rehearsal dinner time

• Rehearsal dinner location

Who should pay for the rehearsal dinner?

The cost of the rehearsal dinner typically will fall on the host. This varies on a case by case basis depending on financial situations. Some hosts may ask you to pay for a portion of the rehearsal dinner. If you cannot afford to fund any portion of the party, let the host know, and suggest a more casual or smaller rehearsal dinner to accommodate their budget! Much like the actual wedding, budget isn’t what defines the day. The most important aspect is celebrating your love while surrounded by the people who mean the most to you and your fiance! (See the end of blog for full example budget breakdowns.)

Where should the rehearsal dinner be hosted?

The rehearsal dinner can be hosted in any location, it will just depend on the size of the guest list, access to space, and budget. While the event can be as formal or informal as the host would like, they are usually hosted at a restaurant near the wedding venue. Choosing a private room in a restaurant can often be less expensive since so much will be included (i.e. in house catering, tables, chairs, flatware, plates, napkins, drinkware, bar, centerpieces, etc.) If a restaurant is not in the budget, a casual backyard get together is not out of the norm!

Pro-tip #4: Since the ceremony rehearsal usually takes place at the ceremony venue, it is most convenient for guests if rehearsal dinner is held at a restaurant or other location nearby. 

What should we do at the rehearsal dinner?

Eat, drink, and socialize! The rehearsal is a great opportunity to distribute gifts to the bridal party and family. It is also the perfect time to allow bridal party members who will not be giving toasts at the wedding to give a quick speech!

Is a full meal expected at the rehearsal dinner?

YES! This does not mean you have to include one, but if you do not plan to serve a full dinner, communicate that with your guests so they can plan accordingly.

Rehearsals are typically a nicer meal, but that doesn’t mean yours has to be! A backyard BBQ or quick pizza party is completely acceptable! If the host wants to go all out and provide a full 5 course, sit down dinner, that is fine, too. As long as they are paying for it, and you are comfortable with it, there are no right or wrong answers as to what should be served.

What should be included in the budget?

This completely depends on what the budget allows for and what the host chooses to include! Below are some typical things to consider budgeting for:

• Venue

• Catering

• Tables, chairs, plates, cups, flatware, napkins, etc. 

• Bar

• Cake/dessert

• Invitations

• Decor

• Miscellaneous 

Of course there are endless approaches to maximize any budget! Below are 3 example budgets for rehearsal dinners.

Example 1 (the “bells and whistles” example)- overall budget $9k

40 guests, 2.5 hour party

Party Planner- $850

Venue- Nice Restaurant (includes tables, chairs, plates, flatware, cups, and food)- @ $100/person = $4,000

Bar (through venue- beer, wine, & top shelf liquor)- @ $30/person = $1,200

Photographer- $500

Music/entertainment (Live guitarist & singer)- $600

Cake from speciality bakery (2 tier 6” base, 4” top tier)- $450

Invitations (mailed invitations, w/ stamps & envelopes)- @$5/household = $90

Decor- $1,300

1 large balloon display $200

Florist (garland runners for tables & 2 accent pieces)- $1,000

Signage (welcome sign, seating chart, place cards, etc.)- $150

TOTAL: $8,995

Example 2 (the “mid range” example)- overall budget $2k

40 guests, 2.5 hour party

Venue- mid range restaurant (includes tables, chairs, plates, flatware, cups, and food)- @ $30/person = $1,200

Bar (through venue- beer & wine only)- @ $15/person = $600

Music/entertainment (restaurant music)- FREE

Dessert provided by restaurant, included in per person cost- NO EXTRA FEE

Invitations (mailed invitations, w/ stamps & envelopes)- @$2/household = $60

Decor- $65

DIY Trader Joe’s flowers 4 bushels @ $5/each- $20

Dollar tree vases, 5 @ $1/each = $5

Signage (enlarged poster of engagement pic, printed at Costco)- $40

TOTAL: $1,922

Example 3 (the “ballin’ on a budget” example)- overall budget $350

40 guests, 2.5 hour party

Venue (backyard) - FREE

Catering (pizza party! 10 pizzas @ $13/each + tip)- $150

Tables & chairs (use friend’s folding tables & chairs, buy dollar tree table covers)- $10

Plates, plasticware, and drinkware (use disposable- comes with pizza)- FREE

Bar (6 cases of beer @$15/each)- $90

Music (make playlist and set up your own speaker)- FREE

Cake/dessert (single tier, local grocer)- $35

Invitations (Send out email or create Facebook event)- FREE

Decor- $50

DIY Flowers (Trader Joe’s flowers) 5 bushels @ $5/bushel = $25

Dollar store vases 1 per table @$1/each = $8

Candles & dollar tree candle votives (2 per table)- $2/each = $16

TOTAL: $335

As you can see, the third example can easily decrease in price by only offering BYOB, cutting out all decor, skipping dessert and/or ordering cheaper pizza. Basically this is all to say, no budget is too small!

All Things Bridal Party

Aren’t best friends great? They are there to offer love and support through all of life’s good, bad, and ugly moments. Having friends stand along side you on your wedding day is a beautiful symbol of this friendship. But there are often a lot of questions surrounding the bridal party. Here is some insight into all things bridal party.

This blog is divided into 7 sections:

1. Deciding what level of support you need from your bridal party

2. Asking your bridal party to be your bridal party

3. How to select bridal party wardrobe

4. Who should pay for what

5. What to delegate to the bridal party & managing your own expectations

6. Tips on keeping your bridal party happy

7. Bridal party gifts

Deciding what level of support you will need from your bridal party

Before asking your bridal party to be in your wedding, you will need to figure out what level of support you need from them. This is important for several reasons. First, you will need to let them know up front if you need a lot of support. Not everyone will have the time, money, or skills to offer that you may be in need of. Second, someone who has been in a wedding previously, may have their own preconceived notions about what being in a bridal party entails. This may be either more or less support than you are expecting, and you will want to be able to let them know right off the bat what being in your bridal party will be like.

If you are having a DIY wedding, having a lot of extra hands makes for less stress for you and often a lot of fun with the right bridal party. If you are planning to book an all inclusive venue, you won’t have as many projects and therefore won’t need as much support.

Typically the bridal party will plan your bachelor/bachelorette party and bridal shower. You should at least have a general idea of what you are wanting for these events. It is ideal to let your bridal party know upfront if you want to travel for your bachelor/bachelorette party so they can a) manage their own expectations b) plan accordingly and c) let you know upfront if they can afford the time and money this will require. While not being able to attend or financially contribute to this party shouldn’t count them out from your bridal party altogether, it will be easier on everyone involved if you know this upfront. The bridal shower, while typically a less expensive party, does still require some money from your bridal party and if you are wanting one, this is important to let them know upfront! Even if you don’t necessarily “require” one, they may still throw one for you, but the bridal party may feel less obligated to spend big on this party (that can either be a positive, negative, or neutral thing to you, depending on your expectation).

It is important to work through what you expect from your bridal party before asking them to be a part of your wedding so they can make an educated assessment of whether or not they would like to take on this role. Remember you are asking your friends to be in your wedding, not telling them. If someone says they can’t be a part of your wedding, don’t take it personally! This is easier said than done, but if someone can’t take on the expense and time, it will save you both heartache down the road if you give them to opportunity to make an informed decision from the get-go.

Did you know: According to a 2017 WeddingWire article the average cost of being a bridesmaid is $1,200. Keep this in mind when setting the expectation for your bridal party- and definitely keep this in mind if someone is hesitant to make the commitment to being in your bridal party!!

Asking your bridal party to be your bridal party

You can take many approaches to ask your bridal party to be in your wedding. It can be as simple as a phone call or as elaborate as you’d like! There is no shortage of ideas on Pinterest! If you like the idea of a gift, but aren’t up for creating something cutesy on your own, check out Etsy or Amazon! There are a lot of pre-made bridal party specific boxes, bags, etc. for both men and women that you can purchase to gift to your bridal party.

So when should you ask them? It is a good idea to give them as much notice as possible, for a few reasons. First, they want to be excited, too! Being a part of someone’s wedding is a huge honor and, frankly, a big validation of your level of friendship. Second, this will allow them time to financially prepare for the expense. Some people might need to save money for the events surrounding the wedding and their wedding attire. Enough notice will allow them ample time to prepare. Third, they have some planning of their own to do! As discussed later in this article, the bridal party plays a huge role in your bachelor/bachelorette party and bridal shower. The more time they have, the better they will be able to plan to the best of their ability.

How to select bridal party wardrobe

This can be a challenge for a lot of people, especially those with larger bridal parties. The more people you have in your wedding the more body types and financial situations you will need to take into account.

If you want all of your bridesmaids in the same dresses, take everyone’s body type into account. You want to pick a style and color that will be flattering on everyone. Besides the fact that these are your best friends and you want them to be comfortable and able to enjoy your wedding day, happy bridesmaids are smiling bridesmaids, and smiles look better in pictures.

There is a more recent trend of allowing your bridesmaids to pick their own dresses. Some people give no parameters and have the bridesmaids pick whatever they want. Some people give a color scheme and/or length requirements. Giving your bridal party some free reign will give everyone the opportunity to pick an outfit they feel confident wearing, in a price range that they feel comfortable with.

For shoes, keep in mind the type of venue you will be married at. If you are getting married in a chapel and having the reception at an indoor ballroom, no problem. Have the bridal party wear something they will be comfortable and look great in. If you are getting married at an outdoor venue with a lot of grass, dirt, or mulch avoid stilettos or anything they would have trouble walking in.

For suits, again, take budget and body type into consideration. If you have a lot of larger men, skip the slim fit suits. If you have a lot of people with tighter budgets, skip the $300 rental and go for the $150 purchase options!

Who should pay for what

This can be a tricky situation, but again, setting the expectation from the get-go will help alleviate any confusion or awkwardness around money down the road.

Wardrobe- Typically the bridal party will pay for their own dresses and suits. Some couples have it in their budget to cover everyone’s wardrobe, so they take care of this. That is awesome if you can, but if you can’t don’t sweat it. It is best to keep everyone’s financial situations in mind when selecting outfits, though. If the majority of your bridal party is working with tighter budgets, picking a dress and/or suit that is $300 is a quick way to create some resentment from your bridal party, especially when there are some amazing companies that offer beautiful, high quality dresses in the $50-$150 range and high quality suits in the $150-$250 range.

Bachelor/bachelorette parties- Typically the bridal party will pay for this. Even if you insist on paying for your part, it is best to plan as if the bridal party will refuse your money. Take this into consideration when giving them ideas of what you would like to do. Maybe they will take the money, maybe they won’t, either way, plan as if they won’t to avoid financially burdening anyone.

Bridal shower- This is a party for you, not by you. Typically either family, the bridal party, or both will put together this party. A bridal shower is when all, most, or some the womyn invited to your wedding come together and shower you with gifts. This can be as big or small as you like or the host(s) can afford. Since you are not personally throwing this party, the host(s) typically pay for this event.

Hair and makeup- General rule of thumb: if you require bridesmaids to have professional hair and makeup, you should pay for it. If you give them the option for professional hair and makeup, they can pay for it. If you are giving them the option, keep cost in mind when selecting a hair and makeup team. A bridesmaid who doesn’t excel at hair and/or makeup may refuse the service because it is too expensive.

What to delegate to the bridal party & managing your own expectations

You can delegate as much or as little as you’d like to the bridal party, but again, set this expectation when you ask them to be a part of your wedding. If you tell them you won’t need any support when you ask and then suddenly need 10+ hours of their time every week there is a good chance you will inspire a little resentment.

Read the feedback you get from your bridal party. If you have some one who is constantly asking how they can help, give them tasks! If you have someone who acts like you are asking a little too much of them, give them less to do! Try not to be offended if someone who said they would love to help suddenly isn’t able to or simply isn’t interested anymore. It can hurt a little when this happens, but you will end up stressing yourself and taking the fun away if you lean into those feelings too much. This is, of course, way easier said than done, but you will thank yourself later if you can accomplish this!

Play up people’s strengths. If you have a crafty bridesmaid, ask them to help with crafty things. If you have a thorough researcher in the group, have them do some research into a particular vendor or two. (Pro-tip: very clearly explain your vision and budget for these vendors so they don’t spend a lot of time and energy compiling options that aren’t what you’re looking for! Remember, you aren’t paying this person you definitely don’t want them to waste their time!). Have your musically inclined friend create your playlists. Playing up people’s strengths will give you better results overall and they are more likely to enjoy helping out!

Remember these are your best friends and they should be treated as such! These people love you and are happy to support you on your big day, but they are not hired help!

Tips on keeping Your bridal party happy

A happy bridal party is a helpful bridal party, so keeping them happy is key. Do this by making helping fun! Here are some ideas on how to accomplish this:

• Ask for help, don’t demand it. If they have the time and energy to help, great! If not, try not to be offended. Ask if a different project would be more up their alley, or if a different time would be better.

• Talk about things other than your wedding. If your whole relationship becomes just the wedding, they are going to get burnt out on it.

• Turn a craft or planning date into a wine or movie night!

• Positive reinforcement is always nice. Compliment their work, show appreciation, buy them dinner while they are helping, etc. They are offering valuable time and energy, for free. Remember, the things they are supporting you with are services you could pay someone else to do.

• Ask for their input, and take it to heart. You may not ultimately go with their ideas, but listening to their thoughts will show you value their opinion. Providing the opportunity to express ideas and opinions throughout the planning process makes everyone feel more involved and therefore care more!

Bridal party gifts

Show your gratitude, not just for their support with the wedding, but for their continued love and support throughout your life! If you don’t have a ton of money to spend, that is okay! There is no set or standard amount to spend. So whether you have $0 or $1000 don’t forget to show your bridal party some love!

Bridesmaids gifts- In a world of Pinterest there is no shortage of inspiration for bridesmaids gifts! A common trend is the gift baskets or bags. Pre-made baskets or bags can be purchased from Etsy or Amazon, but you can always make your own, too! These baskets can include anything you think your gals will love, but some of the common favorites have been robes to wear while getting ready, jewelry to wear at your wedding (earrings, bracelets, and/or necklaces), ring pops (sooo inexpensive, cute sentiment, and fun), and personalized champagne flutes or water bottles. Spa themed boxes are also cute and simple to assemble! With a few multi packs of face masks and bath bombs from Marshall’s, an eye mask from Etsy, and a scented candle the gifts are complete! They can cost as low as $10 each and the ladies will be ecstatic!

Groomsmen gifts- We have all seen the personalized flasks and shot glasses, and while these are awesome, there are so many other great options out there! Ties are quite pricey, consider taking care of the cost for the guys by including their tie for your wedding in a gift box along with other items such as whiskey, engraved watches (definitely a more expensive option, but so cool!), personalized key chains, pint glasses (can be personalized, blank, or say “groomsman”), or special or personalized cufflinks.

The most important part of any gift is a heartfelt note. Express why you are grateful for these lovely people and how their presence has impacted your life! If you are on a tighter budget, personalized notes can serve as your entire token of appreciation! It is just nice to let people know they are valued and their love is reciprocated!

These gifts are typically given during the bachelor/bachelorette parties, rehearsal dinner, and/or on the wedding day.

Pro-tip #1: If you are creating a basket or bag, collect items over time to avoid a big chunk of expense at once. Collecting over time also allows you to select items that are meaningful instead of just sifting through the internet and purchasing random items over the span of a day or two.

Pro-tip #2: No matter when your wedding is, be sure to check out Black Friday and Cyber Monday deals for bridal party gifts!

Some useful links to gifts I love (Last updated 4/7/20):

Inexpensive/good quality robe link (allow up to 60 days for delivery): https://www.aliexpress.com/item/32663276771.html?spm=a2g0o.productlist.0.0.a7e4545aPgmntu&algo_pvid=66e4c635-5b8a-4328-8a25-1f7a3dbf8f5c&algo_expid=66e4c635-5b8a-4328-8a25-1f7a3dbf8f5c-0&btsid=21cf40e7-f794-478d-8e42-f7804bfb7ff8&ws_ab_test=searchweb0_0,searchweb201602_7,searchweb201603_52

Personalized Champagne Flutes (inexpensive, but plastic):

https://www.etsy.com/listing/618495701/set-of-7-personalized-flutes-name-and?ref=yr_purchases

Personalized Eyemask:

https://www.etsy.com/listing/593636412/eye-masks-funny-hangover-gift-custom?ref=yr_purchases 

Ties:

https://www.daziusa.com/

https://www.bows-n-ties.com/

Personalized cuff links:

https://www.etsy.com/listing/697865633/customized-cufflinks-personalized?ga_order=most_relevant&ga_search_type=all&ga_view_type=gallery&ga_search_query=cufflinks+personalized&ref=sr_gallery-1-3&pro=1&col=1

https://www.etsy.com/listing/257203258/personalized-round-gunmetal-cufflinks?ga_order=most_relevant&ga_search_type=all&ga_view_type=gallery&ga_search_query=cufflinks+personalized&ref=sc_gallery-1-3&plkey=db63e26614ab6c6accb06ebbd35ecaa6633b9e8b%3A257203258&pro=1

USEFUL LINKS:

https://www.bachtobasic.com Want to throw an incredible bachelorette party, but don’t have the time to plan? Let Bach to Basic do the planning for you!

https://misc-goods-co.com?ref=lX2K3 Use Promo Code WPLA_25 to save 25% on great gifts for your bridal party

https://flipsidez.com Use promo code WPLAW10 to save 10% on unique Bachelor/ette Party accessories and gifts!

Florists- Everything You Need to Know in One Place

Flowers bring life and color to weddings in a way that is unparalleled. Even if you are taking a minimalist approach, your floral arrangements help make this statement! While florals are my personal favorite part to decor, it is admittedly a vendor I struggle to recommend. There are just so many factors to determine which florists are going to be a good fit with which couple! I have spent a lot of time sifting through what makes a good match and in the meantime come across a lot of other valuable information that can help guide your wedding florals journey. Below I have compiled all of the information you need to know, the questions you need to ask before hand, and information on how to proceed after booking your florist.

This blog is divided into 3 sections-

1. Things to consider when looking for a florist

2. Questions to ask your florist

   1. The basics

   2. The details

   3. The logistics

3. Things to do/consider after booking your florist

Things to consider when looking for florists:

1. Florals are expensive! There is a lot of time and artistry that goes into creating your arrangements, so a lot of florists will have cost minimums in order to make any particular job worth their while. Not all florists have minimums, but IF a florists does have a minimum most will start in the $2k range and go alllll the way up from there.

2. Even if you don’t have a massive budget for a florist, you are still paying for a service and you want to be happy with the service they are providing! Be sure to look into portfolios and provide a lot of example pictures so they can tell you honestly if a) they are confident they can create the look you are after and b) accomplish this within your budget. If a florist doesn't ask for examples/inspiration photos before providing a quote, it is typically a big red flag!

3. A florist should always, always provide an itemized order list with exactly what you’ve paid for. You can typically finalize this once you are within 45-30 days of your wedding (depending on the company), but this list is as fundamental as a contract!

4. Talk through the flowers and greenery that will be in season at the time of your wedding. If you chose flowers in season, you will save big time and get more bang for your buck!

5. Make sure to check exclusivity clauses in your contract! If you want to do any DIY arrangements or use fake flowers anywhere make sure this is allowed in your contract. If it is not, discuss the possibility of them adding these pieces into the quote for the cost you would have spent DIYing those arrangements. They may not be able to do this, but it is worth asking!

6. Sometimes it is better to go big on a few items instead of thinly spreading the budget to include more pieces. If you have to adjust the items you are ordering in order to stay in budget, I highly recommend spending more on your bouquet, the sweetheart table arrangement, and the altar arrangements. These will be in SO MANY of your photos which means you'll be looking at them for years to come! You want to be happy when you see them!

7. If you really like someone's style, tell them! Everyone loves when their work is appreciated! If a florist knows that you are a big fan of their work they will be more apt to work with your budget!

8. A great way to cut costs is by repurposing the arrangements from the ceremony area later in the evening. Depending on the size and quantity these can be moved to your sweetheart table, dessert table, or anywhere else you want to spruce up!

9. Ask all of your questions, but go for quality questions over quantity (this is true for all vendors, actually). It is so, so important to get all of your questions answered, but you want to make sure you are asking the right questions. The list of questions I have included below is very comprehensive, but not 100% of the questions are necessary in every situation. Pick and choose what is relevant to you and that particular vendor!

10. You more or less get what you pay for. If someone quotes you $2k and someone else quotes you $10k for the exact same project, there is probably a reason. Take my warning with a grain of salt, though. There are plenty of florists out there on both ends of the budget spectrum that would prove me wrong on this. Avoid feeling like you wasted money by thoroughly vetting your florists. Look through portfolios, check reviews, and make sure your contract protects you, the client, and not just the florist!

Questions to ask your florist:

The Basics-

1. Are you available on my date?

2. Can you work within my budget? Be sure to list exactly what pieces you need and explain the overall aesthetic you are going for so they can properly gauge this!

3. How long have you been working with florals? How long have you been a wedding florist specifically?

3. How would you describe your typical go-to style of florals?

4. Have you created similar looks to what I am going for in the past? Can I see examples?

5. Do you have a full portfolio and/or Instagram I can look through?

6. Do you personally create the pieces for my wedding? If not, can I speak with the person who will be taking charge and can I see examples of their work?

7. Do you personally arrive to set up my arrangements and deliver the personal flowers? If not, will I be able to contact the person responsible for this beforehand?

8. Will you have any other events on my wedding day? If they do, this shouldn’t immediately count them out, but if you have a lot of moving pieces and need them throughout your wedding day, this vendor won’t work for you.

9. Are you familiar with my venue? If not can you do a venue walk through before hand to get a feel for the space?

The details-

1. Is this your full time job or do you do something else? (Note- a new or “hobby” florist is not necessarily a bad thing! Just be sure they are ready to fully commit to your wedding. Have this commitment in writing via a contract and be sure you are protected in this contract should they need to cancel).

2. Where do you source your flowers from?

3. How are the flowers transported? Will they be kept cool and out of direct sunlight so they don’t melt?

4. Do you offer drop off’s at multiple locations (i.e. if you are getting ready somewhere besides your venue or if your ceremony and reception are in separate locations can they do multiple drop offs)?

5. What flowers will be in season at the time of my wedding? Can you make some recommendations to maximize my budget while still staying true to the style I like?

6. Do you provide vases or will I need to supply them? If you do provide them, will they need be returned to you, will you pick them up, or are they mine to keep at the end?

7. Do you have any other decor rentals available?

8. Will you help me with preserving my bouquet after the wedding? If not, can you provide insight into what I can do to preserve my bouquet?

9. I want to add some flowers to my wedding cake. Can you work with my baker to make this happen?

10. Can you create a sample centerpiece and bouquet before booking so I can see that we are on the same page? If so, will this cost extra?

The logistics:

1. Will the types of flowers I am hoping to use hold up in hours of direct sunlight?

2. Will you need access to a water source?

3. Can the arrangements on my arbor be repurposed later in the event?

4. Will you stay onsite throughout to day to remove/move my altar arrangements and clear the florals at the end of the night? Is there an extra fee for this?

5. How long does it typically take you to set up this amount of florals?

6. When will I need to finalize the order?

7. How much is the deposit?

8. When is the final payment due? Do you find that this amount typically varies from the initial quote? If so, by how much?

9. Do you charge any travel/delivery/set-up fees?

10. What is your preferred method of payment?

11. If the you are renting any decor items to me, can I see an itemized price list beforehand of what I would be charged if any of those pieces go missing, are not returned at the end of the night, or are damaged?

Things to do/consider after booking your florist

1. Don’t forget to finalize your order! The florist wouldn’t let this happen anyway, but it is good to keep it in mind. Be aware of when you need to finalize your order so you can fully think through exactly what you want beforehand.

2. Keep your florist in the loop as your vision evolves. Make sure that the new ideas you want to incorporate won’t drastically change the overall cost. Something as simple as falling in love with peonies for your December wedding can easily double your quote!

3. Print out your finalized order list and delegate someone reliable to confirm everything is accounted for on the day of. If you have a planner or day of coordinator then that is the person you want to give the list to. If you don’t have a coordinator, find some one you trust who can thoroughly go through the checklist and make sure everything has been delivered and set up. If something is missing, they will need to make a note of it so you get your money back for the missing item.

4. Label bouquets and corsages. Organization is key when it comes to keeping everything running smoothly on your big day, and florals are no exception! Labeling personal flowers (and even the bigger arrangements) is a great way to guarantee all of the florals are accounted for and get to who/where they need to be! Most florists will take care of this aspect for you, but it is always good to confirm with them that they will take care of this. if you are choosing to DIY your flowers it is a great idea to bring small tags to clearly mark each bouquet, boutonniere, corsage, etc.

5. Ensure the florist has a water source (if applicable- it almost always is). The florist will usually inquire about this beforehand, but it is always a great factor to cover with your venue beforehand!

6. If you can give away your centerpieces, make sure no centerpiece is left behind! 2 ideas for this:

1. One great way to guarantee your centerpieces aren’t left behind is by having guests compete for them in a friendly “centerpiece game.”  Usually these games are played amongst each table which also encourages conversation between guests who may not already know each other. Make sure the DJ/MC announces that the winner of the game at each table wins the centerpiece! There are several different games you can have guests play, so be sure to look into the options and personalize where you can! Click here for a few great ideas for centerpiece games!

2. Another, simpler, way to encourage guests to take centerpieces is to have the DJ/MC announce that they can be taken. In this scenario, guests will just take the centerpieces based on a first come (or leave in this case) first serve bases. Pro tip: make sure the DJ makes this announcement really early in the evening at a point when guests very clearly understand that the party isn’t over yet, and then remake the announcement in the last 15 minutes of the reception (if they make the announcement at the beginning of dancing, people may feel pressured to leave, but if they wait until the absolute end too many guests may be gone and not all of the centerpieces will be taken).

7. If you need to return your centerpieces, make sure your centerpieces aren’t accidentally taken by guests! If you are not giving away your centerpieces, have the DJ/MC make an announcement early in the reception and in the last 15 minutes. It is no fun to have a sad florist/decorator and extra charges at the end of the night because they are missing some of their beloved vases! Avoid this by clearly communicating with guests via your MC, and delegate a few people to retrieve any centerpieces wandering away with guests who may have missed the memo.

8. Look into ways to preserve your bouquet BEFORE your wedding. Have an idea of what you want to do with it so you can take quick action following the wedding so that it keeps as best as possible!

Did I miss anything? Let me know! Feel free to reach out with questions or comments!

As always, happy planning!!

Day of Packing List

Once you have all read through the decor packing and checklist, it is time to get yourself packed and ready!! Packing for your wedding is one of those tasks that is so important, but can’t really be done until a day or two before hand. Doing anything this last minute for a wedding can feel chaotic. Rest easy knowing you’ve thought of everything by following this packing list for the day and night of your wedding! Pro-tip: The girl scout motto rings truer than ever when it comes to weddings- ALWAYS BE PREPARED! As the lightest packer I know, trust me when I say when it comes to wedding day you’d much rather have something and not need it than need it and not have it!

What to pack if you’re getting ready at a hotel or venue:

• WEDDING DRESS!!! (with a hanger- a cute hanger is a great idea if possible! Photographers love to capture photos of your dress hanging before it goes on!)

• Marriage certificate!!!

• A backup outfit to wear later in the night (even if you aren’t planning a wardrobe change, bring something just in case!)

• Something to wear while getting your hair and make-up done- a robe or button-up that doesn’t need to be pulled over your head to take off is best! Remember, you will be taking A LOT of pictures while getting ready, so pick something cute!

• Snacks- or even a full breakfast or lunch depending how long you have set aside for getting ready, bottled water, and champagne or other alcohol (if the venue won't be supplying food and drinks- this is a great task to delegate to a bridesmaid or family member)

• Undergarments

• Back up undergarments

• Shoes

• Back up flats

• Your own makeup bag (always, always good to have just in case)

• Your own hair styling products and tools (again, best to be prepared for anything!)

• Tylenol or Excedrin

• Jewelry and accessories (don’t forget your garter if you are planning on a garter toss!!)

• Your “something old, borrowed, new and blue,” if you are choosing to partake in this tradition

• Emergency items: safety pins, tissues, first aid kit, sewing kit, even more feminine products, band-aids, breath mints, deodorant, double-stick tape, extra buttons, floss, super glue, scissors, etc. (This is a great task to delegate to a bridesmaid or family member!!)

• Tooth brush and tooth paste

• Hair brush/comb (a comb with wide and spread out bristles is better if you will have curls)

• Hair ties and bobby pins

• If you wear contacts: contact case, contact solution, back up pair of contacts, and glasses

• Anything you'd like to have photographed (save the dates and invitations make for great pictures! Sentimental items like a grandmothers necklace, are also great to have)

• Your own lipstick

• Chapstick

• Sunglasses

• Headphones (in case you need some quiet time)

• Phone charger

• Any cash payments ready in envelopes for final payments and/or tips for vendors

• Day of timeline with all vendor contact information

• Pen and paper

• NOTECARDS (for vows- notecards are the easiest way to write your vows. They are portable, don’t shake if you tremble, and are easy to write big enough on to clearly see)

• The rings!

• A ring box, if you are using one

• Bridal party gifts (make sure you have any jewelry or robes you intend for the bridesmaids to wear!)

• Clothes steamer for wrinkles

• Extra copy of the bride’s vows (put an extra copy in someone’s purse, email it to a bridesmaid, give a copy to your coordinator, just be sure to have another copy some where accessible just in case!!)

• Lint brush

• Nail polish in the same color you’re wearing

• Nail polish remover

• Rubbing alcohol

• Makeup remover (oil based is best when dealing with professional makeup)

• If you have long nails (especially hard gel or acrylic) bring coordinating press on nails in case one breaks or lifts off.

• Stain-remover wipes

• Water and a drinking straw (straws will save your lipstick- reusable straws save your lipstick AND the turtles)

• White chalk for covering up dress stains

• White gaffer’s tape to patch tears in your dress

• A speaker to play music on while you’re getting ready and a charger is necessary (need a great getting ready playlist? Check this one out on Spotify: https://open.spotify.com/playlist/6k5182a9AwPBGwUGmNbv7B?si=WY3_J-z1QOC3MYj4MCAO3A )

Wedding Over Night Bag:

• Toothbrush and toothpaste

• If you wear contacts: contact case, contact solution, back up pair of contacts, glasses (if this bag won’t be with you while you’re getting ready, be sure to pack all of this in your day of bag!)

• Hairbrush

• Make-up remover for some serious makeup - oil based ones are great for removing layers of makeup

• Wedding night lingerie if you were planning on wearing any (Being too tired to ever put it on is 100% possible, but better to be prepared!)

• Deodorant

• Second day outfit

• Second day underwear

• Second day shoes and accessories

• Flat shoes

• Comfy socks (no cold feet here!!)

• Pajamas

• A quality conditioner (especially necessary if you have a braid or will be in a windy area!)

• Moisturizer

• Feminine products

• Nail file

• Small scissors

• Your makeup bag

• Your perfume

• A mini speaker (and charger if necessary)

• Tylenol and/or Excedrin (depending on how prone you are to headaches)

• Any medication you take regularly

• Phone charger

• House keys

• Champagne! (Depending on where you are staying, you may want to consider calling ahead to the front desk to place something special out for you instead of taking up room in your luggage with this)

Useful links:

Decor packing/checklist: https://www.theweddingplannerla.com/blog/day-of-decorphoto-op-props-checklist

Wedding details checklist: https://www.theweddingplannerla.com/blog/managing-the-details-of-a-wedding

Spotify playlist for getting ready: https://open.spotify.com/playlist/6k5182a9AwPBGwUGmNbv7B?si=WY3_J-z1QOC3MYj4MCAO3A