Wedding Planning Mistakes: 5 Hidden Pitfalls (and How to Stay Stress-Free)
You have gotten engaged, decided on an overall aesthetic for your wedding, booked a venue, and have specific elements for design in mind. Now the time has come to transition your Pinterest boards from dream to reality! While planning the logistics necessary to bring your vision to life is fun and exciting, the process has a reputation for turning stressful. There are some common pitfalls that people run into that can be key contributors to sucking the fun right out of something you've looked forward to. Below are 5 of the most frequent mistakes people make while planning a wedding and (more importantly) how to avoid them!
You have gotten engaged, decided on an overall aesthetic for your wedding, booked a venue, and have specific elements for design in mind. Now the time has come to transition your Pinterest boards from dream to reality! While planning the logistics necessary to bring your vision to life is fun and exciting, the process has a reputation for turning stressful. There are some common pitfalls that people run into that can be key contributors to sucking the fun right out of something you've looked forward to. Below are 5 of the most frequent mistakes people make while planning a wedding and (more importantly) how to avoid them!
*Disclosure: This post contains affiliate links, meaning I get a commission if you decide to make a purchase through my links, at no cost to you.*
Mistake 1: Forgetting to Budget Before Spending
The internet is a wonderful tool full of wedding inspiration - but all of the picturesque weddings popping up on social media don’t include price tags. Be sure to sit down with your partner and determine your budget before you book or buy anything! A budget is as much a price limit on your entire wedding as it is a guide for how much you’d like to spend on each vendor, decor element, or clothing item. Making a budget will also help you figure out what elements are most important to you - do you want lots of fragrant florals, or is having a top shelf selection at the bar more important? - and then allocate those funds accordingly so that you can manage your expectations and shop within a price range that you are comfortable with!
Pro-tip: If you are working on a limited budget, spend BIG on a few focal point items instead of spreading your budget too thin. Once the I-do's are said and the cake is cleared, the wedding photos are how you will predominantly look back on your big day! Choose a photographer that will produce quality images you will be happy to reminisce on your day over and ensure the elements in those photos are ones you are filled with joy to see. For example, the altar arrangements and your bouquet will be in more pictures than centerpieces or a welcome table, so prioritize those items when budgeting!
Pro-tip: DIYing your florals is extremely time-intensive and live floral arrangements can only be assembled 12-24 hours before the wedding day and need to be kept in a cool, somewhat humid environment (exact temperatures for ideal storage vary depending on flower type, though most would be ideally stored between 34-38 degrees F, with a humidity level of 75-85%). If this is a DIY project you are considering, be sure you have enough help and time to complete the arrangements without taking away from any of the other things you will need to do in those precious last hours leading up to your wedding!
Mistake 3: Constantly adding people to your guest list
Weddings are a time to not only commit your life in partnership and love, it is also a time to celebrate the support and community you are surrounded by! For many couples, drawing the line on the maximum number of invitees can be a challenge. It is helpful to create at least a rough draft of your guest list prior to booking a venue in order to ensure you are securing a space that can accomodate the number of guests you would like to host.
Organizing a list of everyone can be a very stressful feeling, but it does not have to be! Start by breaking up your guest list into small lists (An Excel sheet is great for this) - one tab for your family, one for your partner’s family, another for your friends, their friends, shared friends, work friends, etc. Prioritize each list into must invite, like to invite, and invite if the budget allows. Then as RSVPs come in, you can extend invites to additional people as needed.
Mistake 2: Trying to DIY Too Much
Wedding planning while newly-engaged can really bring out the artist in all of us. The idea of hand-painting signs and knitting favors for all 150 of your guests may sound like fun projects to incorporate bespoke touches to your big day- and they are!- but the reality may be a little different. While personalized, DIYed elements add a personal touch to your wedding and often save money, overextending your creativity and time can lead to wedding planning burnout! Instead of overloading yourself with too many projects, stick to only manageable projects that best use your creative talents, and leave the rest to Amazon Handmade and Etsy.
Pro-tip: Keep in mind that every guest costs more than just the price of a meal and a bar tab! Calculate the cost of every seat (table & chair rental, cost of centerpieces & table numbers, plates, drinkware, silverware, napkins, additional service staff to adequately serve & clean, etc.). Communicate with your partner about the importance of sticking to your invite list! For some people this is no problem, but if you and/or your partner are the kind that has never met a stranger and is at risk of inviting your Uber driver to the wedding, be sure you both are on the same page about the wedding guest list!
Mistake 4: Forgetting to delegate
Aside from actually getting married and celebrating the night away, you will have A LOT to do on your wedding day. Between gettting ready, taking photos, visiting with guests, eating (don't forget to actually eat!), you personally won't have time to do any of the set-up, breakdown, or logistical behind the scenes stuff that goes on in order to make your wedding day come together! To this end, seek out the support of professionals to ensure all of your hard work comes together in way you will be happy with. If professionals are not available for any certain task or are not within the budget, turn to trusted friends and/or family to assist with elements like picking up the cake, communicating with vendors on the day of, and confirming transportation. Delegate tasks, loosen the reins a bit, and enjoy the process!
Pro-tip: Even if you have a planner, coordinator, and/or decorator it is extremely helpful to delegate certain getting ready tasks to your wedding party or family members. A few examples include making sure your lunch makes it to you (and in you!) while getting ready, if you want to listen to music someone will need to make a playlist and bring a speaker, and someone will need to be in communication with your transportation team and/or wedding coordinator.
Mistake 5: Over-scheduling and Under-timing
Creating an unrealistic timeline that leaves no room for unexpected delays or breathing room is a sure fire way to add stress to any wedding. Build in buffer time between activities like traveling from the ceremony location to the reception (especially if they are at two separate locations across town!). Factor in time for travel, photos, and getting ready. Discuss a backup plan with your vendors in case unforeseen circumstances arise.
Pro-tip: Schedule the ceremony start time 30 minutes after guests are expected to arrive. Guests can mingle, sign the guest book, drop off cards and gifts, and find their seats during the in-between time, but allowing this 30 minutes will ensure your ceremony is not delayed due to guests' late arrival.
Bonus mistake! Forgetting to color coordinate your wedding attire with accessories!
There are endless shades of white and ivories and blacks and grays and really every color on the color wheel! Be sure to look at all of your wedding attire items next to each other, in person ahead of time to ensure they work well together. This goes for all wedding party attire, too! Check in with each wedding party member a few weeks in advance to ensure they have sourced any items they are to provide themselves (i.e. If the groomsmen all need to wear matte black dress shoes, make sure they know and are on top of it!)
Pro-tip: Champagne and gold go well with white and ivory! You can mix these shades in with your white or ivory for a regal accent.
32 Questions to Ask A wedding Coordinator & Everything Else to Know Before Booking
When selecting a wedding coordinator is it important to find a professional who is willing to take the time to fully understand your vision in order to perfectly execute your plan! If you can find someone who is up for the task, you will walk into your wedding venue and see the beautiful plans you made in your head laid out perfectly before you!
In order to gauge if a professional has the ability to accomplish this, there are several questions that can be asked prior to booking to effectively vet the professional you are interested in.
Planning a wedding takes time, vision, and a lot of determination. When the day comes, all of the effort is worth it when you finally see everything you have worked and dreamed so hard for, come together. On the wedding day there are so many moving pieces that need to be managed, but you will be busy getting married and having fun! A wedding coordinator will take care of all the behind the scenes details to make sure everything is going according to plan.
When selecting a wedding coordinator it is important to find a professional who is willing to take the time to fully understand your vision in order to perfectly execute your plan! If you can find someone who is up for the task, you will walk into your wedding venue and see all of those pieces have fallen into place.
In order to gauge if a professional has the ability to accomplish this, there are several questions that can be asked prior to booking to effectively vet the professional you are interested in. Please note- a lot of these questions may be answered on the professional’s website. Asking too many questions may land you with an overwhelming amount of information! Be sure to ask the necessary questions so you are able to gather important information that will help guide your decision!
*Disclosure: This post contains affiliate links, meaning I get a commission if you decide to make a purchase through my links, at no cost to you.*
What’s the difference between a wedding coordinator & a wedding planner?
A wedding planner lives up to their name! They plan your wedding, either for you or along side you depending on the professional and the level of support you require/prefer. They are there for everything: design, budgeting, pacing planning, vendor research & selection, and, of course, they’re there to ensure your wedding reflects YOU! Wedding planners are typically booked early on in the wedding planning process OR if a couple has begun planning but find they need support to complete the wedding plan.
A wedding coordinator is present on your wedding day to ensure all of the wedding plans come together. A wedding coordinator is perfect for couples who have found their venue & all of their vendors, thought through the logistics and simply need someone to step in on the actual wedding day to run the show so the couple and their loved ones can focus on celebrating and having fun instead of working. Their primary goal is to function as the point person to field all questions and oversee the execution of the day while acting as the liaison between the plan, the vendors, and you. Usually a day-of coordinator is booked anytime from 1-18 months prior to a wedding and begins working closely with a couple 1-4 weeks prior to their wedding to ensure the day runs smoothly and according to the couple’s vision.
Services included in a wedding coordination package-
Standard-
Timeline creation
A venue walkthrough prior to the wedding (especially if they are unfamiliar with the venue)
Collecting all vendor information from you
Distributing the timeline, floor plan, & other pertinent information to vendors 1-4 weeks prior to your wedding
Collecting copies of insurance (and other documents required by a venue) from vendors & passing this information along to the venue
Serving as the “team captain” of all the vendors on the day of the wedding to ensure everyone arrives on time, sets up where they are supposed to, follows any house rules provided by a wedding venue, and acting as the liaison between the couple and vendors to follow the timeline
Fielding any hiccups that may occur and making decisions to problem solve
Common, but not necessarily expected-
Floor plan creation (typically the venue or client is responsible for this with a day-of coordination package)
Providing an emergency bridal kit with a variety of items that commonly prove to be necessary at weddings
Attending meetings with you and the vendors
Communicating with vendors on your behalf regarding specific details pertaining to your wedding
Provide a specialized timeline for the wedding party and family members
Ceremony rehearsal coordination
Providing decor items
Decor set-up & breakdown (minimal decor set-up is often included, though anything beyond very basic decor set-up crosses over into the territory of a wedding decorator’s services. Wedding coordinators and wedding decorators are not the same job!)
Not common, but definitely an asset if included-
Assessing & offering feedback on vendor contracts
Collecting information regarding your balances with vendors, payment date with vendors, preferred payment method of vendors, vendor meal requirements, etc. to pass along to you and/or the venue
Reviewing order lists with rental companies, florists, caterers, etc. to ensure everything your event requires is accounted for
Discussing details to ensure you’ve got everything for the day-of covered even outside of ceremony & reception prep, execution, & clean-up
Full decor set-up and break down (including items exceeding 50lbs in weight & items requiring a ladder to install)
Extensive & specific decor creation or inclusion (i.e. sign creation, menu & placard creation, large rentals including tables, chairs, etc., decor extending beyond table numbers & candle votives, etc.)
Questions to ask a wedding coordinator before booking-
The basics-
Are you available on my date?
How much do your services cost?
What services do you offer, what are the differences between your packages, and what package will be the best fit for my needs?
Are there any additional fees?
Experience & expectations-
How long have you been a wedding coordinator?
How long have you been a wedding coordinator in my area?
How many weddings do you take on in a single weekend?
Will you personally be at my event?
What would you say your wedding coordinating “style” is?
Can you tell me about a wedding that you coordinated that you are particularly proud of?
What is your experience with problem solving?
Can you give me an example of something that went wrong at a wedding and how you handled it?
If we run into any issues throughout the planning process, what level of advocacy can we expect from since we are booking a day of coordination package?
How much access will I have to you throughout the planning period?
After I book, what are the next steps to working together?
When will we begin working together regularly?
Package questions-
With the day of coordination package, do you offer any support prior to the wedding day?
Will you collect, organize, and distribute important information such as vendor insurance info, vendor balances & due dates, vendor meal requirements, etc?
Will you attend venue walk throughs, vendor meetings, etc. throughout the wedding planning?
Will you create a day of timeline?
Will you provide the other vendors with this timeline? If so, when will this timeline be created and sent to the other vendors?
Will you create a timeline to provide to the family and bridal party? If so, when will this be created and distributed?
How many assistants will be present on my wedding day?
Do you include decor set up and breakdown in your package? Are there any limitations to this?
Will you help manage vendors on the day-of including arrival, set-up, timeline management, and breakdown times?
How much communication do you typically have with the other vendors leading up to the wedding date?
Will you take care of payment for outstanding balances on the wedding day? How does this process typically look when working with you?
Do you provide an emergency bridal kit in case something unexpected arises?
What kind of items are in the emergency bridal kit?
Will the provide additional resources that may be beneficial to you throughout your planning process?
The logistics-
Do you have insurance to provide to a venue if necessary?
Do you require a vendor meal(s)?
If we have any issues with vendors following the wedding are you able to advocate for us as a day of coordinator?
Do you have any references?
Things to consider when looking for a wedding coordinator-
You more or less get what you pay for- If someone quotes you $500 for the same package that someone else is quoting at $2k, there is likely a large difference in experience. This doesn’t necessarily mean that the quality of work will be significantly different, but it is a very strong possibility.
Day-of coordination should really include month-of coordination- Your day of coordinator will need to begin working with you closely in the weeks immediately preceding your wedding to properly coordinate with vendors and manage the day successfully. They will need to create your timeline (or at least have the opportunity to review it), connect with vendors about arrival times and accurate contact information, discuss design detail with you, review order lists from other vendors, etc. There are a lot of small moving pieces, even with the simplest of weddings! Make sure that the coordinator you are looking into is willing to do the appropriate amount of leg work leading up to your wedding to do the best job possible!
Some day-of coordinators are strictly day-of only- It can be challenging to jump in essentially blind on the wedding day with nothing but a timeline and vendor contact list provided by the client, however a very small number of coordinators do this. They are typically a lower cost and don’t provide the same level of execution that someone who spends time getting acquainted with the plan prior to the wedding. These coordinators are hard to find, because it truly is not a method that will consistently set the professional up for success. The professionals who offer this kind of service are typically either inexperienced and/or offer a very “bare-bones” approach to their day of coordination packages. If you feel that your wedding is extremely straightforward and are looking for a day-of service only, be very careful selecting a coordinator who says they will take this approach! Even if you feel this is what you need, there is a reason it is a rare form of service to find!
Not every package will include the same amount of support- As extension to the last point, coordinators have a very wide range of what will be included in their packages. Some wedding coordinators will do all of your decor set up and break down. Some will only communicate and coordinate with vendors and nothing more. A lot of wedding coordinators will do something in between. Make sure that you are realistically considering what kind of service you will need before booking!
Things to do after booking your wedding coordinator-
Discuss what information they will require and when they need to receive this information. Wedding coordinators will typically need all of your vendor contact information, vendor contracts, “house rules” or venue protocols, a floor plan (unless they include the creation of this in their package), order forms from rentals, florals, caterers, etc., a list of decor you are personally providing, the ceremony information (i.e. walking order for the processional, seating plan for immediate family/VIPs, etc.), and a timeline (unless they include creation of one in their package). Depending on the specific coordinator you have booked, they may require more information.
Discuss what kind of questions you can come to them with throughout your planning process. Typically day-of coordinators are only readily available for support about a month or so prior to your wedding. Certain coordinators (myself included) make themselves available to answer questions regarding general vendor recommendations, reviewing vendor contracts, and discussing any variety of factors that may alter or shift your timeline.
Ask how often you can expect them to touch base. Day-of coordinators typically will reach out roughly a month prior to your wedding, but depending on the specific coordinator and how far in advance you’ve booked they may reach out intermittently to check in.
Move forward accordingly! Be mindful of the services included in your coordinator’s package and respectful of your coordinator’s time. Most coordinators offer full wedding planning or partial wedding planning packages. This makes them a great resource and a wealth of information, but also can present the opportunity for clients to surpass “coordination” questions and begin dabbling in “planning” questions/requests. If the coordinator has made themselves available to answer questions or offer support, then fabulous! Ask away! Keep in mind, they are going above and beyond the official role of coordinator because they care about YOU and YOUR wedding! If the coordinator feels the questions and level of support being asked of them is beyond what is included in the package you have booked, they may require you to increase the package to partial or full planning package, or simply tell you they are unable to provide the level of support you are requesting given the package you have booked. This is not a bad thing! If you require more support, ask to increase your package with them so that you can feel supported throughout the wedding planning process and confident in the plans you are making.
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:
Deciding what level of support you need from your bridal party
Asking your bridal party to be your bridal party
How to select bridal party wardrobe
Who should pay for what
What to delegate to the bridal party & managing your own expectations
Tips on keeping your bridal party happy
Bridal party gifts
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:
Deciding what level of support you need from your bridal party
Asking your bridal party to be your bridal party
How to select bridal party wardrobe
Who should pay for what
What to delegate to the bridal party & managing your own expectations
Tips on keeping your bridal party happy
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:
Personalized cuff 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!
Save the Dates, Invitations, and a bit on RSVPs
Sending out Save the Dates and Invitations are SUCH fun parts of wedding planning. For so many people this is the first step that makes everything feel real. Soak in these vital steps, and feel confident you are doing it right by reading the information below!
Sending out Save the Dates and Invitations are SUCH fun parts of wedding planning. For so many people this is the first step that makes everything feel real. Soak in these vital steps, and feel confident you are doing it right by reading the information below!
Before reading on, here are two super useful tips!
Pro-tip #1: A common mistake people make is ordering for guest count instead of household.
Mistake: ordering 250 invitations for 250 guests
Pro planning: ordering 1 invitation per household (i.e average household 3 people/house: 250 divided by 3 = ~83 Save the Dates and invitations)
Pro-tip #2: Order extra! You may want to invite additional people and you will probably want one for keepsake. While you still don’t need to order one for every single guest, rounding up is always good in case you make new friends, have people drop out that you want to replace, or just want a few extra for your own (or parents, family, close friends, etc.) keepsake! Another huge pro to this- the big name stationary sites base their discounts on round numbers, so ordering 100 vs. 84 will end up being less expensive.
Mistake- Ordering 84 save the dates/invitations for ~83 households.
Pro planning: Ordering 100 save the dates/invitations for ~83 house holds.
Save the Dates
Save the Dates are a great way to mentally prepare your guests for your upcoming wedding. You might not have all the details like time, location, attire, meal plan, etc. hammered out, but a Save the Date will let guests know the most basic information about the wedding to plan for. While these are helpful with communicating this information to guests, they do add some cost to your wedding and aren’t necessary for every situation.
When are Save the Dates REALLY needed?
Save the Dates can be useful for every wedding, but you don’t HAVE to have them for any wedding. If you are tight on money, time, or simply just don’t want them you can skip them altogether. Save the Dates are most useful when planning either a destination wedding or when planning a wedding where most of your guests will be traveling. In a situation where guests will need to be traveling it is useful to let everyone know ahead of time. Save the Dates allow guests the opportunity to save money/sent money aside for travel and gifts, communicate with work, and plan for childcare (if necessary).
When should I send my Save the Dates out?
Save the Dates can be sent whenever you have solidified a date and location. You can technically send them before a venue is booked if you are 100% positive of the city and date the wedding will be held, but it is best to send them once the venue is booked. Couples will often fall in love with a venue that isn’t available on their desired date, so they change the date to accommodate the venue. If the date you have chosen means a lot to you and you are positive you will be selecting a venue based on the date and not the other way around, go ahead and send the Save the Dates!
If you are having a lot of out of town guests or planning a destination wedding Save the Dates ideally will be sent a full year in advance. If your wedding is more intimate and still requires a majority of guests to travel, Save the Dates should be sent in the 6-8 month prior range, if possible. If you are planning a more intimate wedding in a shorter time span it may be more efficient to skip the Save the Dates, touch base personally with guests to give them a heads up, and send invitations a little sooner than you would typically.
What is the latest I should send a Save the Date?
This, again, will vary depending on the situation. The absolute latest in any situation that you should send a Save the Date is 2 months out from the wedding (and this still only works for a really intimate wedding with short planning period). For a larger wedding this deadline should be by the 4 month mark. For a larger travel heavy wedding this deadline should be 5 months out. If you can’t make this deadline, skip the Save the Dates altogether and just send an invitation. Even for an intimate wedding, 2 months would be cutting it pretty close. Keep in mind, you will need to confirm with the venue and caterers the final headcount about a month prior to the wedding so you need to have time for people to receive their Save the Date and invitation and then RSVP.
What information should my Save the Dates include?
Save the Dates are just a quick, formal heads up to guests that you will be hosting a wedding on a particular date in a certain city. At minimum the Save the Date should include your names, date, and city. A lot of couples will build a wedding website and include that on the Save the Date as well. Even if the wedding website isn’t 100% completed (and frankly at this point it probably won’t be) providing the link will give guests a resource to check in to for more information as it is made available. If you have your venue locked in you can also include this in the Save the Date.
What should my Save the Dates look like?
Like everything else with a wedding, this completely depends on what you want. A common trend is for people to use a photo from their engagement session as the background of their Save the Date. Another common trend is for people to make their Save the Dates magnets so people can keep them on their fridge or somewhere convenient to find the information.
Invitations
What information should I include in my invitations?
Invitations should be a quick snapshot of all the vital information guests need to know in order to show up to the right place at the right time on the right day. They should include the who, what, when, where, and why of the day (not necessarily in that order). Include both the bride(s) and/or groom(s) names. If someone other than yourselves are paying for a chunk, the majority, or all of the wedding it is common to word your invitation: “X and X invite you to the wedding of their [son/daughter/other- name] to [fiance name here].” The name and address of the venue is vital. They will also need to know what time to arrive. If you have a wedding website you can include the website and let people know that they can RSVP and find more info there. If you don’t have a wedding website, you’ll need to include an RSVP card and pre-stamped envelope for guests to send back. You’ll also need to include a meal card if necessary, attire expectation (even if super casual, let them know!! No one wants to show up in a ball gown when everyone else is in sun dresses!), whether kids are invited or not, hotel block information (even if you don’t have a room block, they will need to know!), transportation accommodations, and information on events surrounding the wedding (pre-wedding welcome event, after wedding brunch etc.). Again, if you have a wedding website, you can list all of this info on the website and have your invite include just the very basics.
Pro-tip: directing guests to a wedding website for more info is a great option if possible. You can update information as plans evolve, include an FAQ page so guests can refer to this instead of having everyone individually reach out to you with questions, and, last but certainly not least, you can have your registry on your website so when guests visit to RSVP they can conveniently purchase a gift.
What should my invitations look like?
Again, the aesthetics of the invitations completely depend on your taste. If possible, it is ideal to have your invitations aesthetic inline with your wedding. Chose colors, shapes, and fonts that are relatively similar to those that will be at your wedding. This will help with a few things. First, this will give guests an idea of what to expect. It can set the tone of formality and give them an idea into color scheme. If you don’t want people to dress in the same colors as your bridal party or vice versa, let them know! Either way, invitations are a great ay to start communicating what those colors will be. Second, photographers love to capture your invitation as a prop on the wedding day. Having this match the overall aesthetic will create for some more cohesive pictures. Again, this is just a suggestion. It is your wedding and there are no rules; do literally whatever you want.
When should I send my invitations?
This will vary depending on a few factors. Some things to consider: when do you need to confirm numbers with the caterer and venue? How many people will be traveling for your wedding? How many people are you inviting (the more people you invite, the more people you will need to track down to confirm RSVP status!!)? For reference, for an average wedding of 150 guests with 33% traveling domestically, you should send the invitations out 2.5 months prior to the wedding, with the RSVP date 1-1.5 months prior to the wedding depending on catering and venue requirements.
When should I have guests RSVP by?
For your own sake, it is best to set the RSVP date at least 1 month prior to your date. Guest count will alter your seat/table count, plate count, party favor count, etc. Never have I ever been a part of a wedding of any size where 100% of the guests RSVP on time on their own without a nudge. Giving yourself some extra time will help alleviate some of the planning that just can’t be done until the final headcount is in. While a month is the minimum, I highly recommend giving yourself at least 1.5 months so you have a full 2 weeks to track people down and get all RSVPs. If you are having a wedding with over 250 guests, give yourself a full 2 months. Even if you are having a wedding of 1,000 don’t give yourself more than 2 months, though. Expectedly, things happen in our guests lives and anything longer than 2 months will allow for too many unforeseeable variables in guests lives and you’ll have to do a lot of adjusting as people’s plans change.
Some great resources to purchase your Save the Dates and/or invitations
There are plenty of boutique vendors that can create incredible custom pieces for you. Everyone will have a different niche aesthetic. If you are looking for something on the less niche and more affordable end check out the following:
www.vistaprint.com
Why I love them- you can really create whatever look you are going for. There are some preset templates you can use if you are ~creatively challenged~ or you can fully customize your own cards if you’re into DIYing the design. Their prints are consistent and good quality. Another huge plus, they are CHEAP.
Pro-tip- Google discount codes before ordering! They are almost ALWAYS running a special. If you can’t find one, create an account BEFORE creating your cards. Save your design and then sit back and wait. Within a week they will email you a discount code.
www.minted.com
Why I love them- Their designs are lovely, their prints are consistent, and they give my clients a discount. Use my code: WEDPLLA for 35% off Save the Dates and 25% off all wedding things.
www.basicinvite.com
Why I love them- My very favorite thing about this site is they offer clear invitations for about $1 each. The next least expensive clear option I have found is $8/each. The price is unbeatable. They offer plenty of other designs or fully customizable blank slate options as well. The prints are consistent and good quality. They allow you to fully customize the invitations and Save the Dates.
Pro-tip- look for discount codes! They aren’t as common as Vistaprint discount codes, but their prices are already lower so it balances out. It is still worth looking for a code though!
Have additional questions? Feel free to reach out via email! theweddingplannerla@gmail.com
As always, happy planning!!
Select Your Vendors Like a Pro
Selecting vendors can be a daunting task. There are SO many options out there so how can you be sure you are making a good choice? It is challenging selecting vendors that fit in your budget or are worth stretching the budget for! There are a few specific steps I take when sifting through and vetting vendors before sending them to my clients. Follow these steps and you’ll be picking vendors like a pro!
Selecting vendors can be a daunting task. There are SO many options out there so how can you be sure you are making a good choice? It is challenging selecting vendors that fit in your budget or are worth stretching the budget for! There are a few specific steps I take when sifting through and vetting vendors before sending them to my clients. Follow these steps and you’ll be picking vendors like a pro!
***Before you get going on vendor research, I highly recommend making a full budget!! Making a full, realistic budget will help guide your vendor selection. See my full budget guide here***
Decide on a general vision for each specific vendor-
Before diving into the deep end of vendor research, have an idea of what you are after. A few things to shape this vision: budget, what you hope to get out of your contract with this vendor (i.e. how many hours, how many assistants, etc.), what “style” do you want (i.e. what kind of venue do you want, what style of photography do you like, what kind of food do you want, etc.).
Venue- indoor, outdoor, mix of both, beach, woods, mountains, all inclusive, DIY, somewhere in between, how late do you want to be there into the evening, will they be hosting other events in the space that day, will they take care of trash removal, do they provide restrooms, power, or any other basic amenities, do they provide tables, chairs, an arbor, a bar space,etc.? For reference, a wedding with 100 guests at a venue that provides only power and restrooms will cost about $7k in rentals, if you go with the most basic rental options. This should absolutely be factored in to your overall cost when selecting a venue.
Wedding Planner- do you want to be involved in wedding planning or do you want to think about it as little as possible? You will spend a lot of time with your wedding planner and your wedding planner needs to be able to see YOUR vision in order to create your special day. Make sure that this is someone you are ready and excited to spend time with!
Photographer- do you want light and airy, dark and moody, true to color, posed photos, raw emotions, or a mix, how many hours will you need them, do you need 2 photographers or will one suffice (2 are recommended for larger guest counts and spread out venues), do you want an engagement shoot, how many photos are you hoping to get back? Ask to see a full wedding album instead of just the highlights!
Videographer- what do you want included in the video? Montage of key events throughout the day, full vows, speeches, and special dances, or a combo of the above? Be sure to look through several examples so you have a clear idea of what your edit will include.
Caterer- what kind of food do you want, how will it be served, will they provide apps as well, do they offer plates, cups, and flatware rentals, how experienced are they with larger events, do they provide bussers?
DJ/Musician- will they make announcements for you throughout the event, how many sound systems will they bring (you will need 2-3 for most venues if you are doing ceremony, cocktail hour, and reception in different spaces), will they allow you to provide song requests, do they have experience playing to a crowd, can they provide a microphone for the ceremony and reception, how active are they on the mic? HINT: A sound system is the full set up which will include a set of speakers (1-2 speakers for ceremony cocktail hour, 2+ speakers for dinner/dancing), microphone (confirm this with your DJ! Some charge extra), amp, mixer, music device (usually a laptop), and dance floor lighting (where appropriate).
Bar- do you need a full service bar, or would you like to build your own bar and hire just the bartenders? Will your venue allow you to DIY the bar? If you are DIYing the bar, will you ned to rent the physical bar? Are you bartenders licensed?
Florist- do you want more “traditional” bouquets and centerpieces or would you like something else? Are you looking for other decor rental? A lot of florists also offer vases, candles, and other decor to add to your order. Be sure to look through their portfolios! If you have a go-to florist you typically use, but are looking for a different style, show them some examples of what you would like and see if it is something they have experience with or feel comfortable doing. A lot of florists will do special designs that are outside of their norm but not show examples of this work on their Instagram or website because it isn’t “on brand.”
Dessert- what kind of dessert do you want, how do you want your cake to look, how many tiers do you wants the cake to have, will they deliver or do your desserts need to be picked up?
Hair and makeup- up-do, hair down, braiding, something in between, heavy contour makeup, natural look, something in between? Be sure to look through portfolios and ask for a trial run day! Trial runs are very important! Not just to make sure you like the styles they come up with but also to see how long your hair and makeup are holding up throughout the day.
Rentals- does the company offer unique pieces that will work with your venue, are the rates competitive with other comparable companies in your area, what will they charge for delivery, do they offer same day delivery and pick up, can they extend delivery and pick up is necessary?
Do your own research-
Recommendations from friends or professionals are a great place to start, but doing your own research to make sure they are a good fit for you is vital. Just because a friend or professional has had a good experience with someone, doesn’t mean they are going to be a great fit for you! Friends of friends may offer discounts, but if these people are not professionals then you may be wasting $400 instead of feeling good about spending $800. Ask to see pictures or videos of these “friendors” in action! If they do this professionally on the side, ask for a website or review site link! I’ve seen plenty of vendors that recommend other vendors that they haven’t worked with for a long time. Business quality can change overtime so it is important to confirm the recommended company is still worth your while!
Diversify your Research sources-
Conduct research from a few different angles. A quick google search might not yield the kind of options that you are looking for. WeddingWire, The Knot, Thumbtack, Facebook wedding groups, and sites like these will give you more diverse vendor options! Depending on the type of vendor you are looking for search on Instagram, too!
Always cross reference reviews-
Reviews can vary from platform to platform so it is important to cross reference and be sure that you are getting the most recent takes on the company. Some insight into review companies: anyone can leave a company reviews on Google so companies may ask their friends to leave reviews to raise their overall rating. WeddingWire is similar, but it is more challenging to leave a review on, so friends are less likely to pad the reviews for vendors. Yelp has an algorithm that is meant to weed out “fake” reviews, but a lot of real reviews are taken down in the process (there are also a lot of theories on their marketing approach that can also affect the reviews that show). Be sure to scroll down on the Yelp pages to the “unrecommended” section to read reviews that aren’t weighted in overall.
Read reviews with a different perspective-
Even if you like the quote a company sends and they have five stars across review platforms, be sure to read the reviews and look for consistencies. For example, if I’m looking for DJ/MCs and I see a lot of five star reviews saying how the MC "is really active on the mic,” I’m not going to send that company to a couple who really just wants music and a few key announcements.
Schedule phone or in-person meetings before booking-
It is important to feel comfortable on your wedding day and your vendors a huge part of your comfort! You will spend so much time with certain vendors on your actual wedding day, and even the ones that you won’t, they will still interact with guests! If you have a vendor that runs a little high strung, they may create unnecessary anxiety on your special day. A great way to accommodate this is to make sure your personalities mesh beforehand!
Read through your contracts very, very closely-
This is a legally binding document that should protect you as well as the vendor. Make sure that there is fine print written in about what will happen in the event of cancelation (on either the couple AND vendors part). Numbers and dates should be firm (I.e. by what date will you get sneak peek pics back, when can you expect the full album back, how many photos can you expect back, etc. These examples are specific to photos, but all contracts should be quantitative and clear. This does not apply when booking a wedding planner if you don’t already have a venue secured). A contract that doesn’t protect you is definitely a red flag!! If you find any of these issues and bring them up to a vendor and they are unwilling to adjust the contract to protect you, that is a major red flag and a good sign that you should continue your search!
Other notable tips:
A vendor’s experience doesn’t necessarily chalk up to quality of service! Just because someone hasn’t been working weddings specifically for a long time doesn’t mean they should be immediately counted out. If you like their style, food, etc., they are well informed on the effort that weddings take, and they are ready to do what it takes to do an awesome job on your wedding they are still worth considering. If you unsure about them, ask your wedding planner or coordinator! They may be able to offer valuable insight to make sure you are making the best decisions for your wedding!
Break up your search into several days. It is easy to get burnt out on sifting through vendors. Packages start to run together, things that would normally stick out become easy to overlook, and the whole experience may become less enjoyable.
Be thorough! Don’t settle! You can find the perfect vendor out there for you!
Be sure to check out my preferred vendors list to kick start your search!
Useful links:
Budget planning tips: https://www.theweddingplannerla.com/blog/wedding-budgeting-the-first-step-to-planning
My preferred vendors: https://www.theweddingplannerla.com/resources
Day of Decor/Photo Op Props Checklist
As you think through your wedding day and are organizing the pieces you have bought or rented, work through this list to make sure you have accounted for everything! Remember, every wedding is unique and you may not want to incorporate some of these pieces. If you don’t want some piece, don’t force it just because it is on this list! If you have planned for other pieces, feel free to copy and paste this then add in your own specific bullet points.
As you think through your wedding day and are organizing the pieces you have bought or rented, work through this list to make sure you have accounted for everything! This will be particularly helpful as you are in those final stages and packing everything up to be moved to the venue! Remember, every wedding is unique and you may not want to incorporate some of these pieces. If you don’t want some piece, don’t force it just because it is on this list! If you have planned for other pieces, feel free to copy and paste this then add in your own specific bullet points.
Getting Ready Space:
Food
Something to serve food on
Plates
Napkins
Drinks
Something to serve drinks from
Something to drink drinks from
Signage
Invitation/Save the Dates (for pictures)
Speakers to play music from
Phone or other device to play music from (pro tip: if you are getting ready in a place that won’t have wifi or cell reception download your playlist ahead of time!)
Special hanger for dress
Something to wear while getting ready
Ceremony:
Altar flowers
Altar Floor decor
Aisle decor
Ceremony programs
Table for special ceremonies (i.e. sand ceremony, glass ceremony, wine ceremony, etc.)
Decor for special ceremony table
Signs (welcome, unplugged ceremony signs, etc.)
Easel for signs
Cocktail Hour:
Gift table
Linen
Sign for gift table
Card box
Guest book
Pen(s) for guest book
Something to hold pens
Decor for gift table
Flowers for gift table
Appetizer table
Linen
Signs/labels for apps
Serving utensils for apps
Plates
Forks
Napkins
Self service drink station table
Linen
Drink dispenser
Labels for beverages
Cups
Bar
Bar menu
Flowers
Reception Area:
Seating chart
Easel for seating chart
Flowers to dress up easel
Place card table
Linen
Place cards
Sign for place cards
Flowers
Other decor
Cake/dessert table
Linen
Display for cake
Cake topper
Serving set of cake knife and server
Plates for cake
Forks for cake
Napkins
Cake stand(s)
Other display items for other desserts
Other decor
Flowers
Sweetheart table
Linen
Special plates
Special cups
Flatware
Napkins
Flowers for the top of table
Other decor for top of table
Flowers for front of table
Other decor for front of table
Guest tables
Linen
Flowers
Candles
Table number
Table number stands
Other decor/personal touches
Plates
Flatware
Drinkware
Napkins
What Information to Share With a Wedding Coordinator
A good coordinator is going to take care of the details and make sure that all of your hard work is brought together just the way you wanted it. In order to do this, though, there has to be ample communication between you and the coordinator leading up to the day of your wedding. You may find yourself asking “what kind of information should I share?” I have forms on my website that guide my couples and streamline the sharing process, but if you aren’t one of my clients this guide should help with this important piece of planning!
A wedding coordinator is immensely valuable. You are essentially investing in your peace of mind on the day of your wedding. With adequate prep, a great coordinator will walk into your wedding day ready to take care of the details and make sure that all of your hard work is brought together just the way you wanted it. In order to do this, though, there has to be ample communication between you and the coordinator leading up to the day of your wedding. Prior to your wedding good coordinator is going to work with you in the weeks leading up to your special day to thoroughly discuss your plans, vendor contracts, and vision to help you catch any missing details, find solutions to potential issues, and make informed suggestions on how to create the best flow possible for your wedding day. A coordinator will do their absolute best work when all necessary information is communicated!
What to share with your coordinator:
ALL vendor information- If you have booked a vendor because you are getting married, your wedding coordinator needs their information! Send each vendor’s company name, service they are providing, contact person’s name, email address, phone number, and contracted start and end times. Sharing this information will take a ton of pressure off you immediately. Instead of turning to you to fill in arrival time, start time, and strike time of all vendors, the coordinator can begin communicating directly with the vendors. Once the coordinator reaches out, those vendors begin to ask them logistical questions instead of you! As a coordinator, I prefer to have every vendor’s contract. Your coordinator may not necessarily need each one, but it is always best to have them on hand in case anything comes up before or during your wedding so that they can easily find information without having to bother you for basic information.
Order lists from vendors- If you have rentals, florals, food, or anything else being dropped off by vendors make sure the coordinator has a list of what needs to be accounted for. Every now and then pieces will be missing from orders. The coordinator can ensure those items are either brought by the rental company later, make sure you are reimbursed for the missing items (depending on time), and/or find replacement items from another company on the spot! *If you aren’t able to share this information, by sharing the contact info, the coordinator can collect the order lists from the vendors on their own!
Venue rules and regulations- typically the venue will share this information, but if you already have this information (you should receive it at the time of booking) share it with the coordinator! They may catch some logistical issues, such as trash removal, time restrictions, or other potential issues that can be avoided if thought through ahead of time. When wedding planning there is a ton of information coming at you from a lot of different vendors so it is easy to overlook some of these details. Your coordinator is there to advocate and problem solve with you, but they need all the tools to be able to do this to the best of their ability!
Getting ready information- Even if your coordinator won’t be onsite while you are getting ready, sharing this information is important. The photographer, videographer, hair and makeup teams, or even members of your bridal party may need this information. Instead of sharing with everyone individually, sharing with your coordinator streamlines this information into the timeline which will go out to everyone at once. Your coordinator may also catch some logistical issues with transportation, access to water or food, or other details that may have slipped through the cracks!
Any rough draft timeline you may have- I typically try to connect with my clients within a few weeks of booking to create a rough draft timeline, even if their wedding is months away. This helps with logistics when booking other vendors. If you already have a rough draft, share it with your coordinator! Most coordinators will help create your timeline, but if you already have one this is a great baseline for the coordinator to build off of. There are, of course, a lot of logistics to think through when mapping out a timeline, but this is YOUR wedding so the order that you want events is the most important thing for coordinators to consider.
Floor plan- if you already have a floor plan, share it with your coordinator! This is the person that will be onsite to make sure everything is coming together while you are focused on getting ready and getting MARRIED!! In order to create the wedding you have worked so hard to put together, your coordinator needs the floor plan! Sometimes the venue will send this over, some coordinators will even help finalize this, but no matter how it is finalized they need a copy!!
Decor list & set-up plan- As intuitive as coordinators can be, they aren’t mind readers! You have worked so hard to create your overall aesthetic, so make sure that your efforts are put into practice. Let your coordinator know exactly what pieces of decor you have, where they belong, and how you’d like them arranged. Even if you have hired a decorator, communicate these pieces to your coordinator so you have an extra set of eyes on the project to make sure everything is being done the way you want! If you have a lot of decorations that you don’t have a predetermined vision for, let your coordinator know! They usually have a great eye for design and would be happy to bring this together- but they will need to know this is the case!
The name’s of everyone in your bridal party- The bridesmaids and groomsmen are not only likely participating in some key moments for your day, they are also your best friends and therefore a great ally to both you and your coordination team!
Ceremony plan & details - Your coordinator will need to know the names and order of everyone walking in the ceremony. They will also need to know who will be sitting, who will be standing, where those sitting will sit, the order in which those standing will stand, the music you plan to use for your ceremony, and which groups will be walking to which songs. They will also need to know about any special ceremonies you plan to have during your wedding ceremony.
Any and everything you know about your wedding! The coordinator needs all of the information in your brain to be in their brain! It sounds like a lot of information to share, BUT once they have this knowledge you can take a huge sigh of relief. Your coordinator can take it from there. They may need to ask you a few opinion questions on details after that point, but everything else logistics wise can be taken care of between the vendors!
You gave yourself a gift by hiring a coordinator! You don’t need to worry about anything once you let your coordinator take the reigns! All you need to do is give them all the information in order to maximize the services you have hired them to perform. So share, share, share, then sit back, relax and GET MARRIED!!
Wedding Planning Timeline Outline
Wedding planning is different for everyone and everyone operates on their own timeline. Some people are more comfortable having two years or longer to plan while others only take a few months to plan! This list is a general outline of a suggested timeframe to get the larger tasks done. Of course, you may not want all of these vendors or perhaps you want additional vendors. If you are unsure of how to work those vendors into this overview feel free to reach out! I’m always happy to guide people through the planning process!
Wedding planning is different for everyone and everyone operates on their own timeline. Some people are more comfortable having two years or longer to plan while others only take a few months to plan! This list is a general outline of a suggested timeframe to get the larger tasks done. Of course, you may not want all of these vendors or perhaps you want additional vendors. If you are unsure of how to work those vendors into this overview feel free to reach out! I’m always happy to guide people through the planning process!
I always start with my Full and Partial Planning clients by creating a customized planning outline for them. It is important for me to make sure that the outline both manageable but also realistic. We typically start broad, and then fill in the finer details to make sure everything is done, done well, and done in a timely manor so everyone is happy and no one is overwhelmed!
18-12 months before the wedding
Have engagement party (typically hosted by family or close friends)
Decide on a budget and determine what aspects of the wedding you value the most
Pro-tip: everyone has different things they care about most for their wedding! Decide what you are most looking forward to and what you’d like to allocate a bigger portion of your budget to!
Decide whether or not you want to purchase event insurance for both the day of (some venues will require this anyway) and also in the event you need to cancel or reschedule for any reason (illness, weather, etc.)
Decide whether or not you want a wedding planner.
Pro-tip: If you decide against one initially, but ultimately decide to go with one later on, plenty of planners offer partial planning options! If you are planning a destination wedding outside of your home country, a planner is critical!
Decide on the time of year you’d like the wedding to take place
Narrow the date down to a few options
Pro-tip: unless you are 100% married to a date in your mind, find a few dates, or a range of dates, that you are open to! This will help if you decide on a high-demand venue with a tendency to book out far in advance!
Create a rough outline of the guest list to help guide your venue search
Pro-tip: Have at least a ballpark figure of how many guests you will host before you decide on a venue! Many venue’s can only accommodate a set number of guests, so it is important to find one that can hold all of your guests!
Book a venue (both ceremony & reception spaces if you choose to have the ceremony at a separate location)
Create day-of timeline draft
Pro-tip: you can (and will!) make changes to this timeline as you work your way through planning, but having a general idea of the timing of key events on your wedding day will help as you book vendors!
12-8 months before the wedding
Book caterer (if not included with the venue)
Book photographer
Pro-tip: it is best to do this before creating save the dates if you want to use pictures from the engagement pictures for your save the dates!
Have engagement shoot with photographer
Figure out what items are not provided by the venue or caterer and source them through a rental company
Create wedding website for guests to find relevant information, registry, and RSVP.
If the majority of your guests are traveling from out of town, create save the dates & send them!
Begin looking for attire (i.e. wedding dress & tux/suit)
Pro-tip: on average, wedding dresses are purchased 8 months prior to the wedding, but as long as it is purchased with enough time to have it altered (2-3 months prior) you will be okay.
Ask friends/family to be in your bridal party
8-6 months before the wedding
Book bartender if not included with the venue or caterer
Book a florist and discuss what arrangements will work best with your budget and desired aesthetic
Book videographer
Book DJ or band for the reception and ceremony.
Pro-tip: Remember, many ceremony locations will need an outside sound systems brought in. Make sure that if this is the case with your venue your DJ or musician can make this accommodation
If most of your guests are local send your save the dates
Create a room block for out of town guests
Reserve transportation from hotel to venue and from venue to hotel for bridal party and other guests
Find a seamstress to alter your dress (you won’t be able to alter this far out, but it is important to reserve your space, as many people will book up)
Book day-of-coordinator if you have chosen not to have a full planner or if your planner does not include day of services
Begin working on playlists & song choices for special moments/dances
6-4 months before the wedding
Begin planning your honeymoon
Pick out attire for bridesmaids & groomsmen
Find hair and makeup artist(s) and have a trial run
Pro-tip: trials aren’t meant to be perfect! They are learning experience for you and your makeup professional. Your professional is learning your skin tone, facial structure, and general preferences. You are learning how your preferred style translates to your face, how well your hair and makeup will hold up throughout the day, and, of course, figuring out if your hair and makeup team is able to hear your feedback and make adjustments accordingly. Now, if by the end of the trial the professional hasn’t earned your trust, of course, consider finding someone who can achieve your hair and makeup goals. It is much better to have this revelation during a trial than on your actual wedding day!
Hire an officiant
Order the wedding cake and/or other desserts
Begin planning gifts for bridal party
Make reservations at a hotel for bridal party, bride/groom, and family for the wedding night
Select & order wedding rings
4-2 months before the wedding
Pick out shoes to wear with your wedding dress
Take dress to seamstress
Begin writing wedding vows
Begin planning bachelor/bachelorette parties
Begin purchasing decor/personal touches OR decide on decor rental company
Schedule rehearsal time with venue and reserve a location for rehearsal dinner
Pro-tip: most venues will allow you to schedule this 45-90 days prior to your scheduled wedding day.
Apply for marriage license
Pro-tip: In California 9and many other states), you can apply for your marriage license up to 90 days in advance. Appointments can be difficult to come by! Be sure to schedule an appointment early!
Design, order, & send invitations
Pro-tip: If most of your guests are coming from out of town, send the invitations 3.5 months in advance. If most guests are local send invitations 2.5 months before the wedding. Either way, the RSVP date should be no less than 1.5 months prior to your wedding date.
Pro-tip: RSVP dates should be no less than 1.5 months prior to the wedding, but ideally no more than 2.5 months in advance. 1.5 months allows you time to follow up with guests who haven’t RSVPd prior to any final head count dates w/ the venue, caterer, etc. Any date much more than 2.5 months in advance allows guests a lot of opportunity for things to come up that will change their RSVP response and you’ll find yourself needing to reconfirm numbers with vendors and reworking seating charts!
2-1 month before the wedding
Bridal shower (typically family or bridal party will plan this)
Bachelor/Bachelorette parties (if most of your bridal party will be traveling for the wedding, consider having these earlier so that you aren’t asking your friends to travel too much too close together)
Make sure all bridal party have purchased or reserved their attire for the wedding
If any bridal party needs alterations, these should be dropped off
Plan party favors for guests and order the items you need
RSVPs due- check in with guests who have not responded to invitations yet
Have final venue walk through
Create floor plan(s)
Creating seating chart
Decide on ceremony details:
Processional song(s)
Who will walk in your ceremony
What order they are walking in
Who will stand for your ceremony & the order they are standing in
Who will sit after walking in processional & where they will sit
If you want any special ceremonies, readings, songs, etc.
Recessional song
Who will participate in the recessional
Where you will go after you recess
Where your bridal party and/or family will go after you recess
Who your witnesses will be
Who will carry rings and vows for ceremony
1 month before the wedding
Send all song requests to DJ
Check in with vendors to confirm services, obtain insurance policies (if required by venue), and track any outstanding balances remaining
Revise timeline & make sure it is up to date with your wants/needs & vendor contracted times
Send timeline to vendors
Collect vendor insurance information & share with venue
Have final dress fitting (this way there is still time if any other alterations need to be made)
Finalize and confirm all details of honeymoon
Decide what order you will have bridal party walk for the ceremony and grand entrance
Finalize floor plan with venue
Check in with caterer to confirm headcount and finalize the details of the menu
Pick up dress from alterations if it had to be left behind for further alterations
Make sure all bridal party has picked up dresses/suits from alterations
Pick out outfit for rehearsal dinner
3 weeks before the wedding
Map out all decor and organize it into clearly marked boxes to ensure everything is set up properly on the day of your wedding
Begin writing thank you notes for any gifts that have already been purchased from your registry
Finalize wedding vows
Finalize all song selections (i.e. first dance, parent dances, cake cutting, grand entrance, etc.)
2 weeks before the wedding
Have final meeting with DJ to go over details
Have final meeting with photo & video teams to go over details
Finalize seating chart and transfer it to display form
Pro-tip: this may seem a little last minute, but THINGS HAPPEN! Last minute guest cancellations and last minute guest confirmations come up so it is best to save this for as late as possible without letting it fall by the wayside!
1 week before the wedding
Get hair done (color and cut)
Create day-of checklist to make sure that no personal items or decor is left behind
Get nails done
If spray tanning, get spray tan (ideally 36-48 hrs prior to wedding)
Prepare all bridal party gifts
1 day before the wedding
Pack for wedding day/night
Pack for honeymoon
Have ceremony rehearsal
Have rehearsal dinner
Give bridal party gifts out at rehearsal dinner
Go home. Sleep well
The wedding day
Read through the timeline in the morning
Be sure to eat!
Get ready
Get MARRIED!
Have fun :)
Wedding Details Checklist (Did You Get it All?)
Remembering and organizing the details of a wedding is the cause of wedding stress for so many couples. Ease your brain by running through this list of questions to make sure you have everything organized and on track with your wedding planning!
There are so many small details that can seem incidental when wedding planning, but planning through the details in advance is the difference between the day running incredibly smoothly and potentially hitting some hiccups. Use the list of questions below to make sure your day is set up to flow as seamlessly as possible!
This list is intended to be referenced throughout planning, but is most useful in the 1-2 month period before your wedding. The larger details, like selecting vendors, and the little aspects that come with them will not be included in this list. Instead, this list focuses on the smaller details that are easily and commonly over looked in the final two months of planning!
This list is divided into sections in order to organize the chaos. The list will start with logistics and then move through the timeline of your day.
Note: all of our clients receive a personalized & even more comprehensive version of this list that we will go over together to ensure all details have been accounted for.
LOGISTICS:
Have you purchased Day-of Event Insurance? Hint: Many venues require this! This is different from full wedding planning insurance! Learn more about wedding insurance here!
Who is keeping an eye on restrooms throughout your wedding (i.e. stocking, cleaning, & managing if something goes array)?
Are there dumpsters at your wedding venue? Are there trash cans at your wedding venue? Who is in charge of trash removal?
How are your guests getting to and from the venue? If they’re driving, where will they park? Is it clear or will you need signs?
How are you and your fiancé getting to and from the venue? Pro-tip: if you aren’t booking shuttles, party buses, limos, or any other sort of professional service, book an Uber/Lyft in advance for a smooth getaway!
Are doing “old, new, borrowed, and blue” items do you know what they are? If so, will these items be coming to the venue with you, or will someone else bring them?
If you have gotten your fiancé a gift or card, when will you give this to them?
Check the weather! Do you need any last minute climate control (i.e a tent, umbrellas for sunny days, or space heaters)?
If you purchased your own decorations, how will they get to the venue? Who will set them up?
Do you have signs to mark areas or communicate important messages? How will the signs be displayed (do you have easels, are they in frames, can they stand on their own)? Do you need garlands or other touches to dress up any signs? Are these ordered?
Do you have a guest book? Do you have pens for the guest book?
Do you have a card box? Pro-tip: beautiful is good, secure is great, beautiful and secure is the best!
If people have gifted you decor/essential items, when will these items be arriving? Pro-tip: gifts are great! Make sure that whoever is delivering them will arrive in plenty of time for the gifted items to be set up!
Do you have a timeline that you sent to vendors?
Who will be making sure the timeline is running according to plan throughout the event?
Have you applied for your marriage license? Pro-tip: in California, you can apply for a marriage license up to 90 days in advance! Be sure to schedule your appointment to apply early!
Is the “cards and gifts” table going to be visible throughout the wedding? If not, do you want the cards hidden away at some point? Pro-tip: it is always a good idea to hide away cards and card boxes after cocktail hour!
Will someone need to move the cards and gifts to the reception area? Who will do this?
If you are going somewhere other than home after the wedding have you packed your overnight bag?
How will the overnight bag(s) get to your hotel?
GETTING READY:
Where are you and your fiance getting ready?
Who are you each getting ready with?
How will everyone be arriving to their respective getting ready locations?
If people are driving, will they be able to leave their car overnight?
If you are getting ready somewhere other than your home have you packed a bag?
Did you include:
Deodorant
Emergency makeup
Makeup remover
Toothbrush/toothpaste
Undergarments (and backup undergarments!!)
Some kind of jacket
Robe or something to wear while getting ready
JEWELRY
Shoes
Back up flats JUST IN CASE
Another outfit/dress JUST IN CASE
If applicable, backup contacts
Contact solution
Glasses
Eye drops
Tissues
Femine products JUST IN CASE
6. Do you have instructions from your hair and makeup team about how they would like everyone to arrive (freshly washed hair, fresh face, no preference, wash on site, etc.)?
7. Has your hair and makeup team confirmed they have enough time and staff to complete all of the professional services they’ve been contract for based on your timeline?
8 Are there enough mirrors/outlets for everyone in your getting ready space? (Pro-tip: If not, bring an extra mirror and a power strip or two)
9. Is there drinking water available where you are getting ready? If not, who will bring this?
10. When will you eat breakfast/lunch? If someone needs to bring food, who will it be? When will they buy it?
11. Do you want wine/beer/champagne/other alcohol while you are getting ready? Who will bring this? When will they buy it? How much will they buy? Pro-tip: Don’t forget cups!!!
12. Is there a refrigerator for food/drinks? Pro-tip: if not, bring a cooler or bring things that don’t need to be kept cool!
13. Who will clean up the food/getting ready mess when you are done?
14. Who will be gathering your personal items if you can’t leave them overnight?
15. If you are getting ready at the venue and you can’t leave your items in the bridal suite during the wedding, where will these items be stored?
16. Does everyone you are getting ready with know the plan?
CEREMONY:
Who will bring the marriage license to the venue?
Do you have ceremony programs? Where will these be placed? Who will place them?
Who is walking down the aisle (family, bridal party, officiant, other)?
What order are they walking in?
If anyone walking in the processional is not standing for the ceremony, do you have a plan of where they will sit after they walk down the aisle? Do have reserved signs for these seats?
Where will everyone walk from?
How long is your processional song(s)? Is it long enough to have everyone walk?
If you have multiple songs, who will cue the musician for the change of song?
Do you have a mic/speakers for the ceremony?
When will the officiant arrive so they can do a sound check?
Do you have a ring box?
Who will carry the rings down the aisle?
Did you write your own vows?
Who is bringing the vows to the venue?
Who will carry the vows down the aisle?
Do you have a bridesmaid to hold your bouquet while you exchange rings? If not, what will you do with the bouquet during the ceremony?
Have you specified to your photographer any special photos you would like during the ceremony?
Does you DJ/band know the absolute last line of the ceremony in order to cue the music?
Where will you go once you recess? Does your photo/video team know about this?
Where will your bridal party go once they recess? Your family?
When will you sign the marriage license?
Who will be your witness(es)?
Where will the marriage license go for the remainder of the reception once it is signed?
Who is releasing the guests from the ceremony area? (Hint: typically the officiant will do this unless they are participating in the recessional, in which case the DJ will make the announcement for guests to join cocktail hour.)
Do guests need to be guided to a different area for cocktail hour? Who will do this?
Do chairs need to be moved from the ceremony to reception area? Who will do this?
If your ceremony venue is different from your reception venue how will you and your guests be transported from the ceremony to the reception?
COCKTAIL HOUR
What will guests be doing during cocktail hour (i.e playing games, photo ops, or simply be mingling)?
Are there chairs for people to sit if they want/need to?
Is your caterer providing apps? How will apps be served?
Who will clean up the app plates/station?
Will you be taking pictures during this time?
Have you scoped out areas you would like to take pictures before hand?
Are you taking pictures with family members?
How will the family members know when they are needed for pictures?
Does your photographer have a list of pictures you want? Pro-tip: this list should include all of the different groups of people you want to take photos with!
Are you going to be able to eat any of the apps?
If your bar is switching locations, will anything need to be moved from cocktail area to reception area? Do you have enough bartenders to make this happen?
RECEPTION:
How will guests know when to sit for dinner? Is the DJ/MC going to make an announcement?
How will guests know where to sit for dinner? Do you have a seating chart or place cards?
Are you doing a grand entrance? Who will participate? Who will line them up and announce them? Pro-tip: typically the DJ/MC will do this in conjunction with the coordination team!
What will you do after the grand entrance (first dance, welcome speech, sit for dinner, other)?
If you are doing your first dance right after your grand entrance, where will the bridal party stand while you dance? Pro-tip: It can be distracting to have the bridal party searching for seats while you dance. Typically they will stand somewhere predetermined around the dance floor to watch you dance before taking their seats!
Does the bridal party already know where they should sit for dinner?
How will guests have access to water during dinner? Will someone be pouring water/refilling glasses, will there be water carafes on tables, or will there be a water dispenser that guests can retrieve water from? If there are dispensers or carafes of water who will refill these?
How will dinner be served (buffet, family style, or plated)?
If you are doing a buffet, who will release the tables to the buffet?
If you are doing buffet, will you make your own plate or will someone be doing this for you? Pro-tip: If you are going through the buffet, usually the newly weds go first!
Are you going to walk around to tables to say hi to everyone and take table pictures during dinner?
Have you allowed yourself enough time to eat and to say hi? Pro-tip: it typically takes 3-7 minutes per table on average for table photos!
Have you predetermined who will be giving toasts and the order in which they will be given? Are you planning to open the floor for any guests who would like to give toasts? Pro-tip: make sure your DJ/MC knows the speech/toast plan!!
Who will clean up the dinner plates? If the plates are rentals from a company outside of the catering team, does the catering/bussing team know how the rental company prefers the plates to be returned to them?
If you are doing any choreographed dances, does the DJ/musician know?
If you are doing a money dance, do you have safety pins or another way to keep the money secure while you are dancing? Where will these be located? Who will bring them to you?
Do you have a separate bouquet to throw for a bouquet toss so your special bouquet doesn’t get messed up?
Do you have a things for cake cutting (knife, serving utensils, plates)? Pro-tip: designate some one (if you don’t have a coordination team) to place cake cutting utensils, plates, forks, napkins, and water by the cake before your cake cutting!
How will dessert be served? Pro-tip: caterers can be a bit finicky about cutting cake and serving dessert that they didn’t provide! Confirm they are either open to serving these items OR make alternative plans!
Are you doing a grand exit?
Who will line everyone up and make sure sparklers are lit/glow sticks are cracked/bubbles are ready/or whatever else you have planned is prepared?
If you are doing sparklers, where will the hot sparkler sticks go after the exit? Pro-tip: you will need a large bucket (or four!) with water close by so guests can dispose of their sparklers safely after the exit!
How will you leave the venue?
Who will make sure your personal items are in your exit vehicle?
Where will you go after the reception? If it is a hotel, have you already checked in?
CLEAN UP:
When do all vendors need to be off property? Who will make sure this happens? Is there a fine if guests/vendors are on property longer than the contract time?
Have you confirmed with all vendors that the clean-up window is large enough for them to clean/clear at the end of the reception?
Which, if any, vendors are returning to collect things at the end of the night? (i.e. rentals, bathroom trailer pick-up, florist, etc.?)
Who will take your decorations at the end of the night? Which vehicle are they going into? Does this person know the plan?
Who is removing floral arrangements? Can guests take these? Where do you want leftover florals to go?
What do you want to do with your bouquet after the wedding? Do you want to save it? Do you know the process of preserving the bouquet in the way you want? Pro-tip: Make a preservation plan for your bouquet ahead of time and make sure that whoever if taking it knows what they must do THAT NIGHT to ensure the bouquet is in optimum condition for preservation!
Where do extra favors go?
Do you want leftovers? Where does leftover food/cake go?
If the florist doesn’t need anything back and where would you like the leftover centerpieces to go?
Does your venue require a final walkthrough with the coordination team at the end of cleanup?
How to Create Your Own Wedding Timeline
Follow this guide to create a comprehensive and professional timeline for your big day!
Hello and happy planning! Let’s talk about the wedding day holy-grail, the beacon in the night, the vendor’s bible - of course, we are talking about nothing other than THE WEDDING DAY TIMELINE! Having a clearly laid out, realistic, and accurate timeline is key to ensuring your day flows as planned.
Note: The following timeline sample timeline is only intended to exemplify a potential flow of a wedding day. When we create timelines, they are formatted in a much more comprehensive format that allows for more details and easier access to information. We create custom timelines for all of our couples! If you are one of ours, we got you :)
General Organization & Getting Started
I typically divide my timeline’s into a few sections:
A section at the very top outlining key locations and information
Vendor arrival time (w/ contact info & contracted service start time)
Getting ready
Pre-ceremony (guest arrival) & Ceremony
Cocktail hour
Reception
After I have the general sections of my timeline carved out, it is time to begin filling in details.
First thing is first, I always say that almost everything in the timeline is as flexible or inflexible as you’d like them to be (with a solid team of vendors and a punctual group of guests, of course), but there are three things in the day that aren’t particularly flexible: the time dinner is ready, a firm “out” time from your venue, and the sunset. Of course, with enough notice, the kitchen can slow dinner to a point and some venues may be willing to add on extra time at the end of the night, though it’s more common for venue contracts to include firm “out” times with hefty fines should the contracted end time be surpassed. The sunset, however, waits for no one.
With that in mind, I begin my timelines by Googling the sunset for the date and location in question. That goes into my timeline first. From there, I add in my “vendor access” time and “vendor out” time. If the venue has specified actual event start and end times, then I will fill those in next.
Key Information Section
At the top of the timeline it is important to include the most basic, most pivotal information for you, your family, and your vendors!
Make sure the following information is prominently displayed:
Getting ready locations (for both you and your fiance) including hotel name & address
Reception & Ceremony locations (list separately if not the same venue!!). Make sure to list venue names & addresses!
Coordination team contact information & venue liaison contact information is also super important to place right at the top of the timeline document for easy access to vendors should they have any issues finding the venue, parking, or locating the load-in area!
Bonus: Whenever I create a timeline I always include a “snapshot” of the huge details at the very top of the timeline. This will include:
Guest arrival time
Ceremony start time
Cocktail hour start time
Dinner served time
Reception end time
Vendor out time
This is beneficial for you to keep in mind these key times, and also makes the times easier to reference for vendors.
After the “Key Information” is clearly laid out at the top of your timeline document, you can begin filling in the rest.
Vendor Arrival Section
The first section I include in my timeline is entirely dedicated to vendor arrival times. Although most of this happens simultaneously to the getting ready activities, but I like to clearly list it in its own section so vendors don’t get confused by all of the details that specifically pertain to your getting ready process and vice versa.
Vendor arrival times can typically be found on contracts OR simply ask your vendors what time they plan to arrive based on their service start time! Mine might looks something like this:
Vendor Arrival Timeline Example
11am Vendor access to venue begins
11am Coordinator arrives at venue
11am Hair & makeup arrives to begin setting up
11am Rental company arrives to drop off & set up rentals
12pm Florist arrives to begin setting up
1pm Photographer arrives to take getting ready pictures
2pm Caterer arrives to begin setting up
2pm DJ arrives to begin setting up
2:30pm Bartender arrives to begin setting up
2:30pm Shuttle arrives at hotel to pick up groom & groomsmen
4pm Officiant arrives for sound check w/ DJ
Getting Ready Section
From there, I typically skip to the end of the “Getting Ready” section and work backwards. For example, if guests are arriving at 4pm, I would skip ahead to the end of “Getting Ready” and fill in whatever you will be doing at the time and then work backwards through the day until I figure out what time the hair and makeup team should arrive. When I’m done, it might look something like this:
Getting Ready Timeline Example
11am Bridesmaids arrive at venue to get settled in bridal suite
11am Hair & makeup team arrives to set up
11:15am Bridesmaids hair and makeup started
11:30am Bride eats early lunch
12pm Bride hair and makeup started
2pm Bride finishing touches on hair and makeup
2:30pm Bride dress goes on
2:45pm Bridesmaids photos
2:45pm Groom & groomsmen in shuttle on the way to venue
3:15pm Groom & groomsmen arrive at venue
3:30pm First look w/ bride & groom
3:50pm Bride hidden away in bridal suite w/ bridesmaids for guest arrival at 4pm
3:50pm Groomsmen photos
Pre-Ceremony & Ceremony
From there we move to the “Pre-ceremony/Ceremony” section. This is fairly simple. Start with whatever time you put on your invites (I recommend listing the invite time as 30 minutes prior to your ceremony start time). Make sure to confirm with your officiant the estimated ceremony length. They will have practiced several times and should have a fairly accurate estimate. My timeline might look something like this:
Ceremony Timeline Example
4pm Guests begin arriving / Pre-ceremony music playing / water station open
4:25pm Guests asked to take their seats for ceremony
4:25pm Bridal party lined up for processional
4:30pm Processional Begins
5pm Ceremony Concludes
5pm Couple recesses to bridal suite to take 15 minutes to process ceremony
Cocktail Hour Section
From there, we move to cocktail hour. Be sure to confirm with your catering and bar team their start times and service plans. The cocktail hour section is typically straight forward as well. Mine might look something like this:
Cocktail Hour Timeline Example
5pm Cocktail hour begins
5pm Bar opens
5pm Appetizers served
5pm Lawn games open to guests
5:15pm Officiant, witnesses, & photographer join couple to sign marriage license
5:30pm Family photos
5:50pm Group photos of bridal party
5:55pm Guests asked to take their seats in reception area
Reception Section
That brings us to the reception portion of your timeline. These can very greatly, so before we get to my example, I’ll give you some insight into why I make some of the suggestions I do to so many of my couples:
Pro-tip #1: When guests are initially asked to take their seats for the reception, they have a tendency to make a mass bee-line for the bar instead. Have the announcement made 5 minutes early and plan the next activity 10 minutes after the “official” start of the reception.
Pro-tip #2: If you are planning on doing a grand entrance and involving your bridal party in it, make a clear plan of where they will stand/sit after the entrance. This is especially important if you are going straight into your first dance after. Typically the bridal party will stand around the dance floor out of the way of photos and other guests’ view to watch the first dance and avoid distraction by all attempting to find their seats in the midst of an important moment.
Pro-tip #3: Whether you are eating a plated dinner or going through a buffet, make sure to be the first to eat (most catering, coordination, and venue teams will make sure this happens anyway!). This way you have a chance to eat before you jump into the next round of activities.
Pro-tip #4: If you plan to do table photos, expect to spend about 3-7 minutes at each table. It doesn’t sound like a ton of time, but if you multiply the ladder by 15 tables you’ve suddenly spent almost 2 hours of your night taking table photos!
Pro-tip #5: We typically average toasts out to ~5 minutes each, but take that with a MASSIVE grain of salt. You know your friends! If they are long winded, give them a maximum amount of speaking time and schedule extra time anyway! If your loved ones tend to be on the shy side, plan on 5 minutes anyway! It is better to have extra time baked in than find yourself behind schedule!
Pro-tip #6: Sunset WILL NOT wait. Golden hour starts about an hour before true sunset and lasts about 5-10 minutes after depending on the weather and your location. Take your venue into consideration, though! If you are planning a wedding in the mountains, the sun has a tendency to slip behind them way before true sunset and you’ll need to start your photos earlier!
Pro-tip #7: Cake cutting is fun and people want to see it. If anyone is planning on leaving early though, they will usually wait for dessert. For that reason, you don’t want to schedule it too early, but you also don’t want to schedule it so late that anyone becomes uncomfortable while trying to be polite.
Pro-tip #8: Cake cutting can pull people’s attention from the dance floor. Bring energy back to the dance floor by immediately following it with the bouquet & garter toss, or if you’re skipping those activities, planning a fun upbeat song to follow the cake cutting and running back out to the dance floor yourself!
Reception Timeline Example
6:10pm Grand entrance
6:15pm First dance
6:20pm Bride and groom served plated dinner from caterer before buffet opens
6:30pm Buffet open, DJ releases tables
6:45pm Bride and groom take pictures with each of the tables
7:15pm Toasts (4 toasts)
7:35pm Father/bride dance
7:40pm Groom/mom dance
7:45pm Open dance floor
7:45pm Couple leaves for sunset photos
8:17pm SUNSET
8:30pm Couple returns from sunset photos
8:45pm Cake cutting
8:50pm Bouquet toss
8:55pm Garter toss
9pm Dessert bar open
9pm Open dancing until the end of the night
10pm Music off
10pm Rentals return to collect items
11pm Vendors out
If you have any questions or need guidance on creating your own timeline, feel free to reach out! I’d love to help you! Happy planning!
DIY: Is it right for me, how much should I do, and how do I get started?
At some point in the wedding planning process most couples are faced with a choice: what can I DIY and what should I buy? I adore DIY Weddings. But, as much as it pains me, a huge focus of this blog will be “is DIY for me?” and “how much DIY is too much DIY?” as much as I hate to think if these realities, it doesn’t stop them from being very real factors for every engaged couple. We are going to tackle this topic by answering a few questions: first, “I want a DIY wedding will it work for me?” second, “what kind of things are easy to DIY?”, and finally, “is there a such thing as too much DIY?”
When getting started on wedding planning I think most people go through a few stages. Stage 1: excitement! You just got engaged and you’re stoked! Stage 2: overwhelmed. You jump on Pinterest, maybe do a little venue research and suddenly feel like there are 10 million decisions to make and have a quick panic. Stage 3: confidence. You book that first vendor and suddenly feel like you’re back on top of the wedding planning game. Stage 4-6: repeat stages 1-3 a few times. Stage 7: check in on how much you’ve spent and toy with the idea of cancelling everything and eloping instead. Stage 8: realize you don’t want to cancel your wedding and consider planting a garden so you can do your own wedding flowers for free. Stage 9: repeat stages 1-3 again. Stage 10: acceptance and love. Your wedding day comes and everything is okay, because you got to marry your person and that was all that ever mattered.
At some point in the wedding planning process most couples are faced with a choice: what can I DIY and what should I buy? I adore DIY Weddings. But, as much as it pains me, a huge focus of this blog will be “is DIY for me?” and “how much DIY is too much DIY?” We are going to tackle this topic by answering a few questions: first, “I want a DIY wedding will it work for me?” second, “what kind of things are easy to DIY?”, and finally, “is there a such thing as too much DIY?”
I WANT TO DIY BUT IS IT RIGHT FOR ME??
To figure this out you need to ask yourself a few questions:
What time frame am I working with? Are you planning a wedding 2 years away or 6 months away?
How much time every week will I be able to spend working on these projects? Maybe you are planning a wedding 2 years away but you work 60 hour weeks and won’t have as much time to spend. Maybe you are getting married in 6 months but have a lot of time to dedicate to wedding preparations.
Am I crafty or is this new territory for me? Being already crafty is a huge plus, but don’t count yourself out on the DIY if you aren’t already into crafting. Just take into consideration, if you are new to crafting you may need a little more time and support to bring some of your ideas to life.
What is my support system like? Think about your friends and family. Are they involved in your wedding planning? Do they have time to help you with projects? It is important to look at this really carefully. Remember, it is your wedding and nobody is going to care about it quite as much as you do. There is nothing wrong with that! But you want to make sure that you don’t lean too heavily on certain members of your support system or else they will burn out! So make sure you have enough people to delegate tasks to!
Is my support system crafty or skilled in areas that will make this process smoother? Having a support system who is already great at crafting is a big bonus.
Will I actually save money doing this? DIY can be a great way to save money, but it also can add up very quickly if you aren’t careful to track your spending.
Will the money I save be worth the time I will spend? Sometimes the answer is yes. Sometimes it doesn’t even come down to money; maybe DIY is just a way to stay connected to your wedding throughout the planning process. Just be sure to have realistic expectations about how long some projects will take.
It is infinitely better to ask yourself these questions before you get going and realize that maybe you’ve bitten off a little more than you can chew. Or maybe are on the fence and by asking yourself these questions you found the inspiration to go for it!
Once you have worked through these questions and decided you would like to take on some (or maybe all) DIY projects, it is very helpful to come up with a clear vision for your wedding aesthetic. Even if you want a hodgepodge of eclectic decor, it is great to decide what kind of eclectic you want! All vintage items? All boho items? Super modern and minimalist? Whatever you decide, try to do so before starting projects. It will make your life a lot easier, trust me.
What kind of things are easy to DIY?
You can DIY virtually every aspect involved with a wedding. From the venue, to the food, to the decorations, to the music, to the bar, literally every single aspect could be taken on as a project. That is all A LOT to take on, and most people don’t choose to DIY every single aspect. There are a few easy projects that you can take on yourself though. Table numbers, seating charts, wedding signs, party favors, and centerpieces rank among what I would consider to be the easiest.
You can do Table numbers so many different ways. You can make this as simple or as involved as you would like. Some of the most common easy DIY table number tricks are
Printing out the numbers on card stock paper and clipping them into free standing picture holder. You can find these at any craft store, target, Walmart, or of course Amazon.
Printing the numbers out and putting them in picture frames
If you have access to a vinyl printer there are even more options, including staining wood planks and putting vinyl numbers on them. You can leave the wood raw or stain it to match your color scheme and aesthetic. Another idea is to use clear acrylic sheets and print the numbers on those. Make them stand by using the free standing picture holders on the bottom.
If you don’t have a vinyl printer you can always order the vinyl numbers from Etsy and apply them yourself.
Seating charts are also another relatively easy item to create on your own. There are plenty of approaches to take on this too.
The easiest way to do this is to create a seating chart on your computer and printing it out at Costco, Staples, or any big printing company. Check with your local stores to make sure they can print in the size you want (most are happy to print on large sturdy poster board). You can dress it up by downloading some layouts from Etsy or create your own design!
Finding or creating a structure that you can hang the table assignments from. I have a lovely copper structure that works amazing for this. I use some wire to string from side to side and then use mini clothespins (Dollar Tree sells packs of 50 for just a dollar) to hang the individual table assignments from.
You can also write your table assignments on a mirror or chalkboard paint pens, just be sure to measure out how much space you have first before writing. Pro tip- while measuring, tape ribbon to the outside of the frame to create equally sized sections for your seats. This way you don’t make marks that need to be erased later and your sections are equal.
If you are going the rustic route, find an old pallet, stain it, and either hang printing table assignments using the techniques I mentioned earlier, or write them on with a paint pen!
Wedding signs are also fairly easy to make!
You can of course print them on poster board using the same place you choose to get your seating chart, if you choose to go that route.
You can also print the signs out and put them in picture frames! I always love this option. They look so cute and classy.
Another option is going to chalkboard route. You can either find cute frames and paint the glass part with chalkboard paint. A simpler option is to buy chalkboard signs from your local craft store.
You can also go the mirror sign route or the acrylic sign route. You can use paint pens on either of these or if you have access to a vinyl printer, printing vinyl letters always looks nice, too!
DIYing party favors can be simple and is a really nice personal touch since these will be going home with guests.
There are really so many routes to take on this one. You can make goody bags, koozies, something that relates specifically to you and your fiance’s life, some kind of homemade snack or craft, really the list just goes on and on.
My sister and her husband made these adorable little coasters by slicing a tree branch that fell in their backyard, sealing and staining them.
A couple from a few weekends ago used small plastic drink shakers that they put their wedding date using vinyl letters. They filled the shaker with candy wrapped in their wedding colors.
Another couple used shot glasses that doubled as place cards for their guests.
The possibilities are really endless.
Centerpieces can be as easy or as intricate as you make them. We will talk about some more simple centerpiece options for now.
If you are choosing to not use a florist you and are going to do your own flowers (really a whole other DIY project that deserves its own podcast) you can find simple vases. I’m a big advocate for finding vases or candle holders from thrift stores. This is more cost effective and creates less waste.
You can also find vases and candle holders (including the large clear hurricane candle holders) from the Dollar Tree.
I’m always partial to upcycling. I love when people putting together more casual weddings use empty wine or beer bottles. Just take the labels off and you have got some amazing and unique vases!
There are SO many directions to go with these, so it is really helpful to have a clear vision of color and style that you want before you start collecting things.
Check out my Instagram @theweddingplannerla to get some ideas and more in depth tricks on how to create some of the DIY projects mentioned here
IS THERE SUCH A THING AS TOO MUCH DIY
A wedding is such a big milestone in your life. The day comes and goes so quickly, so doing small projects over a period of time to prepare for this moment is a great way to stay connected and truly savor this special time in your life. A lot of people take a year to two years to plan a wedding, and that’s a lot of time to get things done… or so it seems. So to answer our question “Is there such a thing as too much DIY?” we need to go back to the questions you asked yourself in the beginning of this blog.
There are plenty of people out there that can really pull off incredibly involved 100% DIY weddings. This requires an incredible amount of time and discipline. If you have a lot of support that really does go a long way, too. You could also DIY 100% of your wedding but go the very simplistic, minimalist route. This vibe has been very popular lately, too. Just because you can DIY everything, doesn’t necessarily mean that you should. If your reasons are purely budget related, make sure you weigh all options. By the time you are done DIYing things, you may just end up spending more than if you had gone the rental or all inclusive venue route. If you really just love projects and you have the time and the support, then GO FOR It. Again, little projects wedding related are a great way to stay connected to such a monumental event in your life, especially when you start planning a long time in advance.
So what happens when you start a DIY project and it isn’t coming out how you pictured?
I have two very opposite philosophies for you:
1st, did you ever read the book “A beautiful oops” as a child? Basically, the idea, is in art, there is no such thing as a mistake, just an “oops” that might change your outcome from what you expected, but the outcome will still be beautiful.
When you are working on your DIY projects, be kind to yourself. Just because your craft isn’t looking just like what you saw on Pinterest doesn’t mean that it isn’t beautiful. Perhaps it your trial and errors you will come up with something completely unique!
2nd, have you ever heard of the sunk cost fallacy? Sorry, this is going to get a little philosophical, but I think this is relevant to many aspects of wedding planning. The Sunk Cost Fallacy is the idea that because you spent time and mney on something, it is better to see it through to the end, instead of quitting when you realize its not working.
When you are working on a project and it simply isn’t working, don’t keep pouring time and resources into it. Those resources and time could be used to work on a different project that you will LOVE!
I told you those ideologies are complete opposites, but they are both really great to keep in your mind and balance between while working on your DIY projects.
No matter what you decide to DIY or not DIY your wedding will be beautiful and unique because it is yours! I’d love to hear all about your projects and just generally how wedding planning is going! Shoot me an email at theweddingplannerla@gmail.com to let me know how the process is going for you!
Making your Wedding YOURS: The Ins and Outs of Wedding Customization
Congrats on your engagement! What an exciting time and FUN new hobby you have. Wedding planning is such a unique task of life. There are so many different stylistic directions you can go in, so many different rabbits to chase. But how can you make sure that your wedding is truly reflecting you and your fiance’s personality? Well, the possibilities are endless! Here are a few things to consider when creating YOUR vision.
Congrats on your engagement! What an exciting time and FUN new hobby you have. Wedding planning is such a unique task of life. There are so many different stylistic directions you can go in, so many different rabbits to chase. But how can you make sure that your wedding is truly reflecting you and your fiance’s personality? Well, the possibilities are endless! Here are a few things to consider when creating YOUR vision.
Party size- are you and your fiance wanting a huge party with lots of loved ones surrounding you? Or are you both more of the low key type, who would prefer an intimate wedding or even an elopement? There are no right or wrong answers here, it is just what you both want. If you both have different temperaments and one would like a big wedding and the other small, consider a compromise. You can have a small intimate ceremony with a larger reception to follow. Or even an elopement with a larger reception at a later date!
Venue- are you more of the classic-romantic-indoor-golf-course type people? Maybe you are more of the boho-beach type? Perhaps you could only ever see yourself getting married in a vineyard? Again- the only correct answer is to find a place that matches YOU and YOUR FIANCE’s vision. If you both have very different ideas of where you’d like to be married, don’t worry! There are so many venues that offer combinations of certain elements that can make everyone happy. If you want a beach wedding but your fiance wants a wedding in the woods, consider somewhere in Malibu or even further north on the west coast. If you want a wedding in vineyard but your fiance wants a wedding at a hotel ballroom, consider a vineyard with a gorgeous indoor reception area. There is bound to be a compromise out there, no matter how different your visions may be.
Style- There are plenty of amazing themed and styled weddings out there to use for inspiration, but don’t forget to put your own personal touch on it! Wedding “styles” and “themes” are only a thing because someone at sometime thought a certain combination of items would be pretty together. Don’t be afraid to be a pioneer! One of my favorite weddings I worked incorporated small gold dinosaurs all over the place because they were both archeologists! Conventional? Of course not. Cool and memorable? You bet! At my own wedding we had a petting zoo and beer donkey’s, because we love animals and wanted to be surrounded by them on our wedding day! Even if you love the rustic look, or the boho vibe, or the classic romantic wedding idea there are so many ways to incorporate your own personality into the decor.
Food- there is absolutely no rules when it comes to food. If you want a plated dinner of chicken and fish go for it. If you are more of a pizza person, get a pizza buffet. If you just want your wedding to be super casual have a potluck! Just find something that works for you, matches your personality, and matches your vision. (Full disclaimer: I don’t recommend a food truck or buffet with a larger wedding. The lines can get long and it takes a lot of time- BUT that is only my opinion!)
Flowers- Do you love flowers and want a million? Have them! If you hate flowers then don’t have a single one. Find a color scheme that fits you and run with it. If yellow and purple are your favorite colors, GO FOR IT! If you just want white roses and greenery, that it totally fine too.
Wedding attire- You want to find something to wear that you can be comfortable in, but you also want to find something you feel your very best in. For some people that may be a bright white dress with a beautiful princess skirt. For others that may be a sleek crepe formfitting dress. For others it may be a cool suit. You don’t need to dress like anything you are not just because “its a wedding.” your fiance wants to marry YOU because they love YOU and that includes your personal style.
Dancing- One of my favorite weddings I have ever worked had ZERO dancing. They planned a wedding that was around food and conversation. I personally LOVE to dance and made it the largest time allocation for my wedding. You know yourself, your fiance, and your friends. Is that something that is important to you all or are you not into dancing?
Special dances- I am asked about these a lot both as coordinator and a DJ. Not all families are the same. You do not have to dance with a parent if they are not a part of your life anymore. If you still want to do a dance, dance with a brother, cousin, other parent, aunt, uncle, anyone who has had a big and positive impact on your life. If you don’t want to share a “spotlight moment” with anyone skip it altogether! It will be totally fine and no one will notice.
Other “traditional” wedding events- are uncomfortable with the thought of your new husband swimming through your dress in front of your whole family, there is no need to do a garter toss! If you don’t want to do a first dance, skip it! If you don’t want to eat cake while everyone is watching you, don’t do the cake cutting, or skip the announcement so it isn’t a spectacle. If you want to add extra events, like the shoe game, or extra special dances, that is totally fine too. Traditions weren’t traditions until someone started them. So start your own!
The bar- to open the bar or to not open the bar, that is the question (kind of). There are a lot of variations of this (i.e having an open bar for cocktail hour and then a paid bar for the rest of the night, only providing champagne for a champagne toast, or having a dry wedding). Take your preferences, your fiance’s preferences, and your friends and families interests. If you think having an open bar is going to keep people dancing all night, go for it! If you don’t want an open bar, that’s fine too (just let your guests know ahead of time).
Creative Ways to Save Money on a Wedding
Looking for creative ways to save money on your wedding? Check out this list (originally written for an extreme wedding budget) for ideas on where to cut costs.
A huge hurdle for many people in wedding planning is creating the day of their dreams on a very tight budget. It can be discouraging to see vendors with such amazing quality products and services at prices that seem so unattainable. Don’t let this get you down! I always try to remind people of two very important things:
1. the absolute most important part of the entire day is committing your life to someone else. Everything else is extra.
2. Where there is a will there is a way, and a tight budget doesn’t mean any less quality of a day. I originally wrote this list of budget saving ideas for a bride with a $3k budget for her whole wedding. So if some of these measures seem extreme, that is why.
EXTREME WAYS TO SAVE MONEY ON A WEDDING
Use someone’s backyard! A free/cheap venue will save you big time. The venue typically makes up for a huge chunk of the wedding budget. By finding an extremely inexpensive/free venue you will save yourself thousands of dollars. Is a backyard not available? Look into city owned parks! You will need a permit, but these are typically anywhere from $50-$200 for the day! Be sure to consider alcohol licensing if you are going the park route!
Lulu’s has super inexpensive and pretty wedding dresses (less than $100). Notable mentions: Cocomelody, JJs House (the quality from JJs House is a bit hit or miss), Shein (check reviews), etc. By finding a beautiful dress from a less expensive shop you can save A LOT! Lulu’s dresses tend to be a bit more casual but most of their wedding dresses range from $90-$350. Cocomelody has a lot more “bridal” options that are absolutely gorgeous in the $350-$850 range.
Have food either be potluck or get a taco truck! “My Taco Man” is shockingly inexpensive (we’re talking less than $1000 for 200 people) and has good reviews. My Taco Man is specific to LA, but the idea holds up across the country. Taco trucks or generally any caterer who is familiar with large events but not necessarily weddings are a great way to save money. If you are thinking of going to potluck route then you will really save money. Ask everyone to bring a dish as a wedding present!
Get a keg or two instead of a full bar. Renting a full bar or opting for a venue that provides a bar (at a price, of course) really adds up. Depending on your venue you may need someone to serve the alcohol, but if you are able to use a friend or relatives backyard that is one more expense you don’t need to worry about
Check out thrift shops and craigslist for decorations and get creative!! People throw weddings every single week. There are so many decorations that are available to buy second hand. If you want to get really creative, look for items in thrift stores that aren’t wedding specific. They will be even less expensive. Candle holders, items for center pieces, even cake stands are great examples of items you can repurpose.
Have a friend officiate. Becoming ordained online is completely free! If you have a friend who you think is an awesome public speaker and can capture the tone of your wedding ask them to officiate your wedding. In Los Angeles most officiants range from $250-$600 depending on your needs. This could be a huge savings if you have a friend or family member up for the task!
Buy your flowers from the flower market and make your own arrangements. If a flower market isn’t available in your location Trader Joe’s or Costco also have beautiful flowers for very inexpensive. This will, of course, mean someone will need to set up all of your centerpieces, bouquets, or any other place you may want to set up flowers. If you, your bridal party, coordinator, or family are able to do this you can save a lot! Florists can be very expensive and for good reason! The work they do is beautiful, but if it’s not in your budget, this is a great way to save!
Have a friend coordinate. I, obviously, say this with severe reservations, BUT it can save you money. It is important to have some one spear-heading all of the behind-the-scenes happenings of your wedding day. If a professional is not in your budget make sure you have delegated this task to someone. BUT! On the other side of that, a good coordinator can actually save you a lot of money and stress. I allow my clients to use my decorations. This is a huge savings for them. I have relationships with other vendors who offer special deals to my clients. Again, this is a huge savings. If you are planning on using a day of coordinator, find one who is well connected with great decorations in addition to being an amazing coordinator!
Find an up-and-coming photographer who is trying to build their portfolio. This can definitely be risky business. At the end of the night the wedding ends, everyone goes home, and pictures or video are really going to be what you have to remember the day by. If you are taking a chance on someone be sure they fully understand what goes into wedding photography. Find someone who has some samples of their work that you really like, but be sure that those samples include action shots. It takes a special kind of talent to capture the mood of a live moment in a picture! Ask for an engagement shoot to see if their talents and style translate to you!
rent a speaker and make an awesome Spotify playlist. I think splurging on a DJ is worth is because it ties everything else together and a good DJ will also end up coordinating for you, BUT I’m super biased because I started in the wedding industry as DJ. It truly pains me to say this. DJs have so much to offer to the overall feel of the evening. They are your MC, they read the room and keep the music moving in a way Spotify never can. At the end of the day though, if you can’t afford it don’t do it. Rent a speaker and microphone, make an awesome playlist, and save that money! Pro-tip: make multiple playlists. The vibe of cocktail hour is different from dinner, and the vibe of dinner is different from dancing. While we all love to shake it to Lizzo, she’s not exactly what grandma wants to listen to while eating her chicken.
Make your own cake or buy one from the grocery store. Wedding cakes can cost A LOT. The irony, it almost never is fully eaten (trust, I throw away A LOT of cake at the end of weddings). I have left many weddings where only a few slices where even taken. Yes they are pretty for pictures, and cake cutting is a wedding tradition, but do you really need to break your budget for a Pinterest worthy cake? Probably not. If you or someone you know is particularly gifted at cake making GREAT! If not, Costco makes amazing, simple, multi-tiered cakes for under $100. Best part, they’re yummy!
Make a wedding website (free on Zola if you don’t buy the domain) and have people RSVP there. Send invites via email. If you have your heart set on mailing invites, print your own. Skip the save the dates. Invitations and save the dates seem so insignificant in the grand scheme of things, but once you add postage they really start to add up. Websites like Vistaprint or Shuterfly offer inexpensive options. You can also buy an invitation format on Etsy, customize it and then print them at home! Reduce your spending further by having people RSVP online at a wedding website. If you are on a very tight budget consider sending invitations via email. Bonus- its a very eco-friendly option.
Skip party favors! Yes it is nice to send your guests off with a little something, but it is not necessary. I can’t tell you how many times dozens of party favors are left at the end of the night. Your guests are not going to cherish whatever trinket they receive from your wedding, but they will cherish the opportunity to be there for you on your special day!
Have a small bridal party or skip the bridal party altogether. Having a bridal party adds up. Even if you are going to have them pay for their own clothes, make-up and hair, believe me, it adds up. $15/person for a bridal party gift may not seem expensive, but multiply that by 10 bridesmaids and 10 groomsmen and you’ve really added a huge expense. Save yourself the cost by cutting down on your bridal party.
Have a smaller guest list. It can be tempting to invite every person you’ve ever met, but if you are on a tight budget don’t succumb to the temptation! Every single person you invite is an added expense. If your budget won’t allow a huge guest list, then make sure the people you are inviting will truly add something to your special day by being present!
My Very Real Wedding Budget
Weddings are expensive. Budgets are hard. The sky is blue. Fish swim. Yeah yeah yeah. But what are all of those teeny tiny details that add up to so much?? Here is my personal breakdown of exactly where my money has been spent on my wedding.
Weddings are expensive. Budgets are hard. The sky is blue. Fish swim. Yeah yeah yeah. But what are all of those teeny tiny details that add up to so much?? Here is my personal breakdown of exactly where my money was spent on my summer 2019 wedding.
Some additional details worth knowing before looking at this: I chose a very DIY venue because I love projects and I have a lot of connections with vendors given my career choice so I needed to be able to bring my own vendors. I was lucky enough to have some of my wonderful professional wedding vendor friends gift me services. Those vendors are still listed here as part of an overall checklist, but if you are using this as a guideline for your own budget definitely consider the actual cost. This wedding was planned in 2019. The exact same wedding today, even with all the gifted services, would easily cost another $10k.
Wedding Budget
Venue- Reptacular Ranch
Venue fee $3,995
Zebra $300
Petting Zoo Package $250
2 Extra Hours $350
Cleaning fee for trailers $100
Extra people charge ($11x100) $1,100
Total: $6,095
Caterer- Rutt’s Catering
175 people @ $1,293.03
2 service staff for 2 hours @ $100/each
$300 tip
Total: $1,793
Hors D'oeuvres- TJ’s Charcuterie/Cheese/Fruit (Items bought independently - board assembled by a catering friend)
Brie 6lbs $36
Yellow mild cheddar 4lbs $20
White sharp cheddar 4 lbs $20
Blue cheese 4lbs $25
Goat cheese 4lbs $24
Charcuterie 16 packages $48
Plastic shot glasses $20
Mini plastic forks $6
Shrimp $40
Cocktail sauce $10
Chips $10
Mango salsa $15
Pasta salad (1-2 bites in plastic shot glass) $20
Crackers 12 packages $40
Spinach dip $20
Bread for dip $20
Fruit (berries, pineapple, figs, etc) $30
Olives $20
Tax & platters $60
Attendant (set up and break down- 2 hours) $60
Attendant Tip $20
Total: $540
Cake- Gelson’s Bakery 2 tier cake/Store bought or homemade pies
2 tier cake (9” base, 6” top) naked design w/ succulents applied later @ $175
5 pies @ $8/each + tax = $45
20 mini pies @$4.50/ea. = $99
Total: $319
Bar- Self Made
1 Bartender x 10 hrs @ $20/hr + $200 tip (+ tip jar for guests to tip) $400
Water & Soda $150
Beer 1 Keg $250
Beer 74 btls of beer for pre-ceremony $100
2 cases of white wine $210
2 cases of red wine $250
Old Fashion Materials
10 btls Bulleit Bourbon $500
Oranges $30
5 btls bitters $50
Sugar cubes $10
Moscow Mules Materials
10 btls Kirkland $340
Five 4 packs of ginger beer $90
Limes $25
Lime mix $50
Total: $2,455
DJ & Photo booth- Electric Entertainment
8 hours DJ $800 (FRIEND)
Coordinator $250 (FRIEND)
Photo booth (FRIEND)
Photo booth decorations (FRIEND)
Total: $1,050
Photographer- Ryuji Morita
8 Hours w/ second shooter $800
Tip $200
Total: $1,000
Videographer- Light up Video
Videographer (FRIEND)
Total: $0
Officiant-
30 Minute Ceremony
Total: $250
Hair & Make Up
Hair: Nikki (FRIEND)
Makeup: Sam (FRIEND)
Flowers- Los Angeles Flower Market
Bouquet flowers $100
Table flowers $200
Random other flowers $50
Succulents $125
Total: $475
Decorations
Table linen (white linens and lace overlay) $300
Empty wine bottles FREE
Weird vases/jars/decanters from Goodwill $70
Giant flower pots for alter $30
Big mirror $70
Miscellaneous free/cheap things $180
Teapots/teacups for centerpieces $50
Total: $800
Save the Dates & Invitations- Vistaprint
Save the Dates $200
Invitations $156
Thank you cards $30
Total: $386
Dress/Shoes/Alterations-
Dress $375 (Cocomelody)
Alterations $175
Cleaning $150
Custom converse $60
Total: $760
Suit/Shoes
Suit $250
Shoes $50
Accessories (tie, socks, etc.) $100
Total: $400
Miscellaneous-
Plates $350
Cups (rented from bartender)
175 Water glasses
100 Old Fashioned glasses
100 Wine glasses
175 beer/other beverage glasses
= $440
Water carafes $50
Coffee & tea station (via bartender) $175
Total: $1,015
Gifts
Bridesmaids: Robe, personalized Champagne glass, bracelet $15/each x 8 =$120
Groomsmen: Tie, pocket square, socks $35/each x 8 = $280
Nikki Thank You- Custom bath wine holder, wine, spa things $75
Sam Thank You- $75
Dave Thank You- $75
Total: $625
GRAND TOTAL: $17,963
Wedding Budgeting: A Building block to wedding planning
A guide to building a wedding budget! Wedding planning can be overwhelming. The question I come across most is “where the heck do I even start?” The answer (for me) is quite simple: BUDGET BUDGET BUDGET. Weddings have a reputation for being expensive and often exceeding budgets. The absolute best way to avoid this is to begin wedding planning by fully mapping out exactly how you will allocate your money. It doesn’t matter if you have $3,000 or $300,000. All weddings, in my opinion, should start with budgeting.
Wedding planning can be overwhelming. The question I come across most is “where the heck do I even start?” The answer (for me) is quite simple: BUDGET BUDGET BUDGET. Weddings have a reputation for being expensive and often exceeding budgets. The absolute best way to avoid this is to begin wedding planning by fully mapping out exactly how you will allocate your money. It doesn’t matter if you have $3,000 or $300,000. All weddings, in my opinion, should start with budgeting.
How do we actually do this? Begin by deciding on a firm budget. Let’s use $100,000 as our example budget with a guest count of 150. From there you want to figure out exactly what you will be budgeting for. To simplify this process create a list of all vendors you will be using and items you will absolutely be purchasing. Here is my example outline:
Venue
Caterer
Rentals
Planner or Day of Coordinator
Music/Sound Equipment
Officiant
Photographer
Videographer
Bar
Dessert
Florist
Dress/Suits
Wedding Bands
Hair & Makeup
Save the Dates/Invitations
Decorations
Misc. (i.e bridal party gifts, photo booth, etc.)
As a guideline, the budget is, on average, allocated as follows:
48-50 % of total budget to reception (venue/rentals/food/bar/cake)
6-8% for florals
8-10% for attire
8-10% for entertainment/music
10-12% percent for photo/video
1-2% percent for invitations
1-2% percent for gifts
10-12% for miscellaneous items like an officiant, wedding coordinator, decor, hair and makeup, etc.
5-10% of your money for unforeseen expenses. Things happen, so it is best to set money aside from the beginning in order to address these expenses as they arise.
How your budget is allocated will vary dramatically depending on what you value, access to vendors, and a million other little details. Take this snapshot with a grain of salt. As you read through the rest of this blog you will see that in the example budget, the money is not exactly inline with this breakdown!
Before we go any further, there are three very important things to note.
1. Price out everything before booking anything to ensure you are able to stay within your budget after you chose all of your vendors. This process should go a few steps further than simply Googling the average costs of a vendor. Be sure to look in your area within the parameters that you are interested in booking. This process can be tedious without a planner, but it is possible! Patience, diligence, and perseverance will go a long way in this search!
2. Manage your expectations. The interest can be a blessing and a curse when it comes to wedding planning. On the plus side, inspiration is easy to come by. On the downside, the readily available examples of gorgeous wedding features can make otherwise incredible designs seem… insignificant. Before falling in love with anything wedding related (easier said than done), be sure to research the cost of that particular design, service, element, etc.
3. Vendors will book other clients! This isn’t meant to worry you, or rush you, it’s more to help you have a realistic expectation. Vendors cannot hold a date without a deposit. If you find someone you love, try to price out the other vendors fairly quickly so you can pay your deposit and secure that vendor you have fallen in love with.
VENUE
The biggest expense of most weddings is the venue. Venues come in so many shapes and sizes. Some will include every single thing you will need for your wedding, others will be a complete blank slate. Just choosing what kind of venue you want can be overwhelming. Narrow down your process by first deciding what kind of aesthetic you would like. Have you been picturing a banquet hall? A beachfront wedding with an indoor reception? Or perhaps a 100% outdoor wedding in the mountains? Once you decide on one (or maybe two) styles of venue that would bring you the most joy, begin doing research into venues that match your vision in your area. This can be done through a simple google search, word of mouth, or even social media. Price out a few options and add this information to your overall budget, BEFORE BOOKING. Before booking is key. Maybe you found a $15,000 venue that is almost a blank slate. $5,000 sounds like a lot, but it is important to price out each vendor before booking anything to make sure this will actually fit in your budget.
For our example budget, I am going to use a beautiful DIY outdoor wedding in Los Angeles that costs $10,000 for the full day. Our example venue will include onsite parking, bathrooms, and a gorgeous space to host a wedding.
The venue will require security (+$2,500), valet (+$1,850), & an additional fee to use their dumpsters (+$500). With these additional required charges, the venue total is $14,850.
CATERER
Catering is another huge expense. There are so many options out there and your approach to finding this vendor really depends on your budget. There are many venues that include catering, and they can actually be a great way to save money and time. This doesn’t work with everyone’s wedding vision though! If you have found a venue you love that does not include catering then selecting this vendor is a great next step. Before deciding on a caterer you will want to decide how you would like the food served. Do you want a more involved plated, elaborate, five course meal or are you more interested in a buffet? Find a caterer that is willing to serve the food in a way that you would like. Also consider the accommodations your ideal venue offers for a caterer. Does your venue have a full kitchen for a caterer to work in? Will your caterer need to bring a mobile setup? Can you afford the type of caterer that can work with the venue? These are all things that need to be discussed prior to booking your venue or your caterer. Don’t forget to budget in a 20% tip for the staff!
For our example budget, let’s use a fusion caterer who will provide 3-4 tray passed appetizers during cocktail hour and a plated dinner with two protein options for your guests to choose between. They do not provide plates, utensils, glassware, or napkins, but they will clear the tables & return the dinnerware rental items to the delivery vessels the rental company provides. They will slice & serve a cake that I purchase separately and take care of trash removal for the duration of the event. They will charge $76/person + 9% service fee + 20% tip for a total of $14,706.00
Rentals
You may or may not need rentals for your wedding depending on the venue that you go with. It is important to accurately gauge the cost of rentals prior to booking a venue in order to fully understand whether or not everything will wok into your budget and maintain your design vision.
For our example, I will need power, a kitchen build out for my caterer, dinner tables, table linens, ceremony & reception chairs, 4 8ft wooden miscellaneous tables, 2 physical bar rentals, overhead lighting, drinking glasses (water, wine, rocks, pint, & champagne), plates, silverware, napkins, space heaters, and umbrellas. Assuming I edge of the more conservative side of design, my rentals will cost roughly $18,000 + $950 delivery, install, & pick up fee for a total of $18,950.
PLANNER/COORDINATOR
A planner can absolutely help you map out your budget. Planners have experience and relationships with other vendors that can actually end up saving you money in the long run. Even if they can’t save you money, they can save you a lot of time by using their experience to pinpoint vendors that will help your unique wedding vision come to life. The irony is, what if you can’t afford the planner once you have budgeted everything else? I recommend doing at least a rough draft of your budget prior to booking a planner to make sure you can fit one into your budget. If you cannot fit one into your budget or are excited to do the wedding planning journey on your own, a Day of Coordinator will go a long way. On the day of your wedding you don’t want to have to stress about the details. Let someone else do this for you! Look into a few options and add the prices to your outline. Don’t forget to budget in a tip!
For our example budget, I will say we will use a Day of Coordinator who will set up and breakdown all of my decorations, coordinate with my other vendors, and generally vibes well with (spoiler alert, it’s me). The price will be $2,050 for 12 hours of coordination on the day of my wedding and a few meetings throughout the month leading up to the wedding. I will budget in $500 tip for a total of $2,550.
MUSIC
Music and your MC are very important for the flow of the evening. You want to start your budgeting process by considering your preferences and needs. Do you want a DJ and MC? Have you been envisioning a live band? If you want a live band, will the one you find also MC or will you need to find someone else to do this. Decide on these factors and then begin looking for musicians that offer exactly what you’re envisioning. Again, a Google search goes a long way. Websites like The Knot or WeddingWire are great resources to find these types of vendors as well. The prices can vary significantly, but my biggest advice would be to read reviews!! If you found a DJ who is super fun on the phone and is only charging $400 for eight hours, you definitely want to do your research. If it seems too good to be true, it just might be. You only get one shot at your dream wedding and it is better to spend a bit more to be happy at the end of the day then feel like you wasted any money by choosing a cheaper option. Whoever you end up going with, don’t forget to budget in a tip!
For our example budget, I will choose a DJ who doubles as an MC. This person will work with my coordinator throughout the day, make announcements, and keep the party going throughout the night. They will charge me $2,500 for 8 hours of actual music, two sound systems, and lighting for the dance floor. I will budget in $250 tip. In total I will spend $2,750.
OFFICIANT
There are many directions to go when it comes to your officiant. You may want a very religious ceremony and you will want someone who can match that tone. Perhaps you are not religious at all and you would like to avoid any mention of religion in your ceremony. You will want to find an officiant that can really capture you and your partners relationship and lifestyle in a ceremony. Officiants range in price. Find a few that you are interested in meeting with and put the price of the most expensive officiant from that list on your budget outline.
For our example budget, I will use a non denominational officiant who meshes well with my personality. They will charge $750 for a 30 minute ceremony. I have found two back up officiants in case this one books someone else before I am ready. They are both willing to work for the same price.
MARRIAGE LICENSE
The cost of these vary a bit from city to city. In Los Angeles (as of 2019) the cost of a marriage license is $90. If you aren’t getting married in Los Angeles a quick google search will tell you the going rate!
PHOTOGRAPHER/VIDEOGRAPHER
I’m lumping these two together for research purposes. There are so many styles of photographs and videos out there. You want to start your search by looking into the many styles available. Do you want pictures that are darker and more artistic? Are you interested in very light, bright, and whimsical photos? Find your style and then find a few photographers in your budget. There are many great photographers/videographers out there, but there is definitely something to be said for someone with wedding experience. Everyone has to start somewhere and giving a new vendor a chance is AWESOME! Just be sure that they are prepared to do all of the above and beyond work that an experienced wedding photographer or videographer are willing to do. Don’t forget to budget in a tip!
For our example budget, I will choose a photographer whose style I LOVE! I looked through their portfolio, I read the reviews, and this person offers all of the things I was hoping for. They will include a free engagement shoot when I book them for my wedding. They will charge $4,200 for eight hours on my wedding day, a second photographer to capture different angles, and 500 edited photos. I will choose a videographer whose style I also love. They will offer eight hours of video coverage and deliver a 6 minute clip of the highlights of my wedding. They will charge $2,700 for all of this. I will tip the photographer $500, and their assistant $100. I will tip the videographer $500. In total I will spend $8,000 on photo & video.
BAR
The bar can be included with some venues or even some caterers. If it is not going to be included or if you’d like to create your own anyway, then you’ll need to consider a few things. First, there are many bar rental companies that include EVERYTHING. This will get you the physical bar, a bartender, full open bar for the evening, set up and breakdown. There are many companies that will send just bartenders who will show up, serve the alcohol you have bought, clean a little at the end, and leave. There are of course many options for anything in between. If you have your heart set on making your own bar make sure that your venue allows this! Many venues will either insist you use their bar, or at very least hire a licensed bartender. This is another reason you want to research all of your vendors PRIOR to booking anything. Don’t forget to budget in a tip!
For our example budget, I will have two signature cocktails, beer, and wine. I will hire two bartenders to serve alcohol throughout my wedding. The cost of the standard bar package including the alcohol I want is $45/guest + the hourly rate of 2 bartenders x 6 hrs of bar service (plus $250 tip each). I will spend $7,730.
DESSERT
Cake cutting is a staple at many weddings. The artistry that goes into cake making comes at a price, though! Find a style that you would like and then find a few bakeries that can create your vision. A more recent common trend is a full dessert table. Some people lay out a selection of cookies, maybe you love pie and want a whole table of pie, maybe you want a donut wall, whatever it is you want, budget for it! Don’t forget to budget in a tip!
For our example wedding, I will go with a smaller two tier cake and eight pies. I will choose to use a bakery for the cake and find pies at my local baker. The cake will cost me $875 and the pies will cost another $35/pie x 8 pies. The bakery will not be providing cake or pie stands., but they will deliver for free. I will tip $200. My total is $1,315.
FLORIST
Flowers are beautiful. They enhance any event they grace. They are expensive, though. Consider exactly what kind of look you would like to include at your wedding. Are you wanting big bouquets of roses on every table? Are you more of a wildflower person? Maybe you just want a bunch of greenery everywhere! No matter what you like, make sure that you have a vision and then find someone who can accomplish this vision within your budget. Again, read those reviews! Price out a few options and put the price of your favorite on your budget outline. Don’t forget to budget in a tip!
For our example budget, I will choose to use big green garlands and palm fronds to decorate everything. Even my example bouquet will be a collection of greenery with just a few flowers mixed in. My florist will charge me $5,500 for six bridesmaids bouquets, my bouquet, 5 50ft. garland table runner for centerpieces, greenery on my altar, and a three garlands for my dessert table, sweetheart table, and gift table. My groomsmen will not have boutonnieres. I will budget a tip of $250 for all of the hard work I anticipate going into my greenery. The total for florals will cost $5,750.
WEDDING ATTIRE
The wedding dress hunt can be an intimidating one. It can also make or break your budget. There is no shortage of dresses or suits out there but the search can still be tireless. This can be a little tricky, and maybe not so fun, but think of a number that you will not spend a penny over. You can always come back to this aspect at the end if you need (or have) a little more wiggle room in your budget. Don’t forget to budget for alterations, jewelry, and shoes!! Almost every wedding dress will need to be altered to fit your body properly, even if it is custom made.
For our example budget, I will budget $2,500 for my dress and another $500 for alterations. After looking online and deciding on a few designers and local bridal shops I like, I am confident I can find something within my price range. I’ll likely need another $150 for shoes, $150 for undergarments, but my accessories will be gifted to me. I will also budget $550 for my future husbands suit, another $100 for his tie and pocket square, and another $100 for his shoes. Our attire will total is $4,050.
WEDDING BANDS (rings)
These are also often left out of budgets. People have different reasoning for this. If you are choosing to think of these as a separate expense from your wedding that is fine, but I personally consider it an expense. Like so many other wedding related things, there are a lot of styles and options. Find some that you like and add the most expensive ones to your budget. It is always better to over budget, than under budget.
For our example budget, I have found a beautiful wedding band that I love. I already love my engagement ring so much and I don’t want it to be overshadowed by my wedding band, so I found something simple that is only $120. My partner wants something a little more unique and involved and they range from $250-$450. I will budget the full $450. This lands us at $570 for wedding bands.
HAIR & MAKEUP
Much like photography and videography hair and makeup can come in many styles. Before actually booking this vendor(s) you will want to do a trial run, but for our budgeting purposes find a few (1-3) that you really likes style and put them on your budget outline. Don’t forget to budget in a tip!
For our example budget, I will go with a makeup artist who does a lovely natural look. She will charge $650 for my makeup. She has a great recommendation for a hairstylist who is willing to package their deals and will cost me another $250. My bridesmaids will all pay for their own hair and makeup services. I have found two backup makeup artists and one back up hair stylist who are willing to work at the same rate in case my trial run with my first choice does not go as planned. They will all charge $250 for the trial which I am absolutely going to do. No matter who I go with I will budget a tip of $75 for my hair and $75 for my makeup. My total cost is $1,600.
SAVE THE DATES/INVITATIONS
These guys often are forgotten when it comes to budgeting. They seem so incidental, but add up quickly. Consider how many guests you will invite, but remember you only need one invitation per household. Also remember to budget for stamps. They may only be a few cents each but if you are sending 150 invitations that‘s another almost $75 you will need to account for!
For our example budget, I will need 70 invitations for the 150 guests I plan to invite. I will order 90 just in case some get lost in the mail or I think of other people I would like to invite in the event some of my guests decline the invitation. I also want the same amount of magnetic save the dates. I will order them through a well known large print company. Both will come with envelopes but I will need stamps. My save the dates will cost $250, plus another $75 for stamps. My invitations will cost $320 plus another $75 for stamps. My total spent on these will be $720.
DECORATIONS
Decorations and personal touches can add up quickly! Whether you chose to hire a decorator, rent decor items, or source decor items independently, this is an expense that shouldn’t be left out of your budget! If you are choosing to find your own decorations make a careful list of the things you *think* you will purchase and budget accordingly. When it comes to decorations it is always better to assume you will need a larger budget than you would expect.
For our example budget, my day of coordinator has a selection of decorations that I have access too which I plan to use to save some money! I will use her table numbers, unplugged ceremony sign, bar sign, candle votives, and a few other miscellaneous items to supplement the other design elements I will source independently. I know I need a seating chart and seating cards, but I know there are other things I will want too. I’m still not sure what they are. Even if I decide now, I will probably change my mind before the wedding. I am going to give myself $1,000 to come up with my own decorations.
MISCELLANEOUS
Depending on what your other vendors will provide or offer as upgrades you may find yourself needing a few other things. Many caterers provide plates and utensils, but some don’t. Sometimes the caterer, bar, or venue will provide drinking glasses, sometimes they won’t. If you are getting married at an outdoor venue you may need to consider climate control (i.e space heaters, tents, or umbrellas). Some other more common miscellaneous items are wedding website, photo booth, coffee station, party favors, cocktail hour entertainment etc. There are any number of miscellaneous items that you may need to consider for your own individual wants and needs. Try to plan for as many of these items as possible when writing out your budget.
For our example budget, I am going all out. I know my DJ offers a photo booth for $495 for 3 hours. I want that. I know they also offer uplights at $30/each. I want 16. I want a coffee station by my dessert table. My caterer offers this upgrade for $150. I need party favors, a wedding website, a mimosa bar for while I’m getting ready, a change of shoes for when I’m dancing, gifts for my bridal party, a special car to pick us up at the end of the wedding.... THE WORKS. I have looked into every single one of these ideas and learned that between the packages offered by my vendors and the things I need to collect on my own this will all cost me at least another $1,600, assuming I don’t think of anything else I’d like to add (I will). I know that I should allocate ~8-10% of my overall budget to misc. though so I will allocate $7,500 to this category. Maybe I spend it, maybe I don’t, but it is better to be prepared!
NOW WHAT??
Once you have completed your budget, total everything up and see where you land. Maybe you have realized you need to change a few vendors you had in mind for someone that will work better in your budget. Maybe you have found extra money in your budget and you can splurge in other areas. Now jump on those vendors, because finding a vendor you love just to learn your date has been booked is no fun!
So how did we do on our example budget? Remember we are planning on around 150 guests. Let’s tally.
Venue- $14,850.00
Caterer- $14,706.00
Rentals- $18,950.00
Planner or Day of Coordinator- $2,550.00
Music/Sound Equipment- $2,750.00
Officiant- $750
Marriage License- $90
Photographer & Videographer- $8,000.00
Bar- $7,730.00
Dessert- $1,315.00
Florist- $5,750.00
Wedding bands- $570
Dress/Suits- $4,050.00
Hair & Makeup- $1,600.00
Save the Dates/Invitations- $720.00
Decorations- $1,000.00
Misc.- $7,500.00
TOTAL: $92,881.00
GREAT NEWS! The example budget came in a bit under what I have set aside to spend on my wedding! Maybe I will take that extra money and put it towards a trip or a house. Maybe I will decide that I can splurge a bit more in certain areas of my budget! Whatever I need to do, at least now I have mapped everything out and know exactly where I will stand on my budget. Now I am ready to take on the next steps of wedding planning.
Happy budgeting!!