7 Wedding Decor Ideas to Set the Stage for Your Big Day
Wedding decor is one of the funnest parts of wedding planning. The options are truly endless, and it can all become overwhelming. To help you navigate the world of wedding decor, we've curated a list of popular trends that are sure to impress your guests:
Wedding decor is one of the funnest parts of wedding planning. The options are truly endless, and it can all become overwhelming. To help you navigate the world of wedding decor, we've curated a list of popular trends that are sure to impress your guests:
*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.*
A Beautiful Card Box
Card boxes can be made of simple cardboard, or gold and glass! Since many guests opt to send their gifts directly to a couple’s home, a card box is a must have for collecting cards filled with well-wishes.
Our favorite card boxes:
Greenery Galore
We all love wedding flowers, but greenery is also an important accent to your venue. Garlands, hanging vines, and potted plants bring a fresh, organic feel to your wedding venue. This trend pairs well with a rustic or garden wedding theme, but can also add a touch of whimsy to a more modern celebration. Consider using different textures and shades of greens to create a layered and visually interesting effect.
Pro-tip: don’t be afraid of fake greenery! You can mix it in with real flowers or use it to line an aisle. Fake greenery is much easier to work with as well.
Statement Lighting
Lighting can completely transform a space, and your wedding day is no exception. String lights draped overhead, fairy lights in jars, or hanging lanterns can create a magical and intimate atmosphere. You can also use colored lighting strategically to highlight specific areas, like the dance floor or the dessert table.
Welcome Signage
A beautiful welcome sign sets the tone for your wedding and lets guests know they've arrived at the right place. But your welcome sign can be a mirror, a wooden board, or even a chalkboard. You can use custom vinyl stickers to personalize your welcome sign with your names, wedding date, or even a special message. No matter what style you choose, make sure it reflects the overall theme of your wedding.
Photo Backdrop
Create a fun and interactive element for your guests with a designated photo backdrop. This could be anything from a floral wall to a sequined curtain. Don't forget to provide props like hats, boas, and signs to add to the fun! For a unique touch, consider using a vintage car, a doorway adorned with flowers, or a scenic spot outdoors as your backdrop.
Signature Cocktails
This may not technically be decor, but you can choose a signature cocktail that reflects your personality. A well-placed bar sign with your signature cocktails listed is a perfect touch. You can even name them after your beloved pets! Garnishes like fresh fruit or herbs can elevate the drink’s presentation. If you're having a summer wedding, a refreshing lavender lemonade or a watermelon mojito might be perfect. For a winter wedding, a warm spiced cider or a pear martini could be delicious options.
Guestbook Alternatives
Guestbooks are a lovely way for your guests to leave you well wishes and memories from your special day. But there are so many creative alternatives out there these days! Consider an instant photo guestbook, where guests can take a polaroid picture and write a message on the back. Providing an empty photo album will allow your guests to slip the photo in so it doesn't get lost! A globe guestbook is another fun option - guests can sign a globe and leave a message. You can display your globe in your home and remember all the people who made your wedding special.
Rehearsal Dinner Planning Guide
Rehearsal dinner usually immediately follows the ceremony rehearsal and is typically the final gathering of friends and family prior to the big day. Below is a planning guide to help you manage the who, what, when, where, why, and how of this event. Follow this guide or share it with the event host for a smooth rehearsal dinner planning experience!
Wedding day is right around the corner! A ceremony rehearsal is almost always necessary in order to get the bridal party and family members on the same page about how the ceremony, and the day as a whole, will run. This time is a great opportunity to share the timeline, ceremony details, and other pertinent information that you won’t want to spend time explaining on the actual wedding day.
Rehearsal dinner usually immediately follows the ceremony rehearsal and is typically the final gathering of friends and family prior to the big day. Below is a planning guide to help you manage the who, what, when, where, why, and how of this event. Follow this guide or share it with the event host for a smooth rehearsal dinner planning experience!
What is the purpose of rehearsal dinner?
This event is intended to gather your bridal party and immediate family in an intimate setting before the big day. Oftentimes family or bridal party members travel for your wedding and/or take time away from work or other obligations to attend the rehearsal and celebrate your love. This is an opportunity to show thanks for all that your bridal party and family have done for you!
When should the rehearsal dinner take place?
Rehearsal dinner typically occurs directly following the ceremony rehearsal. This means that it will take place either the night before or a few days prior to your wedding. While it is called “rehearsal dinner” it doesn’t necessarily have to be a dinner. If you host the rehearsal earlier in the day, it can be a rehearsal brunch or lunch. If you want something a little less formal you can have a rehearsal “happy hour” or something similar that implies a gathering that doesn’t necessarily include a full meal.
Pro-tip #1: Know your friends and plan accordingly. If you have a bridal party that likes to drink heavily, host the event two days before your wedding instead of the night before. No one wants a hungover bridal party on their wedding day! If this isn’t an option, limit the alcohol provided to wine and beer only.
Example rehearsal dinner planning timeline-
6 months prior to the wedding-
Create a guest list for the rehearsal dinner
Decide on the general “feel” for your rehearsal dinner (formal, casual, something in between?)
Contact ceremony venue and confirm rehearsal date
Find & book a venue to host the dinner
3 months prior to the wedding-
Consider how you want to invite your guests to rehearsal dinner
Order invitations if necessary
2 months prior to the wedding-
Send out invitations to rehearsal dinner (send these sooner if a lot of guests are traveling so they can book travel arrangements accordingly!)
1 month prior to the wedding-
Find decor for rehearsal dinner
Select attire for rehearsal dinner
1 day(ish) prior to the wedding-
Host ceremony rehearsal
Host rehearsal dinner
Who hosts the rehearsal dinner?
Traditionally the groom’s parents take on this task, but the host can be anyone, and completely depends on your situation. If the groom’s parents aren’t able to host- or if you have two brides-, it can be the bride’s parents, other relatives, or even yourselves! The bridal party doesn’t typically take charge of this event, since the event is intended as a “thank you” for them.
How should I invite people?
As always, there are no set rules. Sending formal invitations by mail is great if you have the time and wiggle room in the budget, but not necessary by any means! Many other wedding blogs and older generations would strongly disagree with me on this, though, so be prepared for a host coming from an older generation to find formal invitations necessary. Since the guest list is typically just those absolutely closest to you, invitations can easily be sent via email, Facebook, or even a quick text!
No matter how you choose to spread word about the party, the invitations do not need to be as formal as the wedding invitations. These invitations also do not need to be a reflection of your wedding design in any way, though they usually do incorporate aspects of your wedding design. You, or the host, can pick whatever aesthetic makes you all happy!
Pro-tip #2: If you and your host disagree on how invitations should be sent, choosing to mail more casual invitations with bright colors and fun fonts can be a good compromise!
Pro-tip #3: Take this one with a grain of salt, but… pick and choose your battles. There will probably be plenty of opinions coming your way about the wedding that you will need to navigate. If the host of this event feels really strongly about the invitations, this may not be the hill to die on.
Who should be invited?
Who you invite depends on the overall feel you are going for. Typically it is just your immediate family and anyone who is walking down the aisle (in other words, any one who needs to attend the ceremony rehearsal).
Here is a general outline of who is typically invited:
Your bridal party AND a guest*
*Not everyone has to have a guest. If they have traveled out of town with a “plus one” to your wedding, that person is usually invited to the rehearsal dinner. If you are good friends with their significant other, that person should be invited. If they are scrolling through Tinder and find someone they’d like to invite... you DEFINITELY don’t need to invite them.
Your immediate families (if your relationship with them allows for this)
If the host has a larger budget and you have a large wedding guest list (usually applicable if 250+), occasionally extended family who traveled from out of town will be invited too. If you invite your out of town extended family, most people will include their in town relatives as well.
What information should the invitations include?
As always, names, date, location, and time will need to be included on the invitation. The host should also specify what kind of refreshments can be expected (appetizers only, full dinner, hosted bar, BYOB, no alcohol, etc.) Be sure to include the time and location of the actual ceremony rehearsal, too!
The rehearsal dinner host may also want to include their name and that is totally fine! People will often word the invites “The parents/aunt/cousin/friend/etc. of X invite you to the wedding rehearsal of their daughter/son/other to [Fiance name here] [list time and location]. Dinner to follow [list time and location].”
Information at a glance:
Bride(s) & Groom(s) names
Date
Ceremony rehearsal time
Ceremony rehearsal location
“Dinner to follow at……”
Rehearsal dinner time
Rehearsal dinner location
Who should pay for the rehearsal dinner?
The cost of the rehearsal dinner typically will fall on the host. This varies on a case by case basis depending on financial situations. Some hosts may ask you to pay for a portion of the rehearsal dinner. If you cannot afford to fund any portion of the party, let the host know, and suggest a more casual or smaller rehearsal dinner to accommodate their budget! Much like the actual wedding, budget isn’t what defines the day. The most important aspect is celebrating your love while surrounded by the people who mean the most to you and your fiance! (See the end of blog for full example budget breakdowns.)
Where should the rehearsal dinner be hosted?
The rehearsal dinner can be hosted in any location, it will just depend on the size of the guest list, access to space, and budget. While the event can be as formal or informal as the host would like, they are usually hosted at a restaurant near the wedding venue. Choosing a private room in a restaurant can often be less expensive since so much will be included (i.e. in house catering, tables, chairs, flatware, plates, napkins, drinkware, bar, centerpieces, etc.) If a restaurant is not in the budget, a casual backyard get together is not out of the norm!
Pro-tip #4: Since the ceremony rehearsal usually takes place at the ceremony venue, it is most convenient for guests if rehearsal dinner is held at a restaurant or other location nearby.
What should we do at the rehearsal dinner?
Eat, drink, and socialize! The rehearsal is a great opportunity to distribute gifts to the bridal party and family. It is also the perfect time to allow bridal party members who will not be giving toasts at the wedding to give a quick speech!
Is a full meal expected at the rehearsal dinner?
YES! This does not mean you have to include one, but if you do not plan to serve a full dinner, communicate that with your guests so they can plan accordingly.
Rehearsals are typically a nicer meal, but that doesn’t mean yours has to be! A backyard BBQ or quick pizza party is completely acceptable! If the host wants to go all out and provide a full 5 course, sit down dinner, that is fine, too. As long as they are paying for it, and you are comfortable with it, there are no right or wrong answers as to what should be served.
What should be included in the budget?
This completely depends on what the budget allows for and what the host chooses to include! Below are some typical things to consider budgeting for:
Venue
Catering
Tables, chairs, plates, cups, flatware, napkins, etc.
Bar
Cake/dessert
Invitations
Decor
Miscellaneous
Of course there are endless approaches to maximize any budget! Below are 3 example budgets for rehearsal dinners.
Example 1 (the “bells and whistles” example)- overall budget $9k
40 guests, 2.5 hour party
Party Planner- $850
Venue- Nice Restaurant (includes tables, chairs, plates, flatware, cups, and food)- @ $100/person = $4,000
Bar (through venue- beer, wine, & top shelf liquor)- @ $30/person = $1,200
Photographer- $500
Music/entertainment (Live guitarist & singer)- $600
Cake from speciality bakery (2 tier 6” base, 4” top tier)- $450
Invitations (mailed invitations, w/ stamps & envelopes)- @$5/household = $90
Decor- $1,300
1 large balloon display $200
Florist (garland runners for tables & 2 accent pieces)- $1,000
Signage (welcome sign, seating chart, place cards, etc.)- $150
TOTAL: $8,995
Example 2 (the “mid range” example)- overall budget $2k
40 guests, 2.5 hour party
Venue- mid range restaurant (includes tables, chairs, plates, flatware, cups, and food)- @ $30/person = $1,200
Bar (through venue- beer & wine only)- @ $15/person = $600
Music/entertainment (restaurant music)- FREE
Dessert provided by restaurant, included in per person cost- NO EXTRA FEE
Invitations (mailed invitations, w/ stamps & envelopes)- @$2/household = $60
Decor- $65
DIY Trader Joe’s flowers 4 bushels @ $5/each- $20
Dollar tree vases, 5 @ $1/each = $5
Signage (enlarged poster of engagement pic, printed at Costco)- $40
TOTAL: $1,922
Example 3 (the “ballin’ on a budget” example)- overall budget $350
40 guests, 2.5 hour party
Venue (backyard) - FREE
Catering (pizza party! 10 pizzas @ $13/each + tip)- $150
Tables & chairs (use friend’s folding tables & chairs, buy dollar tree table covers)- $10
Plates, plasticware, and drinkware (use disposable- comes with pizza)- FREE
Bar (6 cases of beer @$15/each)- $90
Music (make playlist and set up your own speaker)- FREE
Cake/dessert (single tier, local grocer)- $35
Invitations (Send out email or create Facebook event)- FREE
Decor- $50
DIY Flowers (Trader Joe’s flowers) 5 bushels @ $5/bushel = $25
Dollar store vases 1 per table @$1/each = $8
Candles & dollar tree candle votives (2 per table)- $2/each = $16
TOTAL: $335
As you can see, the third example can easily decrease in price by only offering BYOB, cutting out all decor, skipping dessert and/or ordering cheaper pizza. Basically this is all to say, no budget is too small!
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!!
Florists- Everything You Need to Know in One Place
Flowers bring life and color to weddings in a way that is unparalleled. Even if you are taking a minimalist approach, your floral arrangements help make this statement! I have compiled all of the information you need to know, the questions you need to ask before hand, and information on how to proceed after booking your florist.
This blog is divided into 3 sections-
Basic notable things to consider when looking for a florist
Questions to ask your florist
The basics
The details
The logistics
Things to do/consider after booking your florist
Flowers bring life and color to weddings in a way that is unparalleled. Even if you are taking a minimalist approach, your floral arrangements help make this statement! While florals are my personal favorite part to decor, it is admittedly a vendor I struggle to recommend. There are just so many factors to determine which florists are going to be a good fit with which couple! I have spent a lot of time sifting through what makes a good match and in the meantime come across a lot of other valuable information that can help guide your wedding florals journey. Below I have compiled all of the information you need to know, the questions you need to ask before hand, and information on how to proceed after booking your florist.
This blog is divided into 3 sections-
Things to consider when looking for a florist
Questions to ask your florist
The basics
The details
The logistics
Things to do/consider after booking your florist
Things to consider when looking for florists:
1. Florals are expensive! There is a lot of time and artistry that goes into creating your arrangements, so a lot of florists will have cost minimums in order to make any particular job worth their while. Not all florists have minimums, but IF a florists does have a minimum most will start in the $2k range and go alllll the way up from there.
2. Even if you don’t have a massive budget for a florist, you are still paying for a service and you want to be happy with the service they are providing! Be sure to look into portfolios and provide a lot of example pictures so they can tell you honestly if a) they are confident they can create the look you are after and b) accomplish this within your budget. If a florist doesn't ask for examples/inspiration photos before providing a quote, it is typically a big red flag!
3. A florist should always, always provide an itemized order list with exactly what you’ve paid for. You can typically finalize this once you are within 45-30 days of your wedding (depending on the company), but this list is as fundamental as a contract!
4. Talk through the flowers and greenery that will be in season at the time of your wedding. If you chose flowers in season, you will save big time and get more bang for your buck!
5. Make sure to check exclusivity clauses in your contract! If you want to do any DIY arrangements or use fake flowers anywhere make sure this is allowed in your contract. If it is not, discuss the possibility of them adding these pieces into the quote for the cost you would have spent DIYing those arrangements. They may not be able to do this, but it is worth asking!
6. Sometimes it is better to go big on a few items instead of thinly spreading the budget to include more pieces. If you have to adjust the items you are ordering in order to stay in budget, I highly recommend spending more on your bouquet, the sweetheart table arrangement, and the altar arrangements. These will be in SO MANY of your photos which means you'll be looking at them for years to come! You want to be happy when you see them!
7. If you really like someone's style, tell them! Everyone loves when their work is appreciated! If a florist knows that you are a big fan of their work they will be more apt to work with your budget!
8. A great way to cut costs is by repurposing the arrangements from the ceremony area later in the evening. Depending on the size and quantity these can be moved to your sweetheart table, dessert table, or anywhere else you want to spruce up!
9. Ask all of your questions, but go for quality questions over quantity (this is true for all vendors, actually). It is so, so important to get all of your questions answered, but you want to make sure you are asking the right questions. The list of questions I have included below is very comprehensive, but not 100% of the questions are necessary in every situation. Pick and choose what is relevant to you and that particular vendor!
10. You more or less get what you pay for. If someone quotes you $2k and someone else quotes you $10k for the exact same project, there is probably a reason. Take my warning with a grain of salt, though. There are plenty of florists out there on both ends of the budget spectrum that would prove me wrong on this. Avoid feeling like you wasted money by thoroughly vetting your florists. Look through portfolios, check reviews, and make sure your contract protects you, the client, and not just the florist!
Questions to ask your florist:
The Basics-
1. Are you available on my date?
2. Can you work within my budget? Be sure to list exactly what pieces you need and explain the overall aesthetic you are going for so they can properly gauge this!
3. How long have you been working with florals? How long have you been a wedding florist specifically?
3. How would you describe your typical go-to style of florals?
4. Have you created similar looks to what I am going for in the past? Can I see examples?
5. Do you have a full portfolio and/or Instagram I can look through?
6. Do you personally create the pieces for my wedding? If not, can I speak with the person who will be taking charge and can I see examples of their work?
7. Do you personally arrive to set up my arrangements and deliver the personal flowers? If not, will I be able to contact the person responsible for this beforehand?
8. Will you have any other events on my wedding day? If they do, this shouldn’t immediately count them out, but if you have a lot of moving pieces and need them throughout your wedding day, this vendor won’t work for you.
9. Are you familiar with my venue? If not can you do a venue walk through before hand to get a feel for the space?
The details-
1. Is this your full time job or do you do something else? (Note- a new or “hobby” florist is not necessarily a bad thing! Just be sure they are ready to fully commit to your wedding. Have this commitment in writing via a contract and be sure you are protected in this contract should they need to cancel).
2. Where do you source your flowers from?
3. How are the flowers transported? Will they be kept cool and out of direct sunlight so they don’t melt?
4. Do you offer drop off’s at multiple locations (i.e. if you are getting ready somewhere besides your venue or if your ceremony and reception are in separate locations can they do multiple drop offs)?
5. What flowers will be in season at the time of my wedding? Can you make some recommendations to maximize my budget while still staying true to the style I like?
6. Do you provide vases or will I need to supply them? If you do provide them, will they need be returned to you, will you pick them up, or are they mine to keep at the end?
7. Do you have any other decor rentals available?
8. Will you help me with preserving my bouquet after the wedding? If not, can you provide insight into what I can do to preserve my bouquet?
9. I want to add some flowers to my wedding cake. Can you work with my baker to make this happen?
10. Can you create a sample centerpiece and bouquet before booking so I can see that we are on the same page? If so, will this cost extra?
The logistics:
1. Will the types of flowers I am hoping to use hold up in hours of direct sunlight?
2. Will you need access to a water source?
3. Can the arrangements on my arbor be repurposed later in the event?
4. Will you stay onsite throughout to day to remove/move my altar arrangements and clear the florals at the end of the night? Is there an extra fee for this?
5. How long does it typically take you to set up this amount of florals?
6. When will I need to finalize the order?
7. How much is the deposit?
8. When is the final payment due? Do you find that this amount typically varies from the initial quote? If so, by how much?
9. Do you charge any travel/delivery/set-up fees?
10. What is your preferred method of payment?
11. If the you are renting any decor items to me, can I see an itemized price list beforehand of what I would be charged if any of those pieces go missing, are not returned at the end of the night, or are damaged?
Things to do/consider after booking your florist
1. Don’t forget to finalize your order! The florist wouldn’t let this happen anyway, but it is good to keep it in mind. Be aware of when you need to finalize your order so you can fully think through exactly what you want beforehand.
2. Keep your florist in the loop as your vision evolves. Make sure that the new ideas you want to incorporate won’t drastically change the overall cost. Something as simple as falling in love with peonies for your December wedding can easily double your quote!
3. Print out your finalized order list and delegate someone reliable to confirm everything is accounted for on the day of. If you have a planner or day of coordinator then that is the person you want to give the list to. If you don’t have a coordinator, find some one you trust who can thoroughly go through the checklist and make sure everything has been delivered and set up. If something is missing, they will need to make a note of it so you get your money back for the missing item.
4. Label bouquets and corsages. Organization is key when it comes to keeping everything running smoothly on your big day, and florals are no exception! Labeling personal flowers (and even the bigger arrangements) is a great way to guarantee all of the florals are accounted for and get to who/where they need to be! Most florists will take care of this aspect for you, but it is always good to confirm with them that they will take care of this. if you are choosing to DIY your flowers it is a great idea to bring small tags to clearly mark each bouquet, boutonniere, corsage, etc.
5. Ensure the florist has a water source (if applicable- it almost always is). The florist will usually inquire about this beforehand, but it is always a great factor to cover with your venue beforehand!
6. If you can give away your centerpieces, make sure no centerpiece is left behind! 2 ideas for this:
One great way to guarantee your centerpieces aren’t left behind is by having guests compete for them in a friendly “centerpiece game.” Usually these games are played amongst each table which also encourages conversation between guests who may not already know each other. Make sure the DJ/MC announces that the winner of the game at each table wins the centerpiece! There are several different games you can have guests play, so be sure to look into the options and personalize where you can! Click here for a few great ideas for centerpiece games!
Another, simpler, way to encourage guests to take centerpieces is to have the DJ/MC announce that they can be taken. In this scenario, guests will just take the centerpieces based on a first come (or leave in this case) first serve bases. Pro tip: make sure the DJ makes this announcement really early in the evening at a point when guests very clearly understand that the party isn’t over yet, and then remake the announcement in the last 15 minutes of the reception (if they make the announcement at the beginning of dancing, people may feel pressured to leave, but if they wait until the absolute end too many guests may be gone and not all of the centerpieces will be taken).
7. If you need to return your centerpieces, make sure your centerpieces aren’t accidentally taken by guests! If you are not giving away your centerpieces, have the DJ/MC make an announcement early in the reception and in the last 15 minutes. It is no fun to have a sad florist/decorator and extra charges at the end of the night because they are missing some of their beloved vases! Avoid this by clearly communicating with guests via your MC, and delegate a few people to retrieve any centerpieces wandering away with guests who may have missed the memo.
8. Look into ways to preserve your bouquet BEFORE your wedding. Have an idea of what you want to do with it so you can take quick action following the wedding so that it keeps as best as possible!
Did I miss anything? Let me know! Feel free to reach out with questions or comments!
As always, happy planning!!
10 Ways to Stay Organized While Wedding Planning
Staying organized is key when it comes to wedding planning! While this may come more naturally for some than others, getting an early start to organization will help everyone equally. If you have found yourself already knee deep in wedding planning with no real organization plan, don’t fret! It is never too late to get on top of organization! Here are 10 great ways to get and stay organized throughout wedding planning!
Staying organized is key when it comes to wedding planning! While this may come more naturally for some than others, getting an early start to organization will help everyone equally. If you have found yourself already knee deep in wedding planning with no real organization plan, don’t fret! It is never too late to get on top of organization! Here are 10 great ways to get and stay organized throughout wedding planning!
Create a wedding email and check it often.
Having an email specific to your wedding is helpful for two main reasons. First, this will help keep all of your wedding related emails organized and in one place. Second, once the wedding is over, this will save you from having promotional emails sent from vendors crowding your regular email’s inbox! Having a separate email will only work if you check it often, though!
Keep all of your wedding information in one spot.
There are many ways to go about this. I have come across some amazing hard copy wedding planning journal style books, however, I highly recommend going digital. This allows you to easily edit or add information as your planning evolves. I personally love Google Docs for this. With this platform it is simple to keep your information organized, the documents are easy to send out if you need to share any of the information, you can save all of your contracts into your Google Doc wedding folder, and you can invite your fiancé, bridal party, parents, planner, or whoever else to edit relevant documents (think: to-do lists!!). No matter what platform you choose, it is immensely helpful to keep everything together in one space!
Make a planning timeline.
Map out the days/months/years that you have to plan your wedding and then breakdown your vendor searches and planning process into smaller more manageable timeframes. Take into consideration what will be going on in your personal life during this time, and plan your planning around that! Mapping out your “plan of attack” for wedding planning will help you feel confident you are making progress, help you stay on top of your to-do list, and (hopefully) make the whole wedding planning process more fun!! Click here for more on creating a planning timeline.
Create a budget outline.
I may be a little budget obsessed, but it is for good reason! Budget is important! Not-so-fun fact: I once had a friend blow their budget by $60k. That was 200% their initial budget. So how did that happen? The budget wasn’t being tracked and it wasn’t accurately assessed before vendors started being booked. Avoid this situation by creating a full budget breakdown BEFORE booking any vendors. Do some research to make sure your estimates are accurate and allocate money to the things you value most. This will guide every single aspect of your wedding planning, so it is important to get a head start on this early on! Make sure that you stay within budget (or consciously decide to extend the budget) by carefully tracking every expenditure. If you have multiple people funding the wedding, track who paid what, when and using which method. This will be important not only for tracking your budget, but also for tracking what outstanding balances you still have coming. Click here for more on creating a budget outline.
Create a Pinterest board(s).
Wedding planning in the days of Pinterest has been a joy. There is a world of inspiration out there just waiting for you to tap into it. While scrolling through the millions of inspiration pictures your vision may change and that is okay! As your vision shifts, take away pins that are no longer inspiring to you. If you like something about a picture, make a note of what it is specifically that makes you want to incorporate this into your wedding. Pinterest boards are great to share with your wedding planner, florist, decorator, hair and makeup team, and baker, so keep is up to date and organized! Pro-tip: bare budget in mind when looking through Pinterest. Pinterest doesn’t filter for price, and it can be painful to fall in love with a dress or floral arrangement. That being said, just because something looks super expensive doesn’t necessarily mean it has to be. If you really love something, look into it! Maybe it is more attainable than you initially thought! Visit The Wedding Planner LA Pinterest page for inspiration!
Keep a running list of booked vendors.
Have your basic vendor info all on one page so you can find the necessary info at a glance instead of shuffling through contracts. You can format this however works best for you, but it is super useful to include the following information for each vendor all compiled in one document:
Service being provided
Company name
Contact person name
Contact person email & phone number
Number of hours booked (start and end time as soon as known!)
Remaining balance, payment due date(s), and preferred payment method
If they require a vendor meal & dietary restrictions if applicable (usually this will be your planner/coordination team, photographer, videographer, DJ/Musician, and anyone else onsite for longer than 5 hours).
Instagram handle
Make lists.
Lists are your friend. List out everything. Your big to-do list, smaller to-do list, wedding vendor research information, style inspiration, etc. Lists are great because you can track your progress and remember all of the little details that you have been or intend to work on.
Build a wedding website.
This will save you SO. MUCH. WORK. A wedding website will do a lot of organizing for you. Have your registry on the website to easily track gifts. You can even track who you have already sent thank you cards to! Have guests RSVP on the website to easily track those. Provide useful information and updates about the wedding so you don’t have 50 guests calling to ask the same question. A wedding website is an incredibly useful tool
Send thank you cards as you receive gifts.
Speaking of your registry and thank you cards, stay organized and save yourself a lot of time by writing thank you cards as you receive gifts. It is easier to track this if you have a wedding website, but even if you are going a less techy route, be sure to list the gifts you have received, immediately send a thank you, and track the thank you’s once you have sent them. Pro-tip: Trying to write 100 thank you’s at once is daunting and tiresome. Sending thank you’s as gifts come in will allow you the time to write a thoughtful response.
Create a seating chart.
First, let me say, creating a draft of this is helpful if you find yourself randomly with a few extra hours in a day, but you cannot finalize your seating chart until you get your RSVPs back. Second, this topic deserves its own blog. Check back for that one soon! In the meantime, here are two very vague reasons why a seating chart is useful:
Food service. If you are doing plated dinner, you need people committed to a seat so that they can have the meal they were intended. If you are doing food buffet style you need everyone evenly distributed so when table 1 is called there is a predictable amount of people coming over for the catering staff. If you are doing family style, you need to know exactly how many people will be at each table in order to distribute food properly.
Think back to your days of eating lunch at your high school cafeteria. It’s the first day of school and everyone is figuring out who to sit with. There are large groups of people who all love each other and want to sit together so 20 of them crowd around one lunch bench. There are five kids who are kind of friends with some of those people and they want to hang out with them, but they don’t see room for themselves. They scatter and feel a little hurt they weren’t specifically invited to the big table. There is the kid who doesn’t really know anyone so they sit off by themselves in a corner and don’t socialize with anyone. There is also everyone in between. Get ahead of the drama by assigning seats. It will make everyones life easier in the long run
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