Wedding Vocabulary A-Z

Like any industry, the wedding industry has its own unique vocabulary that may seem commonplace to anyone on the inside, but to the many, many that just pop in for a short stint to plan their own wedding is a whole new world! Honestly, wedding planning should really come with a glossary… so we made you one! With our wedding vocabulary glossary you won’t feel left in the dark, in fact, you’ll be speaking the wedding lingo like a pro in no time!

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A

Aisle- located between two clusters of seating where the guests will sit during the wedding ceremony, the aisle is the walking space between for the bride, groom, wedding party, and family members that leads to the altar where the ceremony will take place

Aisle runner- a covering, usually cloth or paper, expanding down the length of the aisle. The aisle runner is typically a rug, smother of flower petals, or roll of paper.

Altar- a backdrop for a religious wedding ceremony, typically made of candles, murals, floral arrangements, and/or a podium 

Appliqué- a piece of ornate fabric, usually lace, sewn into another fabric to create texture and dimension 

Arbor- and arch typically made of a collection of sticks, serves as a space for couples to be married under during outdoor wedding ceremonies

B

Bachelor party- a gathering of the groom-to-be’s closest friends to celebrate their friendship and his upcoming marriage (also called a “Buck’s night”)

Bachelorette party- a gathering of the bride-to-be’s closest friends to celebrate their friendship and her upcoming marriage (also called a “Hen’s night”)

Best man- the groom’s right-hand person, typically their closest friend or family member. This person is asked to stand beside the groom in support on his wedding day and assist with any wedding needs both prior to and on the day of the wedding

Black tie- a dress code in which all of the men wear formal tuxedos and the ladies wear floor length gowns

Black tie optional- a dress code in which men have the option to wear formal tuxedos, but a nice business suit is also acceptable

Bridal bouquet- a collection of flowers tied together, usually with a ribbon, intended for the bride to hold as she walks down the aisle to the wedding ceremony. The flowers symbolize happiness and satisfaction in marriage; the ribbon symbolizes fellowship and strength through community

Bridal shower- a party thrown for a bride-to-be where the guests are expected to “shower” the bride-to-be with gifts

Bride- a woman (or person who identifies as such) who is getting married

Bridesmaid- a close friend or relative of the bride who offers support throughout the wedding planning process and on the wedding day

Bridesmaid bouquet- a collection of flowers tied together intended to be held throughout the wedding ceremony by a bridesmaid

Boutonniere- a flower or small collection of flowers that is pinned to a suit jacket lapel for special occasions (like weddings)

Bouquet- a collection of flowers tied together intended to be held by a bride and/or bridesmaids as a symbol of happiness and good luck for the marriage

Bouquet toss- a tradition that usually occurs during the wedding reception where the single ladies in attendance gather and the bride tosses the bouquet into the crowd. The person who catches the bouquet is said to be married next

Buck’s night- a gathering of the groom-to-be’s closest friends to celebrate their friendship and his upcoming marriage (also called a “bachelor party”)

Buffet- a variety of dishes displayed on tables that guests can create their own plates from. This is a more casual form of serving food

Bustle- the process of pinning or buttoning the train of the bride’s dress higher on her dress to increase her mobility and function

Buttercream- a cake frosting made of whipped butter and sugar. Though it is generally found to be more delicious than fondant, it is known to quickly melt in heat

C

Cake cutting- a tradition that typically occurs during the wedding reception where the bride and groom cut their wedding cake together and take turns feeding the cake to each other

Calligraphy- an artful type of script writing known to convey elegance, often used on wedding invitations

Casual dress- a dress code that allows guests to wear whatever they would like, though dresses and button down shirts are typically still expected

Caterer- a wedding vendor that provides food for the guests. This service can be hired independently or provided through the reception venue

Cathedral- a Christian place of worship that is the seat of a Bishop

Celebrant- a person who is legally authorized to perform, or officiate, a wedding ceremony (also called “officiant”)

Centerpiece- an object placed in the center of a table intended for decorative purposes

Ceremony rehearsal- a practice run of the wedding ceremony, typically held a day or two prior to the wedding, usually followed by a rehearsal dinner

Chapel- a space, other than a courtroom and usually other than a church, where wedding ceremonies regularly take place

Charger- a large, decorative plate that goes beneath a dinner plate

Chuppah- used for Jewish wedding ceremonies, this is a 4 post canopy with fabric draped or stretched around the outside, beneath which a couple is married

Cocktail attire- a dress code that balances between black tie optional and business attire. Men are expected to wear afternoon suits and women are expected to wear nice dresses that are less formal than evening gowns but more formal than sundresses, suits, or skirts with a blazer. 

Cocktail hour- an “hour” directly following the wedding ceremony where guests gather to mingle, eat appetizers, and enjoy alcoholic beverages. Typically during this time the bride, groom, wedding party, and immediate family take pictures

Corsage- a small bouquet of flowers that can be worn on the wrist like a bracelet or pinned to clothes, typically worn by the matriarchs of a family, though on rare occasions bridesmaids will wear them

Cummerbund- a wide waist sash worn with double-breasted tail coats or tuxedos

D

Day of coordinator- a person hired to make sure the wedding plans are carried out. They typically act as the liaison between the timeline, vendors, and wedding party to ensure everyone is in the correct place at the allotted time doing the planned event. They will manage the vendors, communicate with the wedding party, and oversee the evening.

Destination wedding- a wedding taking place at a location where the couple and/or majority of guests must make travel arrangements in order to attend

Dress code- a specification of attire that guests are asked to adhere to

E

Engagement- the relationship between two people who intend to be married. It is also known as the time between a marriage proposal and a wedding

Engagement party- a party held to celebrate a recent engagement. Also serves as an opportunity to introduce members of the merging families and other wedding guests

Engagement pictures- typically a professional photograph, or series of photographs, taken to use for wedding announcements, wedding websites, social media, and/or decorate the wedding reception

Engagement ring- a gift given by one spouse when asking if the other will marry them, it serves as a symbol that the person wearing the ring is to be married

Escort card- a small card that lists a guest's name and their table number for the wedding reception. These are usually placed on a table together where guests will find them before moving to their assigned table

F

Family style- a food serving style where large serving dishes of food are placed on each individual table. The guests are expected to serve themselves and pass the serving trays around the table

Father of the bride (FOB)- just as it sounds, this is the father of the bride. FOB is a typical abbreviation used by wedding vendors and will commonly appear on timelines or other documents created by wedding professionals

Father of the groom (FOG)- just as it sounds, this is the father of the groom. FOG is a typical abbreviation used by wedding vendors and will commonly appear on timelines or other documents created by wedding professionals

Father/daughter dance- a traditional dance between the bride and her father to a meaningful song. It is intended as a celebration of their relationship. Typically no other guests will be on the dance floor, though occasionally the pair will request for other father/daughter couples to join them on the dance floor halfway through the song (See “How to Create a Timeline” for suggestions on timing this event)

Favors- a small gift from the newly weds to the guests to show their appreciation for the guests’ attendance; souvenirs for guests to take as they depart from the wedding

Fiancé (or Fiancee)- a person who is engaged to be married

First dance- typically occurring at the beginning of the wedding reception, this is the first dance that the newly weds will share as a married couple. (See “How to Create a Timeline” for suggestions on timing this event)

Floral arrangement- a collection of flowers specifically and artfully pieced together (See “All Things Wedding Florist” for more information) 

Flower girl- a young girl who walks down the aisle before the bride, she will typically scatter flower petals as she walks

Fondant- a smooth cake icing that is rolled out over a cake to give it a smooth appearance

Formal attire- a dress code that is between cocktail attire and black-tie. Feminine attire includes a nice short or long dress made of higher end material, pantsuit, or skirt and blazer. Masculine attire includes a dark suit, tie or bowtie, and white shirt

G

Ganache- a combination of chocolate and heavy cream either used as icing or filling for a cake. They will also have additions like liqueur, vanilla, or fruit flavorings

Garlands- (1) also known as Mala in the Hindi language, used in Hindi weddings, flowers bunched together on a string and worn around the bride’s and groom’s neck (2) a lush leafy and/or flowery vine used as decor 

Garter- a piece of bridal lingerie worn around a bride’s upper thigh, under her wedding dress. Traditionally a groom will retrieve the garter and toss it into a crowd of single men (see “Garter Toss”)

Garter toss- after retrieving the garter, the groom will toss or sling-shot the garter into a group of single men that have gathered prior to the garter retrieval. The bachelor that catches the garter is said to be married next

Gift registry- a service provided by websites and/or retail stores for engaged couples to create lists of desired items they would like to receive as wedding gifts and communicate those wishes with their wedding guests

Gobo lighting- a light that shines through a projected image onto a solid surface such as a wall or floor. Typically for weddings couples will use a Gobo to project their monogrammed initials 

Golden hour- a time with optimum lighting for photographs that occurs twice a day, one during sunrise and once during sunset. Golden hour typically starts the first 30 minutes after sunrise, the final hour prior to true sunset, though most sunset photo shoots last about 30 minutes after sunset

Grand entrance- a presentation of the newly weds, often the bridal party is included and occasionally close family members are included. This typically occurs directly following cocktail hour and immediately preceding dinner

Grand exit- a formal send-off of the newly weds at the conclusion of the wedding reception. The grand entrance usually includes guests forming a tunnel of aisle for the newly weds to run through before getting into their exit vehicle

Groom- a man (or person who identifies as such) who is getting married

Grooms speech- the groom’s speech is usually made on behalf of himself and his new spouse to thank the guests for attending their wedding, acknowledge the continued support of friends and family, and appreciate his new spouse.

Groomsmen- an attendant to the groom that offers support throughout the wedding planning and wedding day; usually the groom’s closest friends and/or family members

Guest list- a list of individuals invited to a wedding. This list does not include anyone hired to work as a vendor on your wedding day (even if they are friends!)

H

Head table- a table at a wedding reception where the bride, groom, and their wedding party will sit to eat dinner. This table usually faces outwards towards the rest of the guests

Hen’s night- a gathering of the bride-to-be’s closest friends to celebrate their friendship and her upcoming marriage (also called a “bachelorette party”). Hen’s nights traditionally take place on the evening prior to the wedding, but with the rise in popularity of the bachelorette party, Hen’s nights have largely transitioned to earlier dates.

Honeymoon- a vacation taken by the bride and groom following their wedding 

Hosted bar- bar drinks available to guests prepaid for by the host(s) of a wedding

Hotel block- an agreement made between the host of a wedding and a hotel to guarantee a predetermined number of rooms at a predetermined rate are available to wedding guests

I

In house catering- catering services provided by a wedding reception venue

Installation- any display, decor, floral or otherwise, that has been placed specifically for a wedding

Invitation- a letter sent providing information and a request for attendance of the recipient to a wedding. The invitation should state the date of the event, address where the event is being held, time they should arrive, and any other pertinent information to your unique event (i.e. dress code, will food be served?, will there be dancing?, is there a wedding website where further information and/or a registry can be found, a map to find the specific location if venue is in a low internet-service area, etc.)

Invitation suite- all of the paper goods sent along with an invitation. This usually includes an RSVP card, meal card, directions to the wedding venue, and any other important information necessary to share with guests

J

Justice of the peace- a court judge with limited legal abilities, but whose abilities include performing marriage ceremonies

K

Ketubah- a Jewish marriage contract that outlines the responsibilities of the groom in relation to the bride

Kickback- an amount of money paid from one vendor to another for a client referral

L

Letterpress- a printing technique by which many copies are made by repeated direct impression of a raised inked surface against sheets or rolls of continuous paper

M

Maid of honor (MOH)- the bride’s right hand person, typically a close friend or family member who participates in the wedding ceremony processional, adjusts the bride’s dress once she arrives at the altar, holds the bride’s bouquet during the ceremony, and offers continued support throughout wedding planning and on the wedding day. The MAID of honor is an unmarried woman.

Master of Ceremonies (MC or Emcee)- A person who speaks through a microphone to provide information and entertainment to guests

Matron of honor- the bride’s right hand person, typically a close friend or family member who participates in the wedding ceremony processional, adjusts the bride’s dress once she arrives at the altar, holds the bride’s bouquet during the ceremony, and offers continued support throughout wedding planning and on the wedding day. The MATRON of honor is a married woman.

Meal card- a card included with the invitations where guests who plan to attend the wedding will specify what meal option they would like

Money dance- a dance where guests take turns offering the bride and groom money in exchange for a quick dance. The money offered is typically pinned to the bride and grooms clothing, though it is occasionally put into baskets, or someone, usually the bride’s mom or an aunt, will pin the money together to form crowns and/or capes for the bride and groom to wear

Mood board- a visual representation of the design vision and inspiration for a wedding. Also called an “inspiration board”

Mother of the bride (MOB)- just as it sounds, this is the mother of the bride. MOB is a typical abbreviation used by wedding vendors and will commonly appear on timelines or other documents created by wedding professionals

Mother of the groom (MOG)- just as it sounds, this is the mother of the groom. MOG is a typical abbreviation used by wedding vendors and will commonly appear on timelines or other documents created by wedding professionals

Mother/son dance- a traditional dance between the groom and his mother to a meaningful song. It is intended as a celebration of their relationship. Typically no other guests will be on the dance floor, though occasionally the pair will request for other mother/son couples to join them on the dance floor halfway through the song

N

Newlyweds- people who have just gotten married. The “newlywed” period begins immediately following the wedding ceremony and extends through the first year of marriage

O

Officiant- any person who performs the role of officiating a legal marriage ceremony (also called “Celebrant,” “Justice of the Peace,” or any religious leader) (See “All Things Wedding Officiant” for more details on this service, questions to ask a potential officiant, & how to proceed once a wedding officiant is booked)

Open bar- a bar serving alcoholic beverages paid for by the host(s) of the wedding

P

Palette- a collection of colors intended to be used in the wedding design (See “Design Building Guide” for more information and guidance on how to select the right color palette for you!)

Place cards- small pieces of paper listing a guests name, placed at their seat. Typically guests will find their name and designated table on a seating chart and upon arriving at their table will look for their place card to locate their exact seat. 

Plated dinner- dinner served to seated guests by wait staff. Typically their desired meal will have been specified on their meal card and communicated with the catering service staff prior to the wedding so no one will place orders directly on the wedding day

Place setting- a collection of plates, napkins, place cards, silverware, cups, and occasionally decorative touches at each guests seat

Plus one- an unspecified guest of a wedding guest. The “plus one” is up to the guest’s discretion. This is commonly allotted to guests who are single and/or may not be familiar with many other guests in attendance.

Photo booth- a vending machine or kiosk where guests can take pictures. The pictures are usually printed on strips for guests to take home or sent to them via text or email. Props are usually provided to encourage creativity 

Photographer- a professional hired to take pictures throughout the wedding day

Procession- a group of people formally walking down the aisle in a wedding ceremony, typically occurs after all of the guests are seated

Processional- the music played while a group of people (i.e. wedding party, parents or parental figures of the couple, etc.) walk down the aisle in a wedding ceremony

Q

Queen Anne neckline- a high collar in the back, with a dipped cut in the font usually in a V or U shape. Common wedding dress neckline.

R

Reception- a celebration following a marriage ceremony that typically includes food, drinks, and dancing or other entertainment.

Recessional- the part of a wedding ceremony where the wedding party exits the ceremony area

Rehearsal dinner- a dinner directly following the ceremony rehearsal, typically the guests include anyone who attended the ceremony rehearsal and their dates. This usually includes the wedding party and immediate family of bride(s) and/or groom(s)

Ring bearer- a young male child who participates in the wedding ceremony by bringing the rings to the altar

Ring box- a box containing the wedding rings and bands carried by the ring bearer

RSVP- an abbreviation of a french phrase “repondez s’il vous plait,” which in english means “please respond. When this is listed on an invitation it means the guests are expected to confirm or deny their attendance

RSVP card- a card included with the wedding invitation that guests can use to confirm or deny their attendance and mail back to the sender

S

Sample sale- an event where boutiques and wedding dress designers offer the dresses used in their showrooms for bride’s to try on designs or worn at fashion shows at deeply discounted rates

Save the date (STD)- an announcement sent to guests of the wedding date and city. This announcement is sent prior to the invitations. They are often sent once the date is solidified, but other important details are still unknown

Seating chart- a display listing table numbers or names and the guests assigned to each table

Semi-formal attire- a dress code requiring guests to wear something dressier than what they would wear to a business meeting, but less formal than a tuxedo or evening gown

Signature cocktail- a cocktail selected by the bride(s) and/or groom(s) for guests to drink. Often used when the reception bar is limited

Speeches- an address given by important family or friends of the bride(s) and/or groom(s) usually providing well wishes or fond memories with the couple (also called “Toasts”)

Suit- a formal three piece outfit composed of dress pants, formal jacket, and nice button up shirt. A suit is less formal than a tuxedo.

Sunset pictures- portraits taken of the bride(s) and/or groom(s) during sunset or “golden hour”

Sweetheart table- a special table for newlyweds to sit while eating dinner. This table is usually separated from the other guests, but allows guests a clear view of the couple and vice versa.

T

Table pictures- this is when the newlyweds walk around to the guest tables during dinner and take pictures with the entire table

Tablescape- a cohesive, intentional design of a table decor and place settings.

Toasts- an address given by important family or friends of the bride(s) and/or groom(s) usually providing well wishes or fond memories with the couple (also called “Speeches”)

Trial- a practice run of hair and makeup prior to the wedding day to ensure the hair and makeup teams are prepared with all materials to achieve the desired look, and to confirm the bride is happy with how her desired look translates to her personally

Train- the long back portion of a wedding dress that trails behind the wearer

Tray-passed appetizers- hors d'oeuvres served to guests by wait staff from trays as guests mingle

Trunk show- a special event in which a bridal salon features a particular designer's collection. The bride has a unique opportunity to view and try on wedding dresses straight off the runway before they are available in stores as well as styles from previous seasons

Tulle- a stiff, fine netting-like fabric often used for wedding dresses and veils 

Tuxedo- a formal three-five outfit composed of dress pants, matching formal dinner jacket, button up shirt, cummberbund, and tie. 

U

Usher- a designated person to escort guests to their seats prior to and during a wedding ceremony

V

Veil- a piece of fabric worn in the brides hair that compliments her dress

Vendor- a professional hired to take care of a specific aspect of the wedding event. Examples of vendors include caterers, wedding planners, rental companies, florists, etc.

Venue- a location that either or both the wedding ceremony and/or reception will take place

Venue walk through- a visit to your wedding venue to map out the day-of plan on site. Typically a venue representative, the couple, their planner, photographer, caterer, and rental company are in attendance.

Videographer- a wedding vendor hired to film the wedding (For more information on this service, the styles of videography, what is common in videography packages, questions to ask a videographer, and what to expect after booking a wedding videographer, check out our blog “All Things Wedding Videography”)

Vows- an exchange of promises between the bride(s) and/or groom(s) during the wedding ceremony 

Votives- small candles usually used to accent wedding decor. These candles are larger than tea candles, but smaller and shorter than candle sticks

W

Wedding band- (1) a ring exchanged during the ceremony symbolizing matrimony (2) a group of performers intended to provide musical entertainment during a wedding reception

Wedding ceremony- a legal and/or religious union of two or more people committing their lives

Wedding coordinator- a person hired to make sure the wedding plans are carried out. They typically will manage the vendors, communicate with the wedding party, and manage the timeline (see also “Day-of coordinator”) (For a complete description of this role, questions to ask potential coordinators, & what to expect after booking a wedding coordinator, visit “32 Questions to ask a Wedding Coordinator”)

Wedding dress- a dress worn by a bride at her wedding 

Wedding planner- a hired professional who plans and organizes weddings (For more information on the role of a wedding planner, questions to ask a wedding planner prior to booking, and what to expect after booking a wedding planner, check out our blog “Questions to ask a Wedding Planner”)

Wedding website- an online platform specific to a wedding where guests can find important information regarding that wedding

Welcome bag- a collection of useful items gifted to wedding guests upon their arrival to a hotel block. This bag usually includes items relevant to the couple, the wedding, and/or the city the guests are staying in

White glove service- a premium service that is expected to be carried out with the utmost attention to detail and care

Y

Yuchid- a Jewish tradition immediately following a wedding ceremony intended to seclude the bride and groom offering them a moment in private

All Things Wedding Decorator

A wedding decorator is the person in charge of making everything pretty on your wedding day. Their work typically starts a few months prior to the wedding when they begin working closely with you to develop your design vision, plan how to implement that vision, and create mock-ups of potential designs. It is important to find a professional who can create a design that represents everything you are hoping for in a wedding design. Whether you come to this professional with a very specific vision or need full support on developing your design, a wedding decorator should be able to create a custom design just for you. Follow this guide to feel confident you have selected a wedding decorator that will create the wedding of your dreams!

This guide is divided into 3 sections:

1. Things to know and consider prior to booking a wedding decorator

2. Questions to ask a wedding decorator prior to booking

3. Ways to maximize your decorator’s services

Things to know and consider prior to booking a wedding decorator

1. Some coordinators or florists will act as wedding decorators, but not all will. If you are lucky, you will find a coordinator and/or florist that can provide decor and/or set up your decor. These professionals typically cost a little more upfront and may charge individually for decor rentals, but can ultimately save you money since you won’t need to find a separate decorator. Wedding decorators will occasionally also offer floral services, but they never include day-of coordination services. It is important to know the difference between these services and understand each professional's role in bringing your day together per their contract. Having a clear understanding of each professional’s services will save you a lot of money and headache down the road!

2. Some wedding decorators provide decorations, others won’t. Most decorators do have an inventory of decor, however, some do not. Some will show up with the sole purpose of setting up the decor that you provide. The professionals who do not provide any decor rentals typically are priced at lower rates, but the cost is made up by purchasing or renting decor from other sources.

3. Most decorators will assist with decor clean up at the end of the night, but it's worth double checking. If your decorator is supplying decorations they will almost always return the same night to break down decor and collect their belongings. Double check that this is the case, and confirm there are no additional fees if the wedding reception ends after a certain time. It is also worth confirming that they will break down any decor you supplied, make sure that it is packed away, and return your decor to its predesignated space. If you are supplying all of the decor, the decorator may or may not include clean up. If they do not include decor breakdown, you will need to make sure someone is assigned to take care of this aspect. 

4. Most decorators will help with the overall design, some just implement, while others insist on doing everything. Wedding decorators include varying degrees of design consultation. Most of them will work with you to develop your design and plan the best way to bring your vision to life. A few decorators will simply take the designs you have already mapped out and implement them on the day of your wedding. This is more common for decorators who are not supplying any decor for your wedding. Some wedding decorators like to have the majority of control over the wedding design. They will typically still want input on color, themes, and general feel, but prefer to have free reign over how your desired design elements are brought together. This approach is more common for wedding decorators who are providing all of the decor, are hired early in the planning process, and have been in the business for a very, very long time. It takes a lot of confidence to assume they can create your dream wedding with minimal input from you! Confidence can pay off, but proceed with caution when a decorator says this is their work style! Some decorators that insist on picking and designing most of your wedding will have a very specific go-to wedding design that they recreate at multiple events. If you don’t like this look or are looking for something more custom, you may want to go a different route. Typically all decorators, even those who prefer to have the majority of control over design, will create mock-ups of their intended designs and get your approval before the wedding day.

Questions to ask a wedding decorator prior to booking

Basics-

1. Are you available on my date?

2. Can you work within my budget?

3. Do you require a deposit? How much?

4. When is the balance due?

5. What is the policy if your items are broken or missing after my wedding?

6. What is your preferred method of payment?

7. What is your cancellation policy if I cancel?

8. What is your cancellation policy if you cancel?

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

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

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

12. Are you licensed?

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

Package & service questions-

1. Do you bring any assistants?

2. Will you provide some or all of the decor you will be setting up?

3. Will you set up decor that I provide?

4. I’m hosting my ceremony and reception at two separate venues, will you provide decor set up and breakdown for both locations?

5. Will you assist me with building my design vision?

6. Will you assemble examples for my wedding that I will be able to look over and approve?

7. When do we need to have the design finalized?

8. Do you have a catalog of your inventory I can look through?

9. Is everything in your inventory included in the cost of your services or priced individually?

10. Can I see examples of your past designs?

11. How long does it typically take you to set up the decor for a wedding of my size and my desired style?

12. Will you return at the end of the night to clean up decor?

13. If I provided some of the decor, will you also clear my decor from my venue?

Experience-

1. How long have you been a wedding decorator?

2. How many weddings do you do a year?

3. Do you do any other kind of design work?

4. Will you be decorating any other events on my wedding weekend? (Hint: While this doesn’t matter too much for most vendors, if your wedding decorator is working other weddings on your wedding weekend you run the risk of some items intended to be used at your wedding being damaged or destroyed at another event. If this happens a day or two prior to your wedding there won’t be time to replace the item.)

Ways to maximize your wedding decorators services

1. Communicate your vision clearly. Since almost all decorators take some level of your design preferences into consideration, it is important to communicate your vision, especially your must-haves, clearly. Be sure to provide inspiration photos if you have them, instead of simply trying to describe something you like. Show the decorator your wedding attire, floral inspiration, color scheme, and venue so they can develop an understanding of what styles you are drawn to.

2. Organize any decor you are supplying. Clearly label boxes, take pictures of things you have a specific vision for, and label the purpose for individual items. This will not only streamline the decorating process, but also ensure that your decor is placed in the way you intended. 

3. You will be charged for broken or missing items, so do your due diligence to return everything in-tact! Have your MC make multiple announcements about not taking centerpieces or decor pieces. Believe it or not, some wedding guests assume the items they see are up for grabs. Some centerpieces, especially large floral pieces, are commonly given away at weddings, so they aren’t totally wrong for thinking this may be the case. If your decor items are rentals, be sure to have the MC clearly communicate this to guests. Your decorator (or any other rental source) works hard to collect these pieces and they often aren’t easily replaced. If items go missing, that usually results in a pretty hefty surcharge!

4. Things happen, plan accordingly. Guests may miss the memo to not take items, or items may break. Although we all want to hope for the best, it is best to plan for the worst! Prior to your wedding day, have your decorator (or any other decor rental source) prepare an invoice with the cost to replace each item they are supplying. Not only will this help you mentally and financially prepare if something does go missing, it will also hold the rental vendor accountable to certain amounts (in other words, they can’t charge you an arbitrary and high amount that they came up with off the cuff after the fact).

All Things Wedding MC

You spend hours of time, loads of energy, and a lot of money making sure your wedding day will be perfect. As you work to bring your plans together, your wedding will begin to develop a personality. Usually the personality your wedding takes on is a reflection of your own. As the primary source of communication to all wedding attendees, a professional MC conveys this personality to everyone. Though this person will bring their own unique charisma to the table, it is important to find a professional who will accurately represent you, your fiance, and your wedding vision! Follow this guide to make sure you feel confident in the MC you select!

This guide is divided into 3 sections:

1. Things to know and consider prior to booking a wedding MC

2. Questions to ask an MC prior to booking

3. Ways to maximize your MC’s services

Things to know and consider prior to booking a wedding MC

1. What is an MC? An MC (Emcee), or Master of Ceremonies, is essentially the voice of your wedding. They are the liaison between you, your vendors, your timeline, and the guests. Not to be confused with a coordinator, who communicates between you and your vendors to make sure everything is running smoothly and on time, an MC communicates between the coordinator and guests to keep everyone informed of what will happen next. In addition to making important announcements, they typically also provide an element of entertainment to the guests.

2. You need someone to MC. The role that an MC plays is a big piece of what separates a wedding from any other event. Even if you aren’t interested in hiring an MC as an entertainer, someone will still need to be designated to make announcements. Without an MC the guests, or even you, might not know what to do at any particular time. For example, the MC will direct people from one area to another (ceremony, to cocktail hour, to reception, to dancing, etc.), release tables to take turns at a buffet, announce when the bar is open and closed, introduce special events (i.e. the grand entrance, special dances, toasts, etc.), and bring energy to the dance floor! 

3. Typically your musician will double as, or provide, an MC, but this isn’t always the case. Typically the DJ or lead singer of a wedding band will serve as an MC. If they don’t personally act as an MC, they usually offer an MC as an add-on to their services. Sometimes these professionals don’t include or offer options for this service, and you will need to find a professional on your own. In some cases, even if your musician can MC, a separate professional may be necessary if announcements need to made in multiple languages. When booking a musician, inquire about their MC work, and/or request an MC that is bilingual if necessary.

4. Professionals specializing MC work usually have a very specific style. Some people specialize in wedding MCing, but it is more common to find an MC who specializes in events as a general category. While anyone MCing will have their own “microphone voice,” professionals who specialize in this kind of work tend to have more niche styles. A professional MC may host game night at a local bar, fashion shows, bingo nights, drag shows, standup comedy shows, etc., all of which require a niche persona. This means they are likely to have a specific MC style that may or may not work for you. You can judge this based on samples of their work they provide, how they speak on the phone, or by attending an event they are hosting prior to booking.

5. Some MCs double as musicians; proceed with caution. Not to be confused with musicians who double as an MC, some professional MCs also dabble in music on the side and may want to do a performance at your wedding. Again, be sure to check out samples of their work to make sure this is something you are comfortable with! Sometimes it works out amazingly, and they offer an incredible show to guests. Sometimes it goes less than stellar. Do your due diligence and make sure any performance they will do will go over well with your specific crowd.

6. Some MCs double as comedians; proceed with caution. MCs are almost always at least a little funny and charismatic. This makes for a great host! Guests don’t want to hear a monotone voice making bland announcements. Often lack of character allows for announcements to go unheard, as even an amplified monotone voice is easily lost in the noise of the crowd. However, there is a difference between a little bit of charming humor and a full on stand up routine. Even if you love comedy and a full stand up routine sounds awesome, make sure that their sense of humor is in line with what you envisioned for your wedding!

7. An MC is an entertainer, but they shouldn’t steal the show. As the host of your wedding, an MC is expected to provide entertainment for guests. This may include walking around to guests and asking them questions about the newlyweds, encouraging guests to dance, or making announcements in an upbeat and engaging way. There is an incredible finesse required to provide entertainment without making the day about themselves. This is easily avoided by checking out their work prior to booking! 

8. MCs don’t usually provide their own sound equipment. Since it is unusual for MCs to provide their own sound equipment, you will need to source this elsewhere. Typically your DJ, venue, or wedding band will provide the sound equipment. Make sure that whoever is providing sound equipment is on board with sharing. If none of these vendors are supplying a sound system, you will need to source it elsewhere so music and announcements can be heard throughout your event space.

9. Meet with a potential MC you are interested in on the phone or in person and pay attention to their speaking voice. Listen to the cadence of their voice. Pay attention to their energy, word choice, personality, and overall sound they produce when they speak. This will provide a lot more insight into their MC style than any single question ever could. If the person is engaging, interesting, and professional in a meeting, there is a good chance those qualities will carry over to their MC work.

10. Don’t just read reviews, read into reviews.  An MC may have five stars across all review platforms, but that doesn’t necessarily mean they are a good fit for you. While this is true for all vendors, it is especially true for MCs because their work style is so subjective. Look for trends in the reviews that can provide a little more insight into what this professional's work style is like. For example, if you see multiple 5 star reviews that consistently say something to the effect of “they playfully teased all of our guests and did a lot of funny celebrity impressions,” recurring throughout reviews, that person is probably going to perform similarly at your wedding. Other couples may have loved this and left all five star reviews, but if the thought of your guests being the butt of a joke and having to listen to celebrity impressions all night makes you cringe, that professional isn’t going to be the right fit for you.

Questions to ask prior to booking an MC

Basics-

1. Are you available on my date?

2. Can you work within my budget?

3. Do you require a deposit? How much?

4. When is the balance due?

5. What is your preferred method of payment?

6. What is your cancellation policy if I cancel?

7. What is your cancellation policy if you cancel?

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

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

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

11. Are you licensed?

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

Experience & style-

1. How long have you been a professional MC?

2. Do you specialize in a certain type of event?

3. How long have you been MCing weddings?

4. How many weddings have you MCd?

5. How would you describe your MC style?

6. What makes you stand apart from other MCs?

7. Are you open to hosting games or special events we have planned?

8. Do you offer any additional services or typically do special performances?

9. Have you worked at our venue before? (Hint: This is particularly important if the venue includes a house sound system. An MC that is familiar with your venue and their system will be familiar with how to start up the system and quicker able to troubleshoot, should any issues arise.)

10. Have you worked with our musician(s) before?

11. If applicable, can you make announcements in English and another language? (Hint: Typically at multicultural events a special MC will be hired to make announcements so that all of the guests can understand. Usually these MCs will make announcements in English and your preferred language, but some MCs will only make announcements in the language you have specifically hired them for. This can pose an issue if some guests don’t speak this language, and creates the same problem they were hired to alleviate in the first place! Make sure that someone is available to translate for guests so everyone is in the know for important events!)

12. Can we see videos of you hosting a previous event or attend a live event that you are MCing?

Logistics-

1. Do you provide your own sound equipment?

2. If you do provide sound equipment, will our guests have access to your microphone for speeches/toasts?

3. If we decide we want the party to last longer, can we add extra hours onto our package on the night of the wedding?

4. What is the rate for additional hours?

5. Do you require breaks?

6. Do you require a vendor meal?

7. Will you MC any other events throughout our wedding weekend?

Ways to maximize your MC’s services

1. Set up a phone or in person meeting prior to the wedding to go over all of the details. It is important that the MC is well versed in all of your wedding day plans so they can do their job to the best of their ability. In order to set themselves up for success, most MCs will require either a phone or in person meeting prior to your wedding to go over the details. If they don’t require a meeting, arrange one yourself! Everyone will be better off if the details are reviewed together in advance. This meeting will be most beneficial within the final week or two of your wedding. As you finalize planning details, slight things may shift. Set up your meeting with your MC as close to your wedding as possible (without it being so close that the MC doesn’t have time to prepare and you feel overwhelmed with a lot of last minute to-do’s) to ensure they are receiving the most finalized and accurate information regarding your wedding plans.

2. Send the MC your timeline prior to having a final details meeting with them about your wedding plans. This will give the MC an opportunity to look through the timeline and prepare any questions they may have for you. The MC will need to be familiar with the timeline to make sure they understand the flow of the evening, when to make announcements, and, on the day of your wedding, know when to check in with your coordinator and other vendors to make sure everyone is ready for the next scheduled event prior to making the announcement.

3. Specify how you, the newlyweds, would like to be referred to. Your MC will be announcing, at least referring to you, several times throughout the evening. Make sure you specify what you’d like to be called as a couple. While traditionally newlyweds used to be referred to as “Mr. and Mrs. [man’s full name here]” that isn’t always the case anymore. With so much variation in who can be married and the dynamic between couples shifting, weddings have come a long way from the days where new couples were introduced as “Mr. & Mrs. John Smith!” Some other alternatives include just your first names, “the newlyweds,” “the Smith’s,” “John & Philip Smith,” etc.

4. If you need your MC to announce any names, spell the names out phonetically. Even simple names get mispronounced on occasion. An easy way to avoid this is to write out the phonetic spelling next to the names so the MC knows exactly how to say the names (i.e. Mary = M-air-ee). Write out your name, your fiance's name, and your last name(s) phonetically so the MC pronounces them correctly all evening long. Even if you talk to your MC many times and you and/or they say your names repeatedly, it is YOUR special day and your names are worth guaranteeing correct pronunciation! Usually more than just the newlywed’s names will be announced at some point during the wedding. Important guests will give speeches and often newlyweds want to include additional people in the grand entrance (i.e. the wedding party, immediate family members, sponsors, etc.). Provide these names in writing with specifications on how to pronounce them, so everybody’s name is announced correctly!

5. Thoroughly discuss any announcements your MC will need to make. Prior to the wedding, you will likely plan and predetermine specific announcements that will need to be made. Make sure to provide these announcements in writing to your MC. The timeline is the perfect place to write out the specific announcements so the MC can track exactly when announcements are intended to be made. Be sure to discuss all of the announcements with your MC. Let them know if you want the exact wording you have provided, or if they have a little leeway on what should be said.

6. Let the MC know ahead of time when to NOT speak. Some people only want the MC to speak when it is time for designated announcements. Others want entertainment all throughout the event. Many people want something in between. If there are any times throughout the night you’d rather the MC keep to themselves (i.e. special dances, the duration of dinner, the duration of cocktail hour, etc.) let them know ahead of time. If the MC isn’t given any specifications of when to keep quiet, they may feel the need to fill in gaps by telling jokes, narrating special events (i.e. “wow look at that twirl,” “Oh they’re going for dip,” “smash the cake!!”, etc.), or engaging guests on the microphone (i.e. inquiring about how they know the couple, asking for a random guest to provide relationship advice, asking for a quick impromptu speech from a random guest, etc.). All of these examples are fairly typical of an MC, so they can’t be blamed for doing any of this if they haven’t been told otherwise!

7. Discuss specific jokes, questions, games, etc. that you’d like included with your MC. If there is anything specific or out of the norm you’d like included at some point at your wedding, let the MC know! If you want any games, specific forms of guest engagement, or other out-of-the-norm approaches to entertainment make sure the MC knows ahead of time so they can prepare accordingly! While the examples listed under #6 are not out of the norm for MCs, they also shouldn’t be expected unless you specify you would like them to engage and entertain guests in these ways.

8. Be sure to inform the MC of any “don’t breach topics.” If there is anything that should never, ever be brought up with your family or guests LET THE MC KNOW! There is nothing worse than an MC making a statement, telling a joke, or asking a question and it being followed by a dramatic, awkward pause amongst the crowd! The best way to avoid this is to let them know about any “don’t go there topics” ahead of time. Even if it feels like an overshare, it will be better for everyone in the end if the MC knows what topics to avoid.

9. Specify who should and should not be given a microphone. It is fairly common for a distant relative or friend to suddenly become inspired and want to give an impromptu speech at a wedding (especially once the alcohol starts flowing). Some couples are happy to open the floor to anyone who wants to give a toast, while others strictly want to stick to the planned speeches. There are any number of reasons for either of these approaches, but if you anticipate any guests becoming an issue, make sure your MC knows who, under no circumstances, should never get a hold of the microphone. 

10. Provide all information in writing. While a phone or in person meeting is of the utmost importance, it is equally important to write down all instructions, wants, dislikes, etc. for your MC. While it is important that information is provided in writing for all vendors, it is especially important for your MC, because their mistakes are amplified (literally, via the microphone). If your caterer forgets to set out appetizer plates, they can quickly fix the problem with minimal guests noticing. If your MC messes up your last name, everyone will be aware. Your MC will likely be pouring over your written notes prior to the wedding in order to prepare, but will typically bring all of the notes with them to make sure everything is going the way you discussed! Little details are much more likely to slip by the wayside if they don’t have written notes and are simply trying to remember everything you said in a phone conversation! This will also help if your coordinator or a guest approach the MC to inquire why they are or are not doing something. If the MC has specific instructions in writing that they are not supposed to tell jokes or engage with guests during dinner they can prove they are doing their job exactly as you wanted!

Preparing and Planning Your Wedding Ceremony

Your wedding ceremony is the start to your married life. This is what guests are here to celebrate! Follow this guide to make sure your ceremony is the perfect beginning to your wedding celebration and life as a married couple!

This guide is divided into 3 sections:

1. Writing your wedding ceremony

2. Walking order for the ceremony

3. A series of Pro-tips on things to consider when planning your ceremony

Writing your wedding ceremony

Typically the person officiating your wedding will prepare the wedding ceremony, but there are plenty of reasons you may need to create your own. When it comes to writing a wedding ceremony, there are very few rules. The only piece you absolutely need is an exchange of some sort of committal statement that both parties involved in the marriage recite. This is the “Do you X, take X to be your lawfully wedded...“ part of the ceremony. Even this part can be customized, but there are a few basic sentiments that need to be included.The rest is completely up to you! 

A standard flow to a wedding ceremony is as follows:

1. Guests asked to take their seats (usually about 5-10 minutes prior to the ceremony start time, depending on how many guests you are expecting)

2. Everyone participating in the ceremony is lined up (usually this includes the wedding party, immediate family, flower girl, ring bearer, bride(s), and/or groom(s)- (the order everyone walks in will be discussed in the next section of this guide).

3. The processional starts (this is the music that everyone will walk down the aisle to) and everyone enters in their pre-discussed order to their predetermined locations

4. Everyone except the bride and her escort(s) (if she chooses to have any) are in their places, whether it be seats or at the altar

5. The bride and her escort(s) walk down the aisle

6. The officiant welcomes & thanks everyone in attendance

7. (in a religious ceremony) the officiant leads a prayer.

8. The officiant introduces themself & describes their significance in the ceremony (they may describe their friendship with the bride(s) and/or groom(s), their role as a religious leader, what qualifies them to lead this ceremony, etc.)

9. The officiant tells a personal anecdote about the bride(s) and/or groom(s) (This can be anything! Sometimes it is a story of how the couple met, a description of a common theme throughout their relationship, a funny story they shared with the officiant, etc.)

10. Words of wisdom are offered to the couple (this can either be advice coming directly from the officiant, a reading- religious or other- by a friend or family member, or a meaningful song either played or performed live by a musician or friend/family member, etc.)

11. Special ceremonies typically occur next if they occur at all (i.e. sand ceremony, cord ceremony, candle lighting ceremony, glass ceremony, etc.)

12. The couple will exchange vows (this can be standard vows or personal vows prepared by the couple)

13. The couple exchanges rings (this is the “I Do’s” part!)

14. Final closing thoughts from the officiant (this can be a closing prayer, well wishes to the couple, etc.)

15. The pronouncement of the marriage (“I now pronounce you…”) 

16. The kiss

17. The recessional music begins (exit song) and the couple exits together

18. Once the couple is all the way back up the aisle the bridal party follows them

19. Following the bridal party’s exit, the ushers will escort immediate family members up the aisle

20. Once all family members are back up the aisle, the officiant announces that guests are released and gives direction on what to do next (head to cocktail hour, leave for the reception venue, pose for a group picture, etc.)

While this is a common ceremony flow, you can choose to rearrange this however you want. Certain religions will have additional traditions incorporated throughout the ceremony. Some people will choose to have multiple readings and/or performances spread out throughout their ceremony while other couples choose to exclude many pieces listed here. As long as you exchange promises in some sort of ceremonial format, the marriage is legal and the rest is up to you!

Walking order for the ceremony

Depending on how formal your wedding is, how extensive the guest list is, your relationship with your family members, and who you each choose to escort you down the aisle (if you choose to have anyone at all), your ceremony walking order can be anything! Some couples choose to only have themselves walk down the aisle, others choose to include all of their “VIP” guests. Plenty of people choose to have something in between. There are no wrong answers as long as you, your fiance, and the officiant end up at the altar!

The most standard walking order is as follows:

Entrance (procession)-

1. All guests seated

2. Immediate family like grandparents, parents of the bride(s) and/or groom(s) who won’t be escorting their to-be-married child down the aisle, and siblings who aren’t in the bridal party walk first (typically the siblings who aren’t in the bridal party will escort the parents who aren’t walking their to-be-married child down the aisle.) If any of these people need assistance walking or don’t wish to walk alone, you can assign ushers to escort them to their seats.

3. Officiant

4. Groom & mother (or Bride #1 and escort)

5. Bridesmaids and groomsmen

6. Maid/Matron of Honor & Best Man

7. Flower girl & ring bearer (depending on how many of each you have, they may walk together or separately)

8. Bride & father (or Groom #2 and escort)

Exit (recession)-

1. Newly weds

2. Wedding party in the reverse order from which they entered (after newly weds have completely exitted)

3. Immediate family with ushers/escorts

4. Officiant & guests (after the officiant makes an announcement for guests to leave)

A series of Pro-Tips on things to consider when planning your ceremony

1. List the guest arrival time on your wedding invitations 30 minutes prior to the actual ceremony start time. Some guests are punctual, others not so much. Don’t risk latecomers walking in during your ceremony and causing a disruption. If you are worried about the punctual guests being punished for being on time, a simple solution is to prepare some entertainment! Have music already playing to create some atmosphere and provide water, alcoholic drinks, snacks, games, a guest book, etc. to entertain them!

2. Write your vows down! No matter how much you practice or how confident you are in your memorization skills, write them out and keep a copy handy. When the time comes, you may not need them at all, but it is always better to be safe than sorry!

3. Write your vows on notecards. Writing vows on a phone or large piece of paper is a recipe for distraction. Keeping track of a phone before the ceremony is not fun. Other notifications may be distracting when it comes time to pull your phone out. Also, with a phone getting to the vows may be a little difficult! Nerves tend to make for shaky hands which is incredibly apparent if you brought a large, floppy piece of paper. A side effect of trembling paper is becoming hyper aware of how nervous you are when you see the page shake, which can make you more nervous! Even if nerves don’t get to you, wind might! A large piece of paper blowing around in the breeze can create a crinkling noise that is easily picked up by a microphone. Another downside to large sheets of paper is how easy it is to lose your place when reading from them. Big pages are a no no! Notecards allow you the opportunity to write big enough to keep your place, minimize distractions, and avoid obviously trembling.

4. Write two copies of your vows and hand a backup copy to someone responsible. With so much going on the morning of your wedding, forgetting something as small in size but incredibly vital as your wedding vows can happen. Prepare a back up copy and give it to the officiant, wedding planner, or member of the bridal party just in case!

5. Save your family seats. Most guests know not to sit in the front few rows of your ceremony space, but there is always one or two who don’t think about it. Make sure the people who matter most have a clear view from a front row seat! This can be done either by having reserved seat signs placed on their designated chairs, or tying a ribbon with a reserved sign across the chairs intended for family. Have your wedding planner or day-of coordinator keep an eye on those seats prior to the ceremony just in case any guests miss the memo!

6. Let your family know where they are supposed to sit. Even if you aren’t designating “mine and yours” sides for guests to sit during the ceremony, designate sides for the immediate family members, especially if they are walking down the aisle! This will expedite the seating process for them and alleviate any confusion once they reach the front of the ceremony area. Make sure to let them know during ceremony rehearsal where they are supposed to sit!

7. Consider the ceremony space and assign sides for family members accordingly. In some spaces, if your family sits on the side that you stand they won’t be able to see your face! If this is the case, have them sit on the opposite side so they get a clear view of all those beautiful emotions you are going through!

8. Talk with your wedding party about where and how to stand throughout the ceremony. This is what rehearsals are for! Well, not just this, but this should definitely be discussed during the rehearsal! Let your wedding party know where to stand, what angle to stand, where to hold bouquets (belly button height), etc. so the guests have a clear view and the pictures look uniform and beautiful!

9. Talk with the Maid/Matron of honor about adjusting the bride once she gets to the altar. The maid/matron of honor will need to fluff the bride’s dress once she settles into her standing space for the ceremony. She will also need to retrieve the bride’s bouquet when it comes time to exchange vows and rings! If there is a veil, the maid/matron of honor can also adjust this so the bride looks polished and photo ready throughout the ceremony. This is another great thing to address while running through the ceremony rehearsal!

10. Make sure the MC or officiant makes an announcement for guests to sit close. If you have a large ceremony area that will accommodate a guest list much larger than yours, have all of the guests move in closer prior to the ceremony starting. Not only will this give everyone a better view, it will also translate to pictures better!

11. Some venues have restrictions on where your photographer can take pictures from. To avoid any last minute surprises, talk with your venue about any rules and restrictions they have in regards to photography. Typically only certain religious places of worship (and even then, usually only during certain times of year) are likely to have restrictions on photography.

12. Your officiant will be in a lot of your ceremony pictures, so their attire is important. Not only will they be in a lot of pictures, but they will stand front and center for all guests to see! Make sure they plan to wear something professional yet simple so they don’t take too much attention away from you.

13. Your officiant needs to MOVE IT when it comes time for the kiss. Communicate with your officiant about quickly sliding to the side, and taking their microphone stand with them, when it comes time for the kiss and your exit from the ceremony. 

14. Make sure whoever is in charge of your music knows all of the important cues. Discuss prior to your wedding day with the person who will be in charge of ceremony music. Let them know the signal for changing the processional songs and let them know the very last thing the officiant will say so they can use this as a cue for playing the recessional song.

15. Let your family and ushers know the exit strategy. Some pairs will need to change so  everyone needs to know who they will enter and exit with. They will also need to know when they are supposed to leave. Occasionally the officiant will dismiss the family, but usually the family begins exiting without a formal prompt following the ceremony.

16. Make sure someone is lined up to make two very important announcements to guests. Guests need to be asked to take their seats and released at the end of the ceremony by someone! This can either be the officiant or the MC. Make sure the person knows they are in charge of making this announcement, when to make the announcements, and is ready to provide clear instructions on where guests should go next.

17. Have a game plan for yourself after the ceremony. A common oversight is a predetermined space for the newly weds and wedding party to retreat to after the ceremony concludes. Map out a space beforehand so everyone knows the plan!

18. Set some time aside for yourselves directly following the ceremony. After the ceremony, if possible, carve out 5-15 minutes and a secluded space where just you and your new husband or wife can be alone to process the ceremony together. The rest of the day will be a whirlwind so giving yourself the gift of peace and quiet for even just a few moments makes a big difference in how you remember the ceremony! 

19. Ask your wedding planner, bartender, and/or caterer to have some snacks set aside for you in your hideaway space. Typically wedding party portraits and/or family portraits directly follow the ceremony, which leave you with little to no time to snack and have a drink. Ask your vendors to prepare something for you to enjoy while you take your 5-15 minute processing time so you can keep your energy level up! Make sure they give you some water, too!

Wedding Design Building Guide

Wedding design is a world of endless possibilities! You have an opportunity to create a fully custom event that perfectly reflects you and your fiance’s personalities. The best part is there are no right or wrong answers! There are, however, some steps to getting started on your wedding design and guidelines to refer to throughout the planning process that will make developing and implementing your design simpler and fun. Follow the guide below for a smooth wedding design building process. 

This blog is divided into 11 sections:

1. Where to start with wedding design

2. How to select a color scheme

3. What comes first, the venue or the design?

4. Furniture and design consistency

5. Where to find decor

6. How to select decor

7. Utilizing lighting to accentuate your design

8. Utilizing florals to accentuate your design

9. You, your fiance, your bridal party, the guests & your design

10. How to budget for wedding design

11. Tying it altogether

Where to start with wedding design-

Budget- The absolute first step will be settling on an overall wedding budget and deciding how many guests you will invite (more info on budgeting specifically for decor in the second to last section of this article). While neither of these two factors are inherently design oriented, they are the building blocks to wedding planning and will help guide the design process! As you work through the next steps, keeping your budget and guest count in mind will help manage your expectations and ultimately narrow down exactly what design elements are financially attainable to achieve your desired aesthetic. Click here for guidance on building your wedding budget!

YOU- After your budget is decided, start building your wedding design by turning to yourself for ideas. Your own mind is already chalk full of your likes, dislikes, interests, etc. Although your wedding style can vary significantly from design choices you make in other areas of your life, your vision should start with you (and your fiance, of course)! Thinking through what kind of colors, textures, and styles you are already drawn to will help you shape and maintain your vision as you move through the design process.

The Internet- Next, turn to the internet for some guidance! Pinterest has had a massive impact on the wedding industry, especially when it comes to design. Since Pinterest first launched, we have seen wedding styles become increasingly more diverse and creative. In addition to Pinterest, Instagram and wedding blogs offer loads of inspiration! Find a few pages that you like and keep up with their latest information and ideas. It is easy to get lost in the rabbit hole of Pinterest and Instagram and the further in you go, you may find that your vision is shifting from what you initially thought you wanted. That is okay! Save the inspiration pictures you love along the way and then look at them all together. Find what works, doesn’t work, or simply needs to be adjusted to fit into your evolving vision.

Consult a Professional- Finally, consult with a professional. A professional wedding planner or wedding designer can help develop your vision. If you have a few loose ideas they can help you fill the gaps and tie everything together. If you have no idea of what you’d like, they can gather some general information about you and your fiance in order to build your perfect wedding that you couldn’t quite envision in your mind. If you have a very specific vision, these professionals will be able to take your wants and needs and turn them into reality!

Pro-tip #1: Be aware as you search the internet that a lot of the beautiful designs you come across will come at a price. This may seem obvious, but Pinterest has a way of captioning very beautiful things in ways that make them seem very attainable budget-wise. Just take the ideas with a grain of salt until you do your own research to decide if it will work with your budget.

Pro-tip #2: Often Pinterest will depict DIY projects with incredible results. It is totally possible to break out the hot glue and create some amazing decorations for your wedding! Know your strengths and proceed accordingly. Budgets are easily blown on failed DIY attempts. If you want to try a project, try a smaller project using similar materials to gauge how the bigger project will go! When in doubt, look up a video tutorial!

Pro-tip #3: Keep your Pinterest boards organized! Instead of having one large “our wedding” board, divide the board into sections. Having a designated space for each design element is convenient, not only for yourself, but also for the vendors you will share these boards with. A lot of planners, designers, hair stylists, makeup artists, florists, bridal boutiques, etc. will ask to see your inspiration to understand your vision. Providing a streamlined and up-to-date vision board is a must!

How to select a color scheme-

How many colors?- Typically selecting between three to five colors total for your wedding is suggested. Anything less can be understated or non cohesive, anything over has the potential to become busy or non cohesive. There are, of course, a million and one exceptions to this, but having this range in mind is helpful when starting your color selection process! Ideally you will have two main colors and two to three accent colors. The main colors don’t necessarily need to go together on their own, because the accent colors will bridge the gap between them. Stick to one consistent factor among your colors (tone, hue, base color, etc.) your end result will be lovely!

Season- Season is a great place to start when considering colors for your wedding. If you are hosting a fall wedding deep reds, burnt oranges, and mustard yellows will be your friend! For a winter wedding, deep forest green, red, white, and even charcoal work beautifully! If your wedding is in spring softer colors like blush pink, denim blue, and champagne gold are perfect! For a summer wedding bright colors are perfect! 

Pro-tip #4: Seasonal colors are a great guide for more than just being fashion forward. The seasonal colors are common in the flowers and decor available during that time. By choosing “in season” colors, your corresponding flower options will be less expensive and your decor options will be more readily available.

Venue- It is also beneficial to consider what colors will work with the venue you have chosen. If it is an outdoor venue, the season will impact what colors are naturally occuring and therefore alter your overall aesthetic. An indoor venue will have existing design elements such as carpeting, wall colors, furniture, or even specific styles of lighting fixtures that are worth considering.

Mood- Colors also help to set the mood for your wedding, so talk with your fiance about what message you want to send to guests. If you want something more traditionally romantic, lighter pastels will help convey this. For a more dramatic and passionate vibe, deeper darker tones will help create this atmosphere. No matter your desired mood, there are some great color options to help set the tone.

NO RULES… except one- While all of this is great in guiding color choice, you certainly don’t need to base your color choice on any of it. If you are choosing to theme your wedding (more on themes in the next section) pick colors that are prominent and relevant to your theme. If you have a favorite color use it and choose accent colors that will accentuate it. If you have a favorite flower, choosing the colors based on this flower will work! If you just really love typical “winter” colors, but are having a summer wedding, GO FOR IT! The only real rule of thumb is finding some kind of common factor to create a sense of cohesion for an aesthetically pleasing wedding.

Pro-tip #5: When in doubt, head to the paint aisle of a local store and check out some splotches! If you want to play around with colors and see how they work together, the paint strips at hardware stores are a great place to try different combinations out!

To theme or not to theme-

Inherit themes- Weddings have a way of inherently developing a broad “theme” as the design vision starts to take shape. Some of the more common themes are rustic, boho, minimalist, modern, and traditional/romantic. Oftentimes these inherit themes will coexist with one another. The key is keeping the design elements cohesive as you blend these themes. You don’t have to necessarily title your theme, but it can help you when it comes time to select decor and describe your overall aesthetic to vendors. For example, as you look back over your developing vision board you may notice that you are drawn to romantic, whimsical, boho designs. Congrats! That is now your “theme.”

Full-on niche themes- Some weddings have very specific niche themes that will shape the design vision. Themes can be anything! For example, beachy, Disney, Jurassic Park, Halloween, Star Wars, baseball… the options are endless! When a theme like this is chosen it is usually meaningful to the couple. If you love a theme, but your fiance isn’t quite on board, you can always use this theme for your engagement party, bridal shower, bachelorette party, or even rehearsal dinner instead!

Subtle themes- Not all specific themes have to dictate the entire wedding design! If you love Jurassic Park, you don’t have to fully commit. Instead of going all in to the point the groomsmen are in inflatable dinosaur costumes, consider just having a dinosaur cake topper, perhaps a few dinosaurs on signs, and maybe order more lush, prehistoric feeling fauna from your florist! A common trend for book lovers is using stacks of books for the centerpieces. Disney lovers often will include a Mickey Mouse charm on the bride’s bouquet and a few quotes from Disney movies displayed. If you don’t want to have a full on themed wedding, a simple nod to your passion is more than enough to convey the message.

What comes first, the venue or the design?

This will depend on you and your unique situation. Some people will quickly develop an overall desired aesthetic for their wedding and search for venues that will accentuate their intended design. Others will choose to let the budget determine their venue and plan the design around the venue they select. There are no wrong approaches, but there are advantages to thinking through what aspects you value the most and then using those to guide the planning process.

Either way, it is beneficial to think through at least some general design ideas before venue shopping. If budget is going to be the absolute determining factor on the venue, keep your vision flexible! Even if money is no object, you may find a venue that steals your heart, but requires a shift in your design vision! Until your venue is booked, have a loose design vision but, keep an open mind.

Pro-tip #6: Don’t count out a competitively priced venue just solely based on the existing aesthetic. Draping and lighting can easily be added to any space to completely alter the look!

Furniture and design consistency-

Furniture rentals: Going the rental route is going to give you the most control over achieving the exact look you want. There is no shortage of rental companies out there, which means one way or another you will have access to the exact furniture pieces you envisioned for your wedding. However, these options may be limited based on your budget. 

If the gorgeous furniture you want isn’t financially feasible, a compromise may be finding something at a lower cost that is closer to your vision than what the venue offers, but not exactly your dream furniture. There are plenty of ways to play with the other design elements, to make the furniture cohesive with your vision. If this is still not going to work with your budget, then it is time to get creative!

Getting creative: If you cannot swing replacing the furniture at the venue, then it is time to turn those lemons into lemonade. Take a look at other weddings that have a similar aesthetic to what you are going for. There may be some more inspiration that you overlooked before, because you already had your mind set on a different look. Think of different table cloths, centerpieces, table runners, etc. that would be consistent with the look and feel you want to achieve. When considering table cloths, think about their texture, shine factor, and, of course, color. Table runners have a great way of adding dimension, which can make your tables feel fuller and more high end. 

Transforming the chairs at your venue can be a little tricky, but it is doable! The basic white folding chairs are the easiest to modify. Drape a blanket over the back (this doubles as a guest favor and climate control, too!), add some sort of embellishment to the back, or wrap them completely. It should be noted that all of these options will be the same cost or more expensive than renting chairs! The most cost effective way to work with these chairs is to dress the table up enough that the chairs aren’t even a factor. The white folding chairs blend in easily to any aesthetic, which is why they are so common for venues to have. 

Metal folding chairs and banquet chairs are harder to hide. Banquet chairs can be hidden with chair covers, but this has a very specific formal/traditional feel. You can consider draping something over the back to incorporate them into your design, or you can leave the chairs as is. If you leave the chairs alone, take a very calculated approach to how you decorate the table so that the chairs aren’t even noticed!

Metal folding chairs aren’t common at wedding venues, but if you are ballin’ on a budget, you may just have to work with them. If you can’t beat them, join them! The easiest way to work with folding metal chairs is to play into their industrial look. Incorporating other industrial elements, such as matching metals and clean lines, into the wedding will make the chairs feel more like a purposeful design decision rather than a budget-driven compromise. 

Pro-tip # 7: If your chairs aren’t going to match perfectly with the rest of your aesthetic, making the other design elements full yet consistent will keep the overall look from becoming messy. Consider expanding your color pallet to 5 colors, but don’t surpass 5. Avoid super bright colors and go for either deeper tones or more dusty light tones. Pick a texture or two to incorporate several places throughout the reception space. The best way to work around any chair is to make those tables beautiful and keep the rest of your design very, very consistent and cohesive.

Where to find decor-

Wedding decor can be sourced in a variety of ways and you don’t have to select just one sourcing method. Decor is often rented from rental companies, wedding planners, venues, florists, or wedding decorators. Decor can also be purchased from craft stores, the internet, local boutiques, or any store that carries items that work with your design vision.

Decor can also be handmade! Personal touches are a great way to achieve your desired look and make the decor meaningful. If you aren’t personally crafty, find someone who is! There are plenty of professionals and hobbyists who are willing and able to custom make the decor of your dreams!

Pro-tip #8: Be sure to check out Facebook Marketplace, thrift stores, garage sales, etc. for gently used wedding decor. Millions of couples are married every year and purchase decor that will only be used once. You can find essentially brand new items at a fraction of the cost by being creative with where you source these materials!

How to select decor-

With so much access to inspiration and physical decor items, committing to just a few ideas can be challenging. Before actually purchasing any decor it is best to run through your budget and decide how much money you will allocate to decor. 

Research accessibility & pricing- Once you decide on an overall amount, begin researching the cost of your favorite design ideas. If you can’t find the exact items you are searching for, look into commissioning those pieces! There are plenty of talented professionals out there that can create exactly what you are looking for! If your initial ideas don’t immediately fit into your budget, brainstorm alternatives that would produce the same effect for a lower cost. 

Mentally map it- Mapping out your venue and mentally placing the decor pieces will give you a clear idea of how many pieces you need, what size your displays should be, and how full the space will look. Doing this after running through your budget, but prior to making any decor purchases will provide valuable insight into how your design elements will work together and how your ideal decor will fill out the space. Click here to visit our details blog for support on mapping out these areas!

Collect your items- After you have everything mapped out, begin purchasing, crafting, and/or renting the items you would like. This may take some time to find the exact pieces you want at a price you are comfortable with, so ideally this process should begin at least three-four months prior to your wedding, if not sooner!

Try it out!- This is the exciting part! After collecting your items, clear your dining room table and make mockups of how the centerpieces, accent tables, and other decor you’ve chosen will look. This will give you an idea of how full and cohesive your design is. Once you put everything together, you may decide to leave something out or add additional items to complete the look. If you go the decor rental route, the rental company will typically do this for you, either with you present or send pictures if being physically there to offer feedback isn’t an option. You will create or approve a mock up and they will implement the design on the day of your wedding!

Pro-tip #9: After creating your mock up centerpieces, accent table arrangements, etc. take pictures! Make sure they are clear and include all elements of the design. Whoever is in charge of setting up your decor on the wedding day will be able to recreate the exact look you are going for! Even if you are the one setting up your decor for the actual wedding, the pictures are still incredibly beneficial. You will have a lot of things running through your mind on that day, and you don’t want to stress yourself over trying to remember the design you wanted. 

Pro-tip #10: If you don’t find exactly what you are looking for at a price you are comfortable with immediately, be patient! Check back with stores and second hand websites regularly as these items may become available or their price might drop as you get closer to your date! Don’t wait too long on items you feel particularly passionate about. If there is a decor piece that will make or break your day, commission the project so you are guaranteed to have it!

Utilizing lighting to accentuate your design-

In many ways, lighting is the single most important aspect of your wedding design. Lighting has the ability to make massive statements at a relatively low cost. This isn’t to say lighting is cheap, it is simply cost effective when considering the impact it will on the overall aesthetic. The main lighting categories you’ll need to consider include functional lighting, ambient lighting, dance floor lighting, and lights as decor.

Functional lighting- Guests and vendors will need to be able to see, so functional lighting is a necessity. This does not mean you need aggressively bright fluorescent lights, though! The functional lighting you choose can be beautiful and enhance your overall wedding design. 

Dripping string lights hanging from the ceiling or suspended by strings over the dining area help light up the dinner portion of your evening and translate into photographs beautifully. 

Tivoli market lights have been very popular over the past decade! They are a great way to increase visibility, correspond with a large variety of themes, and look amazing in pictures. They are so popular, in fact, that a lot of venues already have them and include them in their site fee.

Full “light canopies” are a more recent trend that can be accomplished in several ways. They are typically created by using smaller string lights placed closely together hung in a way that mimics a canopy. This look creates a “starry night” effect that works well with any theme! 

Large light up hanging lanterns or globes are also gorgeous and versatile. You can choose to select one size and color or use a variety of lanterns to add depth and dimension. The hanging lanterns are usually paper globes with light bulbs inside, but depending on your venue and desired aesthetic, larger metal lanterns can also be used! The paper globe lanterns are typically used for a more playful, whimsical design. The metal lanterns can be boho, rustic, vintage, or woodsy depending on the specific lanterns you find. Since there are so many lantern options, this approach is perfect for any theme! A recent trend is for lanterns to be used on tables in addition to an alternative overhead lighting option. 

Chandeliers are available in an array of styles and add a touch of elegance. Chandeliers are even being used at outdoor events! By bringing a typically “indoor” element to the outdoors you add an element of interest with your lighting.

No matter what lighting you go with, be sure that the bar, catering station, buffet table, water station, coffee station, and restrooms (including lighting on the way to the restroom) have plenty of lighting! Not only do the vendors at each respective station need to see particularly well, so do your guests when they are in these areas! If possible, add additional lighting (such as pinspot lights, overhead lighting, or a lamp) in these areas, to ensure everyone has plenty of visibility in order to do their job to the best of their ability.

Ambient lighting- Lighting is the perfect way to create ambience and complete your wedding design. While the functional lighting can be used to create ambience, there are several niche lighting options that can be added to set the mood!

Candles can be used in so many ways and send a lot of different messages. They are often placed on dinner tables to accent the centerpieces. They can either be free standing, in candelabras, candle votives, lanterns, or any other candle display you find! Since candles and the devices housing them come in so many colors, shapes, sizes, and styles they work well with any design theme. 

Candles can also venture right off the tables and into other areas of your wedding! Large lanterns, candelabras, wall sconces, floating candles, and free standing large candles displayed in clusters are just a few more unique ways to utilize candles. A more recent and unique trend is to create “candle gardens” with an array of large free standing candles for guests to either exit or enter through!

Uplights (lights that shine upwards on walls, trees, draping, etc.) can add to the overall ambience by adding pops of your wedding colors around the room. Most professional uplights can be set to whatever color you choose or even change colors if you prefer variety.These are an efficient and effective technique to incorporate your color scheme into the physical wedding venue. They truly have the ability to transform any space dramatically from one event to the next!

Pro-tip #11: It should be noted that lighting solely intended to enhance the ambience does not usually provide enough visibility on their own and should be used in conjunction with another overhead lighting source. 

Dance floor lighting- When the dancing portion of the evening arrives, dance floor lighting will communicate to guests that it is time to party! Typically your DJ or musician will provide these or offer them as an upgrade. There are a lot of options when it comes to dance floor lighting! Dance floor washes are great because they encompass your dance floor in colorful lighting creating a big impact with a single light type. Laser lights are fun for guests, because they can play with the light strands as they dance! Pulsing dance floor lights, rotating lights, or light shapes are some more fan favorites! There are also entire dance floors that light up and change colors to the beat of the music! Talk with your DJ or lighting professional to see what will be best to create your desired level of “party vibe.” 

Pro-tip #12: Avoid strobe lights if possible. Many people have strobe light sensitivities that you (and potentially even they) aren’t aware of. With so many dance floor lighting options available, choosing to leave out the strobe lights won’t take away from the dance party at all! If you absolutely adore strobe lights, by all means have them! Just be sure to have a strobe free space for guests to retreat to if they start feeling uncomfortable.

Lighting as decor- Certain lights can be utilized on their own as decor or to highlight other design elements. These lights are definitely “extras,” but if you have room in your budget to include them, they will add a lot to your wedding design!

Pinspot lights (mini spot lights) are perfect for accentuating specific design features. These are much smaller than standard spotlights, which makes them ideal for drawing attention to your cake, desserts, sweetheart table, or other areas you worked hard to design.

Gobos are a great way to add a level of customization to your wedding. This is a light that projects monograms either on a wall or the dance floor usually of the newly weds’ initials and sometimes the wedding date. Depending on your venue size and desired effect, usually one or two Gobos will be plenty!

Neon signs can be placed anywhere around the venue as a sign, photo op, or just a pretty piece of decor. The more generic ones that say things like “love,” “cake,” “drinks,” etc. are readily available for rent. Alternatively, you can commission a custom neon sign that says your names or whatever else you like. Going this route will leave you with a fun souvenir from your wedding to use somewhere in your home! If you are interested in having a custom sign created check Etsy and Amazon.

Pro-tip #13: Be sure that you have a way to hang or prop up your neon sign if necessary! Most venues won’t allow you to add nails or any other hanging technique that may cause permanent damage, so if your intent is for them to hang, create a plan to do so. 

Metal marquee letters are beautiful and can serve a variety of purposes. The small-medium ones can be used on or in front of your sweetheart table, dessert table, welcome table, etc. The large ones can either be used behind any of these tables, the dance floor, or any other area as a photo opportunity for your guests. 

Small string lights, or “fairy lights” can be incorporated into your centerpieces or other accent arrangements on special tables to achieve a whimsical feel. These are a great option if your venue does not allow candles!

Pro-tip #14: A huge bonus of lighting is how it impacts your photos! Photographers often account for a large portion of your overall wedding budget, so making sure those pictures are beautiful throughout the event is important! Adequate and particularly lovely lighting features will ensure your photo quality and content is consistently worth the expense all evening long!

Pro-tip #15: When placing lights be conscious of the effect they will have on photos. For example, placing large marquee letters directly behind the sweetheart table may create a backlighting effect on your faces. Talk with your photographer about the lighting you are planning to ensure your photos won’t be affected by your light placement. 

Pro-tip #16: Some lighting features require an outlet in order to operate. Take this into consideration when choosing placement, as they will need to be close enough to reach a power source. If they require an outlet, you will want to make sure the cord is not visible as this will take away from the rest of your beautiful design!

Utilizing flowers to accentuate your design-

Flowers are the perfect touch to complete your design and provide cohesion between your other decor pieces. Even if you choose to go a minimalist route with the flowers, they are still making a statement. By using flowers that have complimentary colors to the rest of your design, they will often bridge the gap between otherwise miss-matched pieces!

Personal flowers- Bouquets and boutonnieres help to incorporate you, your fiance, family members, and your wedding party into the overall design. The flowers will help make you and the VIP attendees appear cohesive with the rest of the colors and overall style without being too “matchy.” This is great for pictures and the general aesthetic as you walk around the celebration to greet guests. 

Centerpieces- The flowers in your centerpieces make the table feel fresh, full, and help spread your design across the reception area. They also assist in conveying the mood of your wedding to your guests! If you are having a formal wedding, a beautiful arrangement of roses on each table will help maintain the beauty and formality. If you are having a casual wedding, a bouquet of wildflowers spreads the vibe throughout the space. 

Altar/Aisle flowers- The ceremony space is usually the first designated area of your wedding that guests will see. This is a great chance to set the tone for the rest of the day! Wedding ceremony altars are often plain in order to provide each couple the opportunity to customize and make it their own. With an arrangement or two the altar is suddenly a gorgeous backdrop that you will be excited to be married in front of. Some people choose to add arrangements either at the front, back, or along the aisle to fill the space and incorporate more of their colors. Some florists will even repurpose the arrangements lining the aisle for your centerpieces and the arrangements on your altar for your sweetheart table!

Sweetheart table- You and your fiance are the stars of the show (for better or worse!) at your wedding, which means your sweetheart table will be getting a lot of attention! This space should not only be beautiful for aesthetic reasons, but also for your own happiness. Floral arrangements on and around your sweetheart table will help make this space a personal oasis to pop in and out of throughout the night!

Accent arrangements- To complete the wedding design, accent arrangements are often used on the dessert table, welcome table, gift table, and bar. Having these touches of color will help carry the design throughout your wedding!

Signage- Signs on their own have the potential to be a bit lackluster. If you have a simple sign, but your overall design isn’t minimalist, adding a garland or other floral arrangement will add a pop of color and make the sign feel like a more significant piece of the overall design.

Though flowers are a great addition to any design, they aren’t always necessary. Some people choose to skip them and only use greenery, and some people even choose to skip any kind of flora and fauna altogether!

Pro-tip #17: If you are working with a limited floral budget it is better to invest in a few special arrangements that you love, instead of spreading your budget thin and feeling disappointed by all of it! When you look back at your wedding photos you will see the bridal bouquet, the altar, and the sweetheart table over and over. Make sure you are happy with what you see!

You, your fiance, your bridal party, the guests & your design

Certain attire, hair, and makeup works better with different aesthetics. How everyone is dressed matters in relation to making everything cohesive! 

The bride- The bride’s dress, hair, and makeup are such special components to a wedding. All eyes will be on the bride, and by proxy, the dress. Choosing a dress that works with the overall aesthetic is important for the final wedding design. This doesn’t mean your colors or even textures need to match, per say, but rather that the dress style should match your design style. For example, a boho wedding needs a boho dress; a formal wedding needs a formal dress; a minimalist wedding needs a minimalist dress. There are so many options within each category, so your options are certainly not too limited! The bride’s hair and makeup should also be taken into consideration. While you do have more wiggle room on how these aspects will play into the overall design, it is still important to think about how they will work with the overall design and feel of the wedding day.

The groom- Much like the bride, the groom has a spotlight on him so the groom’s attire will be a focal point of the evening. It will look the best and complete the wedding design if the attire works with the rest of the aesthetic. Often, to make the groom stand out next to his groomsmen, his suit will be slightly different. This is a great opportunity to play even further into the wedding design. Both the groom and groomsmens’ suits should work with each other and the overall design, but they can do so in different ways! In addition to his attire, the groom should be groomed. Grooms don’t typically have their hair and makeup professionally done on wedding day (though it does happen!), but a fresh haircut and beard shaping is key! 

The wedding party- The wedding party gets a lot of attention, so what they wear matters for the overall aesthetic. Their attire should complement the bride(s) and/or groom(s) attire without distracting from or overshadowing it. Their attire is typically the two main colors of the wedding aesthetic, though occasionally one side of the wedding party will wear an accent color. In more recent trends, bridesmaids have been wearing mismatched dresses which provides the opportunity to incorporate all of the colors! Their attire should be flattering so they are comfortable and distractions inspired by an ill fitting wardrobe are minimized. Their attire should also match the formality of the event. Tuxedos and super formal evening dresses are not appropriate for all weddings! You can’t control the color or cut of your friends hair (though some people try!), but you can request they be freshly groomed and appropriately styled!

The guests- The exact attire the guests will wear is up to their own discretion, but you can (and should) specify the level of formality your wedding will be. This not only looks better and affects the overall aesthetic, but it also will make the guests more comfortable. No one wants to show up to a casual wedding in a ball gown! You can suggest or request colors and styles of attire for immediate family and Ushers who are participating in the ceremony and/or taking formal pictures with you, but typically people don’t suggest attire colors for the rest of their guests.

Pro-tip #18: The best accessory of all is a big, beautiful, genuine smile! Make sure everyone is feeling their best and going into the day in good spirits! 

How to budget for wedding design-

You can budget however much you are comfortable with spending on decor, but a good place to start is 6-8% of the overall budget for flowers, 5-10% on lighting and/or other rentals, and 2-3% on miscellaneous decor. 

While these percentages are a good starting place, in reality your own allocation of money may look very different. Your design budget will depend on what kind of aesthetic you are going for, the specific decor pieces you want, and what your venue or other vendors already include in their packages. 

Since lighting and flowers create such an impact and require their own respective vendors, they typically earn separate places on the budget breakdown aside from the rest of decor. However, it should be noted that florists often offer decor rentals, so some of your decor may be lumped into the florist category of your budget.

Table linens, chargers, special drinking glasses, centerpiece components aside from flowers, and signage will usually be the next largest cost for decor. A lot of venues, caterers, florists, wedding planners, DJs, or any combination of these vendors may include some or all of these items in their packages or offer them as upgrades. If this happens, these elements may fall into a separate category on your overall budget.

Candles, votives, or other smaller decor pieces are usually the smallest portion of the design budget. Again, one of your vendors may include these items in their packages or offer them as rentals. 

As you piece together your decor, track where each decor element is sourced from and reallocate money in the budget if needed. 

Tying it all together-

Design vision can, and almost always will, shift as planning moves forward. It is important to keep the design cohesive as the vision evolves. When certain aspects are altered, added, or removed be sure to consider how this change will work with your other design elements.  

As decor pieces are purchased, created, or rented be sure that new pieces will complement the existing pieces. This is most easily done by keeping the items or pictures of the items organized in one location so everything can be compared and contrasted as they are added to the wedding design!

Consult with your wedding planner, decorator, or florist as your vision evolves for a second opinion on your evolving vision. These professionals can offer valuable insight into how everything will work together, keep you on track if necessary, and provide advice on how to turn your dream into reality!

For More info & Helpful resources -

https://bumblebeelinens.com/blog/wedding-resources/

All Things Wedding Videography

Weddings have a way of passing by in a blur. The pictures and video are the only concrete things you will have left to remember all of the special little moments that flew by. Video has the ability to capture the emotion and actual audio from your wedding, which is a huge asset when you want to relive your day. A professional wedding video is an investment in your memories! When it comes to booking a videographer there is a lot to consider in order to feel confident in your selection. Follow this guide to have a positive experience from start to finish with your wedding videographer!

This article is divided into 3 sections:

1. Things to consider about wedding videographers

2. Questions to ask a videographer prior to booking

3. What to do after booking to maximize the videographers services

Things to consider about wedding videos & videographers

1. There are five main styles of wedding videography- There are 5 major styles of wedding videography, but they rarely exist on their own. They are often blended together at the discretion of the videographer. 

   1. Cinematic: A cinematic wedding video has a very Hollywood romance film feel. The videographer utilizes similar angles, transitions, colors, filters, and editing techniques used in the movies. These videos usually feature romantic or meaningful music that fades in and out as voice overs from the wedding vows and speeches are mixed in. This editing style doesn’t necessarily display events in chronological order, but instead tells your story from a more artistic point of view. This style focuses on playing up the significance and romance of the day!

   2. Short form: Short form is a quick highlight reel summarizing your day. The video will follow you from getting ready, to the ceremony, all the way through to dancing (usually; depending on how many hours are included in your package either the beginning or the end may be missed). Short form films are typically 3-5 minutes in length and can be done in cinematic, storytelling, or documentary style.

   3. Storytelling: Storytelling is very similar to cinematic, it's just a little less dramatic. Videographers who identify with this style tend to include all of those great angles, transitions, and creative techniques used in cinematic style. A true storytelling film will leave out the dramatic slow motion kisses and the video is usually in chronological order of events. The goal with this style is to capture your true essence as a couple vs. painting a picture of you as the lead in a blockbuster love story. Much like cinematic style, the videographer will often utilize voice overs or text at certain points to better define the moment. Storytelling is so similar to cinematic that the two are often used together. When blended, cinematic tends to be the choice for the ceremony and other key moments, while the rest of the day is done in a storytelling format.

   4. Documentary: Documentary style is the most unique compared to the other styles and by far the easiest to identify when you come across it. This style of wedding videography can often come off as “unpolished” compared to the other styles, but for the couples who are into it, it's perfect. Documentary style is less focused on making your day seem like a fairytale and more focused on making it feel genuine (not to say that the other styles aren’t genuine!). While watching a documentary style wedding film you feel like you are getting a “behind the scenes” look at the wedding, with funny little moments peppered amongst all of the beautiful ones. In contrast to the other styles, documentary style will often include audio snippets picked up throughout the day instead of just the ceremony, speeches, or any other planned speaking time.

   5. Traditional: Traditional wedding videography isn’t exactly your mother’s wedding video anymore, though it does focus on the same elements. This style of videography usually focuses on the “traditional” elements of a wedding like the ceremony, special dances, cake cutting, etc. These films usually document the day in chronological order and include more of the ceremony instead of just a few highlights from the vows. Videographers who work in this style stick to a more… well, traditional approach to creating a wedding video. This means the editing is more straightforward and the videographer will use hand held cameras and tripods instead of new age tools like stabilizers and drones. However, since the market is always evolving and couples are becoming more and more interested in the other styles of wedding videography, often traditional videographers will incorporate a lot of the characteristics of the other styles into their classic approach to capturing a wedding.

2. Videographers are storytellers, but everybody will tell the same story a little differently. While there is a specific videography style called “storytelling,” all videographers are, in fact, storytellers. Like any narrative, the story is told through the lense (literally of this case) of the storyteller. When searching for a videographer there are a few important storytelling aspects to consider that will help guide you to a decision on how you’d like your story told.

   1. Film length and what is included- Film length (and cost) will vary between videographers. A lot of videographers offer a range of packages and film lengths for you to choose from. The first big choice you will need to make is if you want a short edit that serves as a highlight reel of your day, a much longer video that includes your full ceremony, special dances, and toasts, or something in between. 

   2. Directing style- After deciding on what length of film you’d like, you will need to consider what directing style you like. Do you want it to be documentary style, cinematic, traditional. etc.? Do they include a lot of wide sweeping shots or more close ups of their subjects? Videography is an art, and each artist is going to bring a slightly different approach to telling your story.

   3. Use of color and tone- After narrowing your search by video length and directing style, you will need to consider use of color and tones. While videographers typically don’t alter the colors as much as photographers, there is still variation between professionals. While editing your wedding video together, the videographer will be color correcting as you move from your getting ready space, to ceremony, to outdoors, to the reception, in order to create a cohesive video. This isn’t to say they create a monochromatic video, but it does give them an option to play up the lighter tones, darker tones, brighter colors, etc.   

Before diving into your videographer search, it is very useful to at least get a baseline of what video styles you are drawn to. With so many options out there, knowing your budget and building a general idea of what you like will help focus the search.

1. Watch example videos and think about what you personally are taking away from them. After watching a sample video consider what you now know about the newly weds in the film. Your videographer should be able to capture your personalities and tell your love story over the course of even just a quick five minute wedding video. If at the end of the sample film you still feel like you don’t know anything about the couple, the videographer didn’t really tell their story. That being said, watch a few of their example videos to get a good idea of their abilities. Not every couple is comfortable in front of the camera which makes telling their story a little difficult. 

2. Make sure your contract protects you. This is true for all vendors, but it is especially common to find vague or ambiguous wording in videography contracts. Time frames for video return, a length range of the video (i.e 3-5 minutes, 60-90 minutes, etc.), and additional costs of other services offered (in case you want to add or upgrade a service later) should be specifically outlined in your contract. If you love a videographer and find that this information is missing from their contract, ask for it to be added! If they refuse to add in concrete deliverable information, this is a pretty big warning sign that they aren’t confident in the promises they are making! 

3. Be mindful when negotiating pricing. Providing and valuing a service is a daunting task for an artistic professional. These professionals spend years perfecting their craft and adjust their pricing based on their ever evolving skill level and demand for service. If you fall in love with a vendor who is out of your price range, it never hurts to ask if they can accommodate your budget. The key here though is asking and understanding if they aren’t able to make this accommodation. 

4. Talk to the professional either in person or on the phone prior to booking. This is true for all vendors, but especially important with your videographer (and photographer!). Your videographer will be spending the entire day with you, so it is very important to find someone whose personality meshes with yours.

5. The price you pay is not just for your wedding day. Videographers spend a lot of time on their clients. They dedicate time prior to the wedding to study your personalities, timeline, and shot list in order to be fully prepared to capture your day. After the wedding, they pour hours of time and energy into sifting through thousands of videos, finding the very best shots, and editing accordingly. They also invest a lot of money back into maintaining and upgrading their equipment to ensure they are providing the best service possible. Take all of this into consideration when discussing price! Depending on the professional, the length of time they spend at your wedding, and the film length you have commissioned they will have often spent upwards of 30 hours working on your wedding! Above all else, you are paying for an accurate representation of how the day unfolded so you can reminisce for years to come!

6. A second videographer is very useful. Hiring one single videographer to capture your day will work out, but there are some limiting factors that this will inherently bring. First, while getting ready the bride and groom are typically not in the same room, and often not even at the same location. The videographer will have to choose which person to film getting ready, or quickly move locations in order to capture a little of both. For many situations, time will not allow for this transition. Additionally, with two videographers, one will be able to focus their attention to the important events (i.e. you at the altar during the ceremony, you during speeches, you during your dances, etc.), and the other videographer will be able to capture guest reactions. One videographer will have to pick and choose what subjects to film for any given moment and may miss out on some of those reactions.

Questions to ask prior to booking a videographer

Pro-tip: Not all of these questions will be necessary in every situation. Some may not be applicable to you and a lot of this may be answered on your videographer’s website or pricing menu. Be sure to carefully select the questions that are relevant to your unique situation to avoid overwhelming yourself and the videographer with too much information!

Package Insight-

1. Are you available on my date?

2. Does your package include a second videographer? If I’d like to add a second (or third!) shooter, what is the cost?

3. How many cameras do you use to capture our day? (Hint: typically there will be between 2-3 cameras for a single videographer, and another 1 camera per additional videographer. The video team members will each hold a camera and place the others on tripods or another stationary device to capture your wedding from several angles.)

4. Is a drone included in your package? If not, what is the cost of adding one?

5. How many hours are included in your package?

6. What do you charge for additional hours?

7. Can I add additional hours on my wedding day if we decide we want you longer?

8. What length video can I expect back from my wedding?

9. What is the turnaround time for my wedding video?

10. Will I have access to the raw footage?

11. How do you deliver the video?

12. Will the video be available online so I can share with my friends and family?

13. Do you retain any of the rights to the videos?

14. What do the rights you retain mean for me?

15. Will you be posting our video on your website and/or social media? 

16. Will you need our separate permission to submit the video to any third party publication or will you already have those rights per the contract?

17. Do you charge a travel fee? If so, how much and for what distance?

18. How do you record our audio? (Hint: save yourself the headache of researching all of the recording devices available. Instead, confirm that they have two methods of capturing sound, and know that the best sound quality will come from plugging directly into the sound board that the microphones are powered by.)

Experience-

1. How long have you been a professional videographer?

2. How long have you been a wedding videographer?

3. How many weddings have you captured?

4. How many weddings do you typically have in a single weekend?

5. Have you worked at my venue before? If not, will you attend a venue walk through to scout out ideal video locations?

6. Can we see additional videos that you have created aside from the ones on your website?

Style-

1. How would you describe your videography style?

2. How do you describe your working style? Are you in the background capturing the events unfolding around you? Are you more active in posing people?

3. What kind of camera do you use?

4. How will you and your team dress? (Hint: keep in mind that your videographer will be doing a lot of moving around, so while they should still dress appropriately for a wedding they typically don't dress as formally as the guests.)

5. Do you bring additional lighting to adjust for indoor/outdoor/day/night transitions?

Editing the video-

1. Can we request specific moments to be included in the video? (Hint: the videographer sifts through hours of footage and will have a very clear perspective on what footage is the best both in quality and cohesiveness with the rest of the film. However, you may have a particular moment in mind you’d like included, and knowing if you can make this suggestion up front will help manage your expectations.)

2. Can I pick the music used in my video? If not, how do you select the songs you use?

3. Are we able to use any song we’d like or will you provide a list for us to choose from?

4. After I receive my video, can I request changes? Is there a limit to the amount or types of changes that can be made?

Logistics-

1. When will we receive the contract?

2. How much do you require for a deposit? When is it due?

3. What is your payment schedule like? (Hint: most videographers take payments in 2-3 installments: 1st payment is the deposit, the remainder is due at varying times before the wedding. The exact payment schedule varies amongst professionals.)

4. What is your refund or cancellation policy if I cancel?

5. What is your refund or cancellation policy if you cancel?

6. Do you have liability insurance? Does it cover your second shooter and assistant(s), as well?

7. Do you carry backup equipment?

8. What is the backup plan if you are unable to personally work my wedding for any reason? Is this written into the contract?

9. How long do you keep our raw footage after we receive our video?

10. Do you have experience working with my photographer? If so, how do you work with and around each other to ensure everyone is able to capture the important moments in full?

Bonuses-

1. Do you offer any additional services, like a photo booth or photography?

2. If you don’t personally offer photography, do you have a photographer you recommend?

3. Are you available to video any pre-wedding events (i.e. bridal shower, rehearsal dinner, engagement party, etc.)? If so, what are the rates for these?

Maximizing your videographer’s services

1. Consider what songs you’d like in the video. Spend some time thinking about what song you’d like to use. The videographer can’t edit your video until they have your song selection, so having this picked out prior to your wedding will streamline the editing process and ensure a timely return!

2. Think about lighting in your getting ready space. Natural light always looks best in videos, so take this into consideration when selecting a location for getting ready. If you are getting ready in a hotel, request a room with a lot of windows! If you are getting ready at a private property, be sure to pick a room with a lot of natural light!

3. Provide examples of videos you like and mention specifics about what stands out to you. By giving specifics about what you want beforehand your videographer will be able to fully understand what you are looking for and produce a film that you will ultimately be thrilled with!

4. Check in with your videographer beforehand to build rapport. Your video will look the absolute best if you are natural and comfortable. This is best achieved by feeling comfortable with the person holding the camera!  

5. Prepare something written to read for your voiceovers. Write out your vows on notecards or write each other a card, and then find a quiet space to read them aloud while you are getting ready. This is a great way to either practice your vows or connect with your fiance prior to the ceremony. Either way, reading these with just you and the camera is the perfect chance to capture those beautiful emotions that will have you tearing up every time you rewatch your video (with optimum audio quality)!

Wedding Planning Tips

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

1. Budget is a great starting place

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

2. Guest count matters

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

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

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

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

4. Check the weather!

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

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

5. The sunset waits for no one

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

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

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

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

7. Take vendor recommendations

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

8. Guests = Money

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

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

9. Advocate early for yourself

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

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

10. Stay organized throughout planning

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

11. Chunk out your planning

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

12. Draft of your day-of timeline early on

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

13. Stock your bar...

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

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

14. Plan for the un-plannable

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

15. When in doubt, ask your professionals

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

16. Postage points

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

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

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

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

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

18. Be consistent with the kiddos

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

19. The A, B, C’s to your guest list

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

20. Limit the plus ones

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

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

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

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

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

21. Guest transportation

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

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

22. Room blocks and your budget

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

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

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

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

23. Document everything in writing

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

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

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

24. Think through the day-of set up logistics

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

25. Make it official with your marriage license

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

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

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

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

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

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

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

27. Discuss your values, and allocate money accordingly

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

28. Keep guests engaged by putting yourself in their shoes

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

29. Keep contact information handy!

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

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

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

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

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

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

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

31. Manage your to-do list

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

32. Don’t sweat the small stuff

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

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

Rehearsal Dinner Planning Guide

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

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

What is the purpose of rehearsal dinner?

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

When should the rehearsal dinner take place?

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

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

Example rehearsal dinner planning timeline-

6 months prior to the wedding- 

Create a guest list for the rehearsal dinner

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

Contact ceremony venue and confirm rehearsal date

Find & book a venue to host the dinner

3 months prior to the wedding-

Consider how you want to invite your guests to rehearsal dinner

Order invitations if necessary

2 months prior to the wedding- 

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

1 month prior to the wedding-

Find decor for rehearsal dinner

Select attire for rehearsal dinner

1 day(ish) prior to the wedding- 

Host ceremony rehearsal

Host rehearsal dinner

Who hosts the rehearsal dinner?

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

How should I invite people?

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

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

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

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

Who should be invited?

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

Here is a general outline of who is typically invited:

• Your bridal party AND a guest*

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

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

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

What information should the invitations include?

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

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

Information at a glance:

• Bride(s) & Groom(s) names

• Date

• Ceremony rehearsal time

• Ceremony rehearsal location

• “Dinner to follow at……”

• Rehearsal dinner time

• Rehearsal dinner location

Who should pay for the rehearsal dinner?

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

Where should the rehearsal dinner be hosted?

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

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

What should we do at the rehearsal dinner?

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

Is a full meal expected at the rehearsal dinner?

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

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

What should be included in the budget?

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

• Venue

• Catering

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

• Bar

• Cake/dessert

• Invitations

• Decor

• Miscellaneous 

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

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

40 guests, 2.5 hour party

Party Planner- $850

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

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

Photographer- $500

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

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

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

Decor- $1,300

1 large balloon display $200

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

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

TOTAL: $8,995

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

40 guests, 2.5 hour party

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

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

Music/entertainment (restaurant music)- FREE

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

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

Decor- $65

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

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

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

TOTAL: $1,922

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

40 guests, 2.5 hour party

Venue (backyard) - FREE

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

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

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

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

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

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

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

Decor- $50

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

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

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

TOTAL: $335

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

Bridal Shower Planning Guide

A bridal shower is a great milestone in the wedding preparation journey for the bride to enjoy the company of friends and family before the wedding! The bridal shower is different from the bachelorette party in that it is typically shorter and a more “tame” gathering. Follow the guide below, or share it with the event host, for a smooth bridal shower planning experience!

Why have a bridal shower-

A bridal shower is a party where friends and family gather to shower the bride with gifts! Much like a baby shower functions as a chance to prepare an expecting mother for a life transition, the bridal shower is meant to provide the bride with gifts that will help prepare her for the upcoming life changes that marriage will bring. While the primary function of this event is to dote upon the bride, it is also a fun opportunity to play games, introduce friends from different walks of life, and build memories!

When should the bridal shower be?

Bridal showers typically occur in the final few months, or even weeks, before the wedding. It is best to schedule this just before the final stages of planning take up all of the bride’s free time! Scheduling this party 30-45 days prior to the wedding is ideal!

The bridal shower will typically occur during daylight hours as opposed to being a nighttime event. 

Example bridal shower planning timeline-

3 months prior to wedding- 

Set a budget for the bridal shower

Create a guest list for the bridal shower

Gather addresses or email addresses of the guests

Decide on the general “feel” for the bridal shower (formal, casual, something in between?)

Find a venue to host the shower

2 months prior to wedding-

Plan the food and drink menus

Send out invitations to bridal shower

Find decor for bridal shower

Select attire for bridal shower

Book any necessary vendors

Plan activities for the bridal shower

1 month prior to wedding-

Purchase bar and food materials

Purchase flowers & decor

Host bridal shower

Who hosts the bridal shower?

More often than not the bridesmaids, bride or groom’s mother, or another close friend or family member will host the bridal shower. It is uncommon for the bride to host this event for herself since the primary function is to shower the bride with gifts.

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 budget, but not necessary by any means! For bridal showers, it is a more recent trend to create a cute virtual invite that is distributed via email. This bridges the gap between official invitations and something that requires less effort. This also provides the opportunity to link a registry directly on the invitation so guests can conveniently click the link and purchase a gift!

Who should be invited?

The etiquette guru, Miss Manners, says you can only invite people who are invited to the wedding and I have to agree with her on this one. Unlike the engagement or bachelorette party, the bridal shower’s main purpose is for people to bring you gifts. Inviting someone to give the bride a gift, but not the wedding is a bit rude.

Traditionally this is a women only event, but this is changing more and more everyday. The invites can be extended to all the womyn invited to the wedding who are particularly close friends with the bride. The best rule of thumb is to limit the guest list to only the bride’s closest family and friends. Remember, the bride’s family is growing with the wedding! It is completely normal and acceptable to invite people from the groom’s side of the family if the relationship allows!

Here is a general outline of who is typically invited:

• The bridesmaids

• The womyn the bride is close with in her immediate families 

• The womyn the bride is close with in her extended families

• Close friends in the area who are also invited to the wedding. This isn’t an event that people would typically travel for, so if you have close friends in the area add them to the list!

Pro-tip #1: If you invite some immediate or extended family, you DO NOT have to invite them all. Invite whoever makes sense in the bride’s unique situation.

Pro-tip #2: The groom doesn’t usually attend the bridal shower. He often will make an appearance at some point, but typically doesn’t stay for the duration of the party.

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.). Depending on what kind of theme you are going with, the headline on the invitation can communicate this information. For example, “Brunch and Bubbly Bridal Shower” or “I Do BBQ.”

Guests are expected to bring gifts, so be sure to include the bride’s wedding registry on the invitation.

Who should pay for the bridal shower?

The cost of the bridal shower typically will fall on the hostess(es). This can vary on a case by case basis depending on financial situations. The bride is never expected to pay for any portion of the bridal shower, though, on very rare occasions may be asked to contribute on certain items. For example, if the person hosting the event does not personally drink alcohol and doesn’t feel comfortable paying for it for guests, the bride may be asked to provide the alcohol. Typically the host would ask someone else close to the bride before coming to the bride with this request, though. 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! (See the end of blog for full example budget breakdowns.)

Where should the bridal shower be hosted?

The bridal shower can be hosted in any venue, it will just depend on the size of the guest list and access to space. While the event can be as formal or informal as the hostess(es) would like, the shower is often thrown in the maid of honor or a family member’s home or backyard. If the hostess(es) does not have space, or just isn’t into the idea of having this kind of gathering in their personal space, a restaurant or smaller venue is always an option! Since this event doesn’t typically include a full meal, choosing to host at a venue might add unnecessary cost.

The bridal shower is usually thrown in the city that the hostess(es) is local to. This may not be the city the bride lives in, so she will need to travel to party. This isn’t typically an event people besides the bride would travel for, so potential guests living outside of the hostess(es) city may not make sense to invite. That is okay! Communicate with those friends and family so they understand why they aren’t receiving an invitation!

What should we do at the bridal shower?

Opening the presents is the primary activity of a bridal shower. Typically around ⅔ of the way through the party everyone will gather around the bride as she opens gifts. Since dinner isn’t usually provided, a few other activities will take place to keep guests entertained and engaged. Since the guests are generously offering gifts to the bride, the groom will often make a quick appearance to say hello and thank everyone. During his appearance, there are several games to play that will include him! Some ideas include the shoe game, a Q & A with the bride(s) and groom(s), or a date night guessing game! For a full list of ideas, click here to visit our Pinterest page! No matter what kind of activities are planned, it is always nice if the guest of honor can make a quick thank you speech. The bridesmaids and/or the bride’s family have typically offered a lot of support leading up to this point aside from hosting the shower and it is always nice for the bride to show her appreciation!

Example bridal shower timeline

• 1pm- Guests arrive. Everyone mingles, make appetizer plates, grabs their drinks, and makes anonymous date night suggestion.

• 1:30pm- Game 1: “Guess the Dress” game

• 1:45pm- Host reminds everyone to enter ideas into the anonymous date night suggestions

• 1:45pm- Toasts from mother of the groom, mother of the bride, grandma, and bridesmaid who won’t give a toast at the wedding

• 2pm- Slide show of friends/family pictures viewing

• 2:15pm- Game 2: Bride reads anonymous date night suggestions aloud and guesses who made each suggestion

• 2:45pm- Groom arrives, says hello

• 3pm- Game 3: Shoe game with Groom

• 3:15pm- Groom leaves

• 3:15pm- Bride opens presents (maid of honor tracks gifts for thank you notes)

• 3:45pm- Group picture

• 4pm- Bridal shower concludes

Is a full dinner expected at the bridal shower?

Everyone appreciates a nice full meal, but it isn’t expected nor is it the norm at bridal showers. Just be sure the hostess(es) specifies either way on the invitation so guests can plan accordingly!

Typically light refreshments are offered. Some ideas include a cheese board, fruit/veggie platters, chips and dips, cupcakes, cookies, or anything else that is easy to grab and snack on. If you want something cost effective, but a little more filling consider thinly sliced pizzas, pasta salads, hamburger sliders, or even mini tacos! For beverages, a few common trends are mimosa bars, pre-batched cocktails or mocktails, wine and/or wine spritzers, or build your own Bloody Mary bars. For a list of food and beverage ideas and display inspiration click here!

What should be included in the budget?

This completely depends on what the hostess(es) chooses to include! Below are some typical things to consider budgeting for:

• Catering/food

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

• Bar/drinks

• Cake/dessert

• Invitations

• Decor

• Miscellaneous 

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

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

40 guests, 3 hour party

• Party Planner- $850

• Venue (mother of the bride’s backyard)- FREE

• Caterer (Cheese/fruit grazing board)- $2k

• Bar (mimosa & bloody mary bar w/ bartender)- @ $15/person = $600

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

• Cupcake and macaroon display- $200

• Ice cream caddy & attendant- $200

• Photographer- $500

• Music/entertainment (Live guitarist & singer)- $625

• Rentals- $500

  • 4 large floor tables (low the the ground)- $120

  • Festive carpeting to go below table- $150

  • Cushions for everyone to sit on- $120

  • 1 large wicker peacock chair- $50

  • Delivery- $60

• Invitations (mailed invitations, w/ stamps & envelopes)- @$2/household = $70

• Decor- $1,650

  • 2 large balloon displays @$200/arrangement = $400

  • 2 small balloon arrangements to accent bar and dessert table = $200

  • Florist (4 centerpieces & 4 small accent arrangements for signs & special tables)- $800

  • Signage (custom neon welcome sign, bar sign, cards and gifts sign etc.)- $250

• Miscellaneous- $1,150

  • Photo booth (2 hrs)- $250

  • Party favors (ex. Spa goodie bags)- @$20/each = $800

  • Gift & activity table (sign, card box, etc.)- $100

TOTAL: $8,795

Example 2 (the “mid range backyard” example)- overall budget $1.2k

40 guests, 3 hour party

• Venue (MOH backyard/patio/living room)- FREE

• Veggie/fruit/easy apps- $200

• Bar (DIY mimosa bar & pre batched cocktails)- $350

  • 1 pre batched cocktail (ex. Vodka/Grapefruit)

  • 2 handles of mid-range vodka @$40/handle = $80

  • Grapefruit juice $30

  • 1 case mid-range champagne @ $15/btl $180

  • Orange juice/guava/other juice $40

  • Ice for cocktails = $20

• Cake (single tier cake from local grocer)- $35

• Cupcake display (homemade)- $15

• Rentals (tables, chairs)- $300

  • 4 tables & table cloths @$30/table = $120

  • 40 chairs @ $3/chair = $120

  • Delivery- $60

• Music/entertainment (make your own playlist and play through your own speaker)- FREE

• Invitations (Send out email with curated digital invite)- FREE

• Decor- $50

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

  • Dollar store vases 1 per table @$1/each = $4

  • Candles & dollar tree candle votives (2 per table)- $2/each = $8

• Miscellaneous- $250

  • Party favors (ex. Goodie bag)- @$5/each = $200

  • Gift table (sign, card box, etc.)- $50

TOTAL: $1,200

Example 3 (the “ballin’ on a budget” example)- overall budget $300

40 guests, 3 hour party

• Venue (MOH backyard/patio/living room)- FREE

• Veggie/fruit/pretzels/hummus/chips/dip- $50

• Bar (DIY mimosa bar & pre batched cocktails)- $170

  • 1 pre batched cocktail (ex. Vodka/Grapefruit)

  • 2 handles of inexpensive vodka @$20/handle = $40

  • Grapefruit juice $30

  • 1 case inexpensive champagne @ $5/btl $60

  • Orange juice $20

  • Ice for cocktails $20

• Tables/chairs (use MOH existing furniture) FREE

• Disposable plates & napkins- $5

• Cupcake & cookie display (homemade)- $25

• Music/entertainment (make your own playlist and play through your own speaker)- FREE

• Invitations (Send out email with curated digital invite)- FREE

• Decor- $50

  • DIY Flowers (Trader Joe’s flowers) 3 bushels @ $5/bushel = $15

  • Amazon decor purchases $20

  • Print signs from computer FREE

TOTAL: $300

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

Note: These numbers may seem intimidating. Usually, all of your bridesmaids will split the cost of these items. If you have 6 bridesmaids, the price per person is much more manageable. Also keep in mind, 40 guests for a bridal shower is on the larger side of average. Invite less people to get the cost down! 

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!

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!!

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!

1. 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!

2. 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!

3. 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.

4. 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.

5. 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!

6. 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:

   1. Service being provided

   2. Company name

   3. Contact person name

   4. Contact person email & phone number

   5. Number of hours booked (start and end time as soon as known!)

   6. Remaining balance, payment due date(s), and preferred payment method

   7. 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).

   8. Instagram handle

7. 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.

8. 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

9. 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.

10. 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:

    1. 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.

    2. 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!

***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.).

1. 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.

2. 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!

3. 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!

4. 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.

5. 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?

6. 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).

7. 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?

8. 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.”

9. 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?

10. 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.

11. 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:

1. 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!

2. 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.

3. 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! 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 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:

1. 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.

2. 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!

3. 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!

4. 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!

5. 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. 

6. 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!!

7. 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!

8. 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!

9. 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.

10. 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!

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?)

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:

1. 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!

2. Who is keeping an eye on restrooms throughout your wedding (i.e. stocking, cleaning, & managing if something goes array)?

3. Are there dumpsters at your wedding venue? Are there trash cans at your wedding venue? Who is in charge of trash removal?

4. 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?

5. 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!

6. 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?

7. If you have gotten your fiancé a gift or card, when will you give this to them? 

8. Check the weather! Do you need any last minute climate control (i.e a tent, umbrellas for sunny days, or space heaters)?

9. If you purchased your own decorations, how will they get to the venue? Who will set them up?

10. 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?

11. Do you have a guest book? Do you have pens for the guest book?

12. Do you have a card box? Pro-tip: beautiful is good, secure is great, beautiful and secure is the best!

13. 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!

14. Do you have a timeline that you sent to vendors?

15. Who will be making sure the timeline is running according to plan throughout the event?

16. 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!

17. 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!

18. Will someone need to move the cards and gifts to the reception area? Who will do this?

19. If you are going somewhere other than home after the wedding have you packed your overnight bag? 

20. How will the overnight bag(s) get to your hotel?

GETTING READY:

1. Where are you and your fiance getting ready?

2. Who are you each getting ready with?

3. How will everyone be arriving to their respective getting ready locations?

4. If people are driving, will they be able to leave their car overnight?

5. 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:

1. Who will bring the marriage license to the venue?

2. Do you have ceremony programs? Where will these be placed? Who will place them?

3. Who is walking down the aisle (family, bridal party, officiant, other)?

4. What order are they walking in?

5. 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?

6. Where will everyone walk from?

7. How long is your processional song(s)? Is it long enough to have everyone walk?

8. If you have multiple songs, who will cue the musician for the change of song?

9. Do you have a mic/speakers for the ceremony?

10. When will the officiant arrive so they can do a sound check?

11. Do you have a ring box?

12. Who will carry the rings down the aisle?

13. Did you write your own vows?

14. Who is bringing the vows to the venue?

15. Who will carry the vows down the aisle?

16. 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?

17. Have you specified to your photographer any special photos you would like during the ceremony?

18. Does you DJ/band know the absolute last line of the ceremony in order to cue the music?

19. Where will you go once you recess? Does your photo/video team know about this?

20. Where will your bridal party go once they recess? Your family?

21. When will you sign the marriage license?

22. Who will be your witness(es)?

23. Where will the marriage license go for the remainder of the reception once it is signed?

24. 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.)

25. Do guests need to be guided to a different area for cocktail hour? Who will do this?

26. Do chairs need to be moved from the ceremony to reception area? Who will do this?

27. 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

1. What will guests be doing during cocktail hour (i.e playing games, photo ops, or simply be mingling)?

2. Are there chairs for people to sit if they want/need to?

3. Is your caterer providing apps? How will apps be served?

4. Who will clean up the app plates/station?

5. Will you be taking pictures during this time?

6. Have you scoped out areas you would like to take pictures before hand?

7. Are you taking pictures with family members?

8. How will the family members know when they are needed for pictures?

9. 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!

10. Are you going to be able to eat any of the apps?

11. 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:

1. How will guests know when to sit for dinner? Is the DJ/MC going to make an announcement?

2. How will guests know where to sit for dinner? Do you have a seating chart or place cards?

3. 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!

4. What will you do after the grand entrance (first dance, welcome speech, sit for dinner, other)?

5. 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!

6. Does the bridal party already know where they should sit for dinner?

7. 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?

8. How will dinner be served (buffet, family style, or plated)?

9. If you are doing a buffet, who will release the tables to the buffet?

10. 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!

11. Are you going to walk around to tables to say hi to everyone and take table pictures during dinner?

12. 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!

13. 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!!

14. 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?

15. If you are doing any choreographed dances, does the DJ/musician know?

16. 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?

17. Do you have a separate bouquet to throw for a bouquet toss so your special bouquet doesn’t get messed up?

18. 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!

19. 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!

20. Are you doing a grand exit?

21. 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?

22. 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!

23. How will you leave the venue?

24. Who will make sure your personal items are in your exit vehicle?

25. Where will you go after the reception? If it is a hotel, have you already checked in?

CLEAN UP:

1. 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?

2. 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?

3. Which, if any, vendors are returning to collect things at the end of the night? (i.e. rentals, bathroom trailer pick-up, florist, etc.?)

4. Who will take your decorations at the end of the night? Which vehicle are they going into? Does this person know the plan?

5. Who is removing floral arrangements? Can guests take these? Where do you want leftover florals to go?

6. 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!

7. Where do extra favors go?

8. Do you want leftovers? Where does leftover food/cake go?

9. If the florist doesn’t need anything back and where would you like the leftover centerpieces to go?

10. Does your venue require a final walkthrough with the coordination team at the end of cleanup?

DIY: Is it right for me, how much should I do, and how do I get started?

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.

1. 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!

2. 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.

3. 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.

4. 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!)

5. 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.

6. 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.

7. 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?

8. 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.

9. 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!

10. 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

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

1. 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!

2. 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.

3. 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!

4. 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

5. 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.

6. 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!

7. 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!

8. 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!

9. 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!

10. 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.

11. 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!

12. 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.

13. 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!

14. 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.

15. 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 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