How to plan the perfect wedding
(And a Free checklist to help you plan)
Sarah & Rob Green, wedding day August 2021
I think its safe to say I know a thing or two about planning a wedding.
I have planned my own wedding, helped plan my brother-in-law’s wedding and catered dozens of weddings. I have loved every single one of them!
I quickly learned that every wedding is different.
We have also created a complimentary check list to help you plan your day, a handy little guide to help you with some of the often missed, yet important details. A link to download that is at the bottom of this page.
Planning a wedding is a daunting task and feeling worried, nervous and overwhelmed is normal and perfectly natural. I can hopefully help clear up some of the big concerns and perhaps highlight some things you may not have thought of at all.
We will be also sharing our wedding story later on (that was quite a ride) as well as some other events we have catered recently.
The wedding planning process
The planning process is intricate and involves a myriad of details, from setting a budget to finalising the guest list, choosing a venue, and coordinating the big day. Here are a few things to consider when you’re planning your big day;
1. Setting a Budget
Determine your budget: Before making any decisions, establish how much you are willing and able to spend.
Allocate funds: Break down your budget into categories such as venue, catering/food, photography, decorations, rings/dress/suit etc. It's important to prioritise items that are most important to you as a couple.
2. Choosing a Wedding Date
Season and weather considerations: Decide if you prefer a spring, summer, autumn, or winter wedding. Weather can affect venue choices and guests comfort.
Significance: Choose a date that holds personal significance, such as an anniversary, or one that works best for family and friends.
Note; mid week weddings (Monday to Thursday) are often cheaper.
3. Selecting a Venue
Types of venues: Consider options like banquet halls, outdoor gardens, beaches or destination weddings.
Guest capacity: Ensure the venue can comfortably accommodate your guest list.
Availability and booking: Popular venues can book up quickly, so secure your location as early as possible.
Catering options: some venues will only allow the use of their own dedicated caterers/bar. If you want to bring your own vendors, double check with the venue (don’t forget the corkage fee, which is often charged if you are providing your own alcohol).
4. Creating a Guest List
Drafting the list: Start with a rough draft, including close family, friends, and essential acquaintances.
Finalising: Narrow down the list based on your budget and the venue’s capacity.
Remember it is your wedding, tradition plays a big part here but often couples feel pressure to invite people that may be difficult to accommodate (the plus ones you’ve never met, the grumpy aunts etc), just remember it’s your day! Share it with the people you want to share it with.
5. Hiring Vendors
Catering: Make sure you hire a caterer that can customise the menu for you, that they can accommodate any dietary requirements and that understand your vision. Good caterers help you to plan the perfect menu/dining experience. Also consider evening food, desserts, cakes, canapés, etc.
Bar: choose the drinks list. Are the guest paying themselves or are you providing an open bar?
Photography and videography: Hire professionals who can capture your day with the style you prefer.
Entertainment: Consider live bands, DJs, playlists or unique entertainment options that match the tone of your wedding.
Florists and Decorators: Collaborate with them to create exactly what you envision. There are so many different ways to accommodate a look on a budget.
6. Wedding Attire
Bridal gown and suits: Start shopping early to allow time for alterations. Consider the formality, season and your personal style.
Bridesmaids and groomsmen: Coordinate outfits that complement the wedding theme and colours.
Guests dress code: black tie/casual/formal (don’t forget to make this clear to the guests!)
7. Sending Invitations
Design and theme: Choose invitations that reflect the style and theme of your wedding. Email invitations are cheaper, sustainable and practical.
Timing: Send out Save-the-Dates six to eight months before the wedding and formal invitations six to eight weeks in advance. Alternatively, send out an invite 4-6 months before.
8. Planning the Ceremony
Officiant: Choose someone who resonates with your beliefs and will guide the ceremony in a way that feels meaningful.
Vows: Decide if you’ll write your own or use traditional vows.
Music and readings: Select songs and readings that are meaningful to you as a couple.
The venue: are the ceremony and reception at different locations or even in the same room? This will affect timings and overall planning.
9. Reception Details
Seating arrangements: Plan seating that encourages socialising and comfort.
Food and drinks: choose the menu (buffet/sit-down/canapés/evening food), bar, catering equipment hire, centre pieces, menu/seating plan stands, lighting.
Entertainment: Schedule toasts, dances, and any other entertainment, plan where these are happening at the venue
10. Final Preparations
Timeline: Create a detailed timeline for the wedding day, including vendor arrivals, ceremony start times, and reception events (remember that it’s common for things to run over, it’s a party afterall! Consider planning in a few minutes contingency before and after the next item in the itinerary).
Rehearsal: Hold a rehearsal or briefing to ensure everyone knows their role.
Emergency kit: prepare a kit with items like safety pins, pain relievers, and other essentials for any day-of mishaps (we will provide this list later on).
Consider;
Sharing important phone numbers and/or creating a group chat with relevant people.
Consider printing our complimentary downloadable wedding day checklist.
Eat, hydrate and sleep well.
11. The Big Day
Relax and enjoy: Trust that your planning will come together. Focus on enjoying the day with your partner, friends, and family. Spend time with your other half, it sounds silly but it’s common to be so focused on the day and speaking with guests that we can easily forget the person we are marrying.
12. Post-Wedding Tasks
Thank you notes: Consider sending out thank you notes to guests and vendors for their contributions and presence (email is a great option). Sometimes guests will make a tremendous effort to attend and share your day, a little note can be a great touch!
Preserving memories: arrange for your gown and other keepsakes to be preserved. Create an album or video montage of the best moments.
Make sure both of you have time to rest
Enjoy married life!
Wedding planning is about creating a day that reflects you, your love story and your tastes. While the process can be overwhelming, breaking it down into manageable steps helps ensure that everything goes smoothly. Not everything always goes to plan too! That’s why we have dedicated professional people to take charge and ensure the day goes smoothly, in the end it's all about teamwork. There’s no need to take it all on, delegate.
Enjoy the journey of planning too! It is such a special time and it is over so quickly. Remember that everyone attending is there to celebrate the start of your new life together.
