Wedding planning is in our blood – it is what we do daily, what we are passionate about and, as a combined team, what we have decades of experience in.
So it might not surprise you to hear that we often encounter couples who, let’s face it, need a little helping hand. And as event professionals who pride themselves on excellence in service, we are only too happy to give couples the guidance they need. If you are in the depths of wedding planning (and feeling like you’re only treading water), this is where things can easily come unstuck. But don’t worry! We’ve put together a list of all-important tips and inside info that we wish every wedding couple had, that may help make the planning process a bit easier.
Yes, the list is quite detailed, so grab a glass of your favourite SA beverage and consider this a little Wedding Planning 101 from us to you:
1. Set Your Budget
Have a good chat with your partner about budget before you start getting too far into planning. Everyone’s budgets are so different and that is totally fine. You don’t need to compare your wedding to anyone else’s. But have an idea about how much in total you want to spend, and then pick your top 3-5 priorities and allocate a % of the budget to those.
2. Decide What You Really Want
While you’re at it, also chat with your partner about what you both really want and don’t want. Sometimes the ‘do not wants’ are just as important as the ‘wants’.
3. Don’t Be Shy
For a lot of couples, this is their first (and likely only) time they will get married, so don’t be shy to ask questions. We love to help, ask ALL the questions!
4. Ask and You Shall Receive
Asking questions can often prompt your supplier to tell you things you may have forgotten. It’s OK to not know everything, we don’t expect you to! Good suppliers will run you through everything you need to know. Which leads us to…
5. Book Reputable Suppliers
If you can’t tell easily that they do weddings regularly, ask them how many they have done. Weddings are quite a different format than corporate or public events and having suppliers that don’t regularly work on weddings can sometimes be a disaster!
6. Insurance Matters!
Before booking suppliers, check that they have Public Liability Insurance (AKA PLI), reputable suppliers will always have this covered.
7. Do Your Due Diligence
Those boring T&C’s really do matter. Please thoroughly read your venue’s Terms and Conditions before locking in your booking, this is the time to ask questions such as music restrictions, decor restrictions, bump in times etc.
8. Have You Signed a Contract?
Have you signed a contract with your venue and suppliers? If so, read it! The onus is on you to understand what you’re signing and paying for. If a supplier hasn’t asked you to sign a contract, ask yourself: why not?! Never pay deposits to suppliers without having a signed agreement in place first.
9. Schedule Your Meetings
When you book your venue and your suppliers, ask when your meeting schedules are and put them in your calendar with a reminder a week out.
10. When You Thought You’d Asked All The Questions, There’s Probably More
At your meetings, ask questions such as:
- How far out do you need to have your final guest numbers?
- When should you send out invites?
- When do you need to have your final song selections?
- Do you do a tasting with your caterer?
- Does your celebrant have their own PA, and how do they operate on the day?
11. Take Notes!
During your meetings, take notes! Don’t rely on your memory to remember the whole conversation. We know how easy it is to forget things when you have so much to think about!
12. Tell Us EXACTLY What You Want
No matter how laid back and no stress you are, you still need to make decisions. Don’t get us wrong, being chilled is great, but it actually makes wedding planning harder if you can’t communicate with your suppliers what you do and don’t want.
And conversely, don’t be afraid to tell your suppliers what you are looking for. This does not make you a bride or groomzilla! Setting your expectations from the outset with your venue and your suppliers will mean everyone has a very enjoyable wedding experience!
13. Lock In Your Suppliers First
Don’t confirm ceremony time until suppliers are all locked in and run sheet written with allowances for your priorities (such as sunset photos etc.)
14. Give Two Ceremony Times on Your Invitations
On your invitations, have two times written for your ceremony – one suggested arrival time, and one for the actual ceremony start time. For example, write ‘arrive at 1:30pm for a 2pm ceremony’.
Think about it – if there is just one time given, guests won’t know if they arrive at that time or if the ceremony is at that time!
15. Use Votives
If allowed at your venue, candles should always have votives to protect hire items such as linen and tables from any melted wax.
16. Secure Your Signage
Make sure that outdoor signage, arbours, vases and decor are secure – trust us when we say we have seen too many rickety, and frankly unsafe, installations to mention. Common sense should prevail here!
17. Plan For Inclement Weather
Last but not least, always always ALWAYS have a plan for inclement weather situations!
Hopefully this list sheds a little light into wedding planning, and helps take some of the stress out of the whole process.
Got your own piece of advice, or something passed onto you from family? Share it with us!
Xx
Header image at Glen Lea Homestead courtesy of Goldlight Photography
