Wedding Planning Essentials for Every Couple

Planning your wedding should be exciting and enjoyable, but it’s easy to feel overwhelmed when juggling venues, vendors, and countless details. The good news is that with a bit of insider knowledge, you can stay organized, stress less, and actually have fun planning your big day. I mean, isn’t that the goal?

So to share a little pro knowledge, we have compiled some of our essential wedding planning tips. Let’s dive in!

Set Your Priorities as a Couple.

Before diving into decisions, take time with your partner to decide what aspects of the wedding matter most to each of you. This will be your compass for planning. So whether it’s having all your loved ones present, amazing food and music, or a dream venue, identify your “must-haves” and keep them in mind with every decision. Identifying these non-negotiables will help you allocate your budget and effort where it counts, instead of sweating every small detail. As your wedding planner, we will always bring you back to these wedding must haves so you don’t get sidetracked by the shiny objects and endless DIY projects or upgrades. Here is a hint, most of the times those things don’t usually align with your initial vision.

Build a Realistic Budget (and Stick to It).

Ok, let’s be honest, you googled “How much does a wedding cost” but here is the thing no one tells you online… those numbers are fiction. Sure in some parts of the country, they may be accurate, but not in South Florida. I know this isn’t the most glamorous part of planning, but setting a budget early is crucial. So how do you do this? Well your planner should help you with this or if you don’t have a planner yet… research, research, research. Research typical costs in your area and talk with anyone contributing financially. Decide where you want to splurge versus save based on your priorities. Maybe photography and venue are top priority, so they’ll get a larger share of budget, while you may decide to save on your invitation suite. And if something isn’t that important to you, it’s okay to find a more cost-effective option. By handling key budget items up front, you’ll avoid overspending on things that aren’t your priorities.

Your Guest List is Your Budget.

Here, I’ll say it again… Your guest list is your budget. What does this mean. Every name you add means another chair, meal, fork, invitation, drink, napkin, and centerpiece. Multiply that by 150, and suddenly your “just a few more people” snowballs into thousands of dollars. Before you fall in love with a venue, a menu, or a vision board full of floral, you need to get real about how many people you’re inviting. Every decision after that hinges on this number. Trim the list, stretch the budget. Simple math, wedding edition.

Make a Detailed Timeline and Start Early.

Give yourself ample time to plan – more time equals less stress. Planning early keeps you on track so you’re not trying to do everything all at once. Also, when it comes to your wedding weekend timeline, build some buffer time into your day-of schedule – assume everything may take a little longer than planned. Having some buffer time and being a little flexible on your wedding day will alleviate some stress because, trust us, something will always run over; a bit of buffer in each time slot prevents a domino effect of delays.

Communicate and Set Boundaries.

Wedding planning can easily creep into every conversation and free moment if you’re not careful. To keep it fun, set some ground rules with your partner. My advice, dedicate one or two nights/days a week to tackle some wedding tasks. By the same token, set some wedding free time, too. Also if you are planning without a planner, then decide how you’ll divide some of the wedding tasks between you and your partner. Maybe one of you will take the lead on researching DJs, Bands, Emcees, while the other handles photographers, videographers, and content creators. Then you compare notes. Clear communication extends to family, too. If parents or in-laws are involved (financially or just opinion-wise), have an honest conversation early about your vision and their expectations. Getting everyone on the same page early can help to avoid conflicts while you are planning.

Delegate Some Tasks to Others.

You might be the type who likes to do it all, but remember you don’t have to plan this wedding alone. Enlist your trusted friends and family to help where they can. Most of your inner circle want to be helpful, but they may not know what you need unless you ask. So if they can actually help…ask them. But I caution you, don’t just give someone a task just to ask them to do something.

Lean on Your Wedding Planner or Day-Of Coordinator.

If it’s in your budget, hire professional help. I understand that a full wedding planner may not be in your budget, but a day-of coordinator will run you a few thousand dollars but it’s an investment in ensuring those last details are handled and that things run smoothly on the big day. Ultimately bringing in a wedding planner or day-of coordinator is a gift of self-care and will alleviate wedding-planning stress and free up your time and let you relax and be present on your wedding day.

Always Have a Backup Plan.

Expect the best, but we planners know you still need to prepare for the unexpected. If 2020 taught us anything, it’s to have contingency plans! For South Florida couples in particular, weather is the big wildcard. Whether it’s wind or rain or intense heat, you should have a “rain backup plan” and a “heat/sun backup plan” for wedding. Your Plan B might be a tent, an indoor ballroom on hold, or at least umbrellas and fans. Sudden rain showers or extreme heat can derail an outdoor event if you’re not ready, but when you have a plan in place, they’re barely a weather blip. That said, beyond weather, think through other what-ifs: What if an important vendor has an emergency? How does your photographer back-up your photos? Ask your vendors what their back-up plans are, too.

Stay Organized with Tech and Tools.

Keep all your wedding info in one organized system. Some people love a good old-fashioned wedding binder, but you can also take advantage of modern tech. For example, using a platform to handle RSVPs and guest list tracking can save you a lot of time and stress. Yep. You can use a QR code to collect RSVPs. Spreadsheets are your friend for tracking payments, due dates, and seating charts. The key is to consolidate information – if you’ve got notes in ten different places, you’ll feel scattered. Find a system that works for you and update it regularly. We give each of our client’s a designated planning portal, which you’re your checklist, your budget tracker, payment tracker, timeline, seating chart… It’s soooo cool! Personally, I am obsessed with it.

Schedule Planning Breaks and Self-Care.

In the whirlwind of planning, don’t forget to take care of yourselves. Yes, you have a lot to do, but it’s important to step away from wedding stuff now and then. Avoid marathon planning sessions that last all weekend – you’ll burn out. Instead, break the work into bite-sized chunks. Maybe you handle one or two tasks per evening and then relax. Set a rule like “No wedding talk after 9pm” or have a planning-free date night each week. Some couples even schedule a “planning pause” weekend, during which no wedding tasks are allowed – this can help you reconnect with each other and remember why you’re doing all this. Think of self-care and couple time as an investment in a stronger partnership.

Keep Perspective and Savor the Moment.

Finally, remind yourself what this is all about. It’s easy to get so wrapped up in planning that it starts to feel like a pressure-cooker or a performance. When you sense stress building, pause and picture the big picture…you’re marrying the love of your life, and this is a celebration of that love. Not every moment of planning will be fun – and that’s okay. A few months from now, you’ll be kicking back on your honeymoon or looking through your wedding photos, and the stress will be behind you.

Be Present.

Yep, we said it… BE PRESENT and grab joy in the process where you can. Celebrate small milestones (“Contracts all signed? Let’s toast tonight!”). On the wedding day, let go of the little things and soak in each moment – as one planner wisely said, many couples “forget to be present… The day goes by so quickly”, so consciously slow down, take a deep breath, and take it all in. You’ve worked hard to plan a beautiful day; now make sure you enjoy it!

P.S. – Do you have a planning tip you wish you’d known about? Drop it in the comments or email it to us and we’ll include it in the next version of this blog!