TL;DR
- What this is: A practical, human guide for couples and planners searching for the wedding people—ideas, vendors, scripts, and checklists that actually work.
- Why it matters: Most stress comes from unclear timelines, vague budgets, and last-minute decisions. We fix all three.
- Do this first: Set a 3-bucket budget (Non-Negotiables, Nice-to-Haves, Not-Now), choose a venue style in 15 minutes, then contact 5 vendors with the script below.
A 1-Page Planning Framework (“Calm > Chaos”)
Use this one-pager to keep your entire wedding plan sane and shareable with anyone helping you.
- Intent: In one sentence, how should the day feel? (e.g., “Unhurried garden dinner with live jazz and great conversation.”)
- People: Top 10 humans to prioritize (by name). Every decision should consider their experience.
- Non-Negotiables (3): Examples: live band, film photography, seasonal menu.
- Constraints: Date range, guest count target, accessibility needs, travel limits.
- Money Map: Three buckets: Musts (60–70%), Nice (20–30%), Not Now (10%).
Print it. Tape it to the fridge. Share it with vendors. Decisions get easier instantly.
Budget That Won’t Break (or Break You)
Forget complicated spreadsheets. Start with rough ranges, then re-allocate as quotes land.
| Category | Starter Range | Save With | Spend If |
|---|---|---|---|
| Venue | 30–45% | Weekday/off-season, all-in venues | Dream location is your #1 |
| Catering | 20–30% | Buffet/family-style, seasonal menu | Plated multi-course experience |
| Photo/Video | 10–18% | Shorter coverage, digital delivery | Film + second shooter + edits |
| Music | 5–10% | Curated DJ over full band | Live band + sound engineer |
| Florals/Decor | 5–12% | Repurpose ceremony pieces | Full installs + custom builds |
| Planner/Coordinator | 5–12% | Month-of coordinator | Full planning + design |
| Other | 5–10% | Keep favors simple | Guest experiences/extras |
Rule: If you upgrade one category, downgrade another. Keep joy high and debt low.
Choose a Venue in 15 Minutes
Open three tabs: a city venue, a nature venue, and a blank-canvas space. Ask:
- Does it match our “Intent” sentence?
- Rain plan? Is there a real indoor backup—not a hallway?
- Load-in reality: How far do vendors carry gear? Elevators? Restrictions?
- Hidden costs: Service fees, rentals required, preferred vendor lists.
Pick a lane today (city / nature / blank canvas). You’ll instantly narrow decor and vendor choices.
Vendor Shortlist + Email Scripts
Shortlist five vendors per category and send this exact email. It gets fast, useful replies.
Subject: Wedding – {Date or Month}, {Venue/City} – Quick Fit Check
Hi {Name},
We’re planning a {guest count} guest wedding on {date/month} at {venue/city}.
Our day should feel like: “{your Intent sentence}.”
Could you share:
• Availability?
• 2–3 package options with out-the-door pricing (incl. fees/tax)?
• One suggestion to keep things calm and on-time?
Thank you!
{Name} & {Name}
Instagram/Website: {link}How to pick: Choose the pro who answers clearly, adds ideas unprompted, and asks about your rain plan. You’re buying calm, not just a service.
A Timeline That Survives Real Life
Pad transitions by 15 minutes and protect your couple time. Here’s a resilient sample for a 4pm ceremony:
- 12:30 Hair & makeup starts (buffer 30 min)
- 2:15 Photographer arrives; detail shots, flatlays
- 2:45 First look & couple portraits
- 3:30 Wedding party & family photos
- 4:00 Ceremony (20–30 min)
- 4:45 Cocktail hour (you sneak 10 min private room + snacks)
- 6:00 Dinner served
- 7:15 Toasts (limit to 3 speakers, 3–4 min each)
- 7:45 First dance set, open dance
- 9:30 Sunset photos or night portraits (10 min)
- 10:30 Last song, send-off
Save yourself: Put photo group lists on one page, max 12 groups. Your future self will thank you.
Design: From Mood Board to Reality (Without Scope Creep)
Pick one anchor element and let everything else support it.
- Palette: Choose 2 core colors + 1 accent. That’s it.
- Florals: Invest in ceremony pieces you can repurpose at reception.
- Tables: Texture > trinkets. Linen choice often matters more than centerpieces.
- Lighting: Candles + warm string lights beat fussy decor in both price and photos.
Pro tip: Send your mood board to every vendor. Unified visuals = fewer surprises.
Day-Of Details Couples Forget
- Emergency bin: Fashion tape, sewing kit, stain stick, clear umbrellas, phone chargers.
- Vendor meals: Count them and schedule when they eat (never during toasts).
- Cash tips & envelopes: Label by role. Hand off to a trusted friend.
- Point of contact: Someone who is not you answers texts and vendor calls.
- Plan B lighting: If outdoors, pack extra candles/lanterns. Darkness arrives fast.
Printable Checklists (Copy/Paste & Save)
12-Month Snapshot
- Set intent, guest range, budget buckets
- Shortlist venues; schedule 2–3 tours
- Hold date with venue; sign planning or month-of coordination
- Book photo/video, music, catering (or venue package), officiant
- Start attire; begin mood board
3-Month Crunch
- Finalize timeline; share with vendors
- Complete shot list (12 groups max)
- Confirm rentals, florals, transportation
- Send playlist must-plays and do-not-plays
- Order signage, seating chart, programs
Week-Of
- Walkthrough with coordinator; confirm rain plan
- Pack emergency bin; assign point of contact
- Prepare tips; print group photo list
- Steam attire; break-in shoes
- Eat, hydrate, sleep (non-negotiable)
FAQ
Who are “The Wedding People”?
It’s a catch-all phrase couples use for the professionals who make weddings flow—planners, coordinators, photographers, filmmakers, florists, DJs/bands, caterers, officiants, and venue teams. This guide shows how to find and work with them like a pro.
Do we need a full planner or just a month-of coordinator?
If you enjoy logistics and have time, month-of coordination can be perfect: you plan, they run the show. If you’re busy or designing a complex event (multiple locations, cultural ceremonies, or many vendors), hire full planning.
What’s a realistic wedding timeline buffer?
Add 15 minutes to every transition (hair/makeup → first look, ceremony → cocktails, dinner → toasts). Buffers absorb micro-delays so your day still feels unhurried.
How can we save without it looking “cheap”?
Prioritize lighting and linens over tiny decor pieces, repurpose ceremony florals, and choose a simpler service style for dinner. Focus spend on what guests notice in photos and memory: food, music, and flow.
What should we ask vendors before booking?
Availability, out-the-door pricing (with fees/tax), rain plan, load-in constraints, and one suggestion they’d make based on your intent sentence. Clarity early = fewer surprises later.
Final Thoughts
The best “wedding people” do more than show up—they stabilize the day. Use this guide as your calm blueprint: set intent, pick a venue lane, contact vendors with confidence, and protect your timeline with buffers. When in doubt, choose fewer things done well.
