Planning a wedding can be overwhelming, time consuming, and stressful – but is should be fun too.

Word of advice before booking the venue and catering company: Check into all the costs for the venue and the catering before locking something in.  You don’t want to book the venue and then have no money left for the most important thing: the food and beverages.

Venue

The venue is the first and most important thing to check off the list.
The venue usually only has one spot available and so make an appointment and get that booked right away.

Choosing the Caterer? 

The next thing is The Caterer as most can only accommodate 1 to 3 weddings per day. 6 months is probably waiting to long and one year out is common to start looking and booking the caterer.

Each venue usually has either one exclusive caterer to that property that you must use or a preferred list of 5 to 8 to choose from.  Some also have open catering lists where you can bring in who you choose.  The catering lists are nice because the caterers that have been chosen to be on those lists have been proven to be the best of the best in the industry with service, food quality and execution.

Catering Proposals.

Contact the caterer via phone or the website to request information and menus with pricing.  It is best to inititally talk with the caterer (or any vendor) over the phone so you can get a good feel for their company and customer service and they can get a good feel for what you are envisioning for your big day.  Proposals usually can be given within a few hours or at least 24 hours.

A good proposal won’t leave anything out.  It will have everything you requested and will also show any additional costs such as tax, delivery and service charge.  The proposal should be as close to the real thing as possible (nothing hidden).

Liquor Provider

The venue will have it’s own liquor provider that you must use or they will allow you to hire your own licensed liquor provider.  Some venues will offer a cash bar (where guests pay themselves) or a hosted bar (where you pay for it) or a combination where you host part of the time and then part of it is cash bar. Some venues allow you to bring in your own for a fee.  Always get insurance when providing your own liquor. Check with the venue to see if they provide the glassware, mixes etc..Just know your costs going in as the alcohol can be one of the most expensive things especially if being hosted by you.

Venues, Caterers and Vendor Discounts

Most places only give discounts in off season months. Don’t expect to be given a discount but a good vendor will look at all angles to see how they can direct you in the best way to accommodate your budget (within reason).

Complimentary Tastings are Important

You want to taste the food before you buy.  If you are out of state and going on a great recommendation it is ok to book over the phone and have your tasting when you are in town. (but definitely lock in that caterer so you don’t lose your date).

Tastings should be complimentary, private and available before actually booking with the caterer.There are only a handful of caterers that aren’t charging right now.  Most are charging a fee of $25 per person or more.

Deposits

Deposits are asked to lock in a date, venue, service or vendor.  Most are given at time of booking and are non refundable.

Final Payments

Final Payments can be asked for in increments over a period of time or full amount 1 to 2 weeks prior to an event.  All vendors vary on this.

Final Walk Thru’s and final Proposals

Most venues will meet with you 2 weeks to a month before to get your final floor plan with guest count done and then they (or you) will send it to your caterer.  The caterer usually doesn’t require to meet in person to finalize but does that over the phone through a series of questions.  You then finalize the last paperwork and sign off on it.

Final Guest Count

The caterer usually requires a final guest count along with payment 2 weeks before the event date.  After that point you can always go up in number but you can’t take away.

DJ, Bridal Gowns, Cake/Dessert, Wedding Rings, Video Photographer, Photographers, Wedding Booths to name a few are best chosen by referrals from your friends that have used them or through a vendor that you already have booked and trust.  They can refer you to the best of the best.  Not everyone is good or reputable.  Referral’s on this will save you a lot of time searching and will also give you confidence. in whom you’ve chosen.

Wedding and Event Planners

Go by recommendations.  There are many people out there who do not have that much experience but are dabbling it in.  Go with a reputable planner and check into references. Wedding and event planners can be hired to help from beginning to end or just for the big day.  Prices vary bu company and experience level.

Linen

Can be rented by the vendor of your choice, the actual venue or the caterer.  This varies on the location you have chosen.

Wedding Websites

Wedding Websites and Chat Lines can be very helpful for everything from planning throughout the process and referring vendors.  Be careful what you listen to as far as negative feedback from other brides and always give the vendors the benefit of the doubt.  You can always get references from the vendors you are interested in.  Don’t just go off one brides thoughts.  There is someone for everyone and also two sides to every story.

Wedding Insurance

Highly recommended.  It is only approximately $250 and insures your whole wedding.  A must if your event is in a month that could have inclement weather. (Wedsafe.com)

Have Fun!

Most of all, have fun planning!  The more you get done early the more fun you will have the last month before your wedding and at your wedding!