Budgeting your wedding like planner

Your wedding planning is only as strong as your wedding budget. Understanding what you are working with and prioritizing accordingly will be the difference between curating a vision and chasing a dream.

I work tirelessly with couples in the early planning stages to establish a healthy wedding budget that holds their priorities high while also keeping within realistic grasp. It can be intoxicatingly exciting to start looking through Pinterest the moment you get engaged (or if you’re like me and most of my brides – long before). With endless amounts of inspiration, trend forecasts, and an algorithm designed to keep you locked in and show you everything you could have ever imagined and then some – it can become heart wrenching when early planning begins and couples realize the cost behind all these beautiful images.

As we dive into building your wedding budget it is important to realize one key fact. You are looking at planning a luxury event, and with that comes a cost. I will say it again, you are looking at planning a luxury event. No matter your budget it is an extreme privilege to plan an event where you plan to wine and dine an average of 150 guests for 5-6 hours. With this privilege comes the responsibility to plan and allocate your wedding budget well so that the event you put on for your guests becomes one where you thrive and enjoy your seat as the guest of honor. These things don’t just magically happen.

Earlier in the year we discussed the 5 ways to budget your wedding. Today we are going to take things one step further and give some insight on how we handle these 5 key areas of consideration and planning.

So let’s get into it:

How to clearly define your overall budget

No matter where the funds are coming from for your wedding day, there comes a point where you need to put a large number down to paper and call that your wedding budget. This is the number you will use to begin allocating off of, as well as a number most of your vendors will ask you to provide.

When you have that number in mind and settled on, it is important to then define what is and what is not factored into this number. Below is a list of common considerations for what will be part of that overall wedding budget:

Each example above are all things to consider when deciding what will be counting towards your larger wedding budget. For a little assistance, download this wedding category checklist when beginning this decision. Once you have decided what your overall number is and what will count towards it you are ready to begin prioritizing.

Taking your wedding budget factors and prioritizing accordingly

Now that you have your total budget nailed down as well as what areas of your wedding day will be counted towards your budget we can begin to discuss prioritizing your vendors.

Now, when we begin prioritizing your vendors we are not allocating certain funds towards this potential vendor’s contract and or agreement. That comes next. We simply need to rank them in order of importance AFTER priority vendors. Priority vendors are the vendors that you have no choice but to say no to in order to host your event. As an example, these vendors would be:

Venue

No matter what other details you have envisioned for your wedding day, you need to have somewhere to host the event.

Details

Food & Beverage

When hosting guests you will need to feed them and provide beverage service of some kind. Alcoholic or not.

Rentals

Varying depending on base inclusions and rain backup plans you will likely need to consider some form of rentals for your wedding day. From tents – seating – tables – catering supplies, anything your venue does not already provide will need to be rented to fill the service needs of your vision.

These three, no matter what else you wish to have incorporated on your wedding day are three core essentials. As a result they must be ranked relatively high on your priority list.

The remaining vendor categories are all “non essential” vendors that are not needed to pull off the base function of your event and can be allocated purely based on your vision and what will make you happiest to experience or have at the end of the day.

Wedding Planner

I recommend investing in a high quality wedding planner. Most will have varying service levels to accommodate varying budget ranges. We personally offer our Wedding Management, Partial Planning, and Full Planning services in order to cover a wide scope of planning needs and budgets. Your wedding planner will be the rock you are able to anchor your wedding day to, will be able to provide invaluable planning advice and assistance, and be the reason you experience your wedding day a the guest of honor and not as the host.

Photographer

Photographers have the long standing assumption as being a necessity on your wedding day, as they should. Yes, the day itself is for forming all the incredible memories of celebrating with friends and family and the photos that are taken are what captures every aspect as a moment in time. Invest in your photographer. A good photographer can make anything look magical and beautiful no matter what elements are thrown at them day of.

Videographer

Often seen as something to add if the budget “works out.” Hint hint, it never does. I am a HUGE proponent of videography for your wedding day. They are a compliment to your photographer and not a doubling down on the “same things.” Unlike photography, videography captures the atmosphere, movement, verbal moments, and reactions of your wedding day. They become the keepers of HOW the day was experienced, and as memory fades, video becomes your clear keeper of such a event in your life as the years tick on.

Specialty Rentals

There are rentals that you will need for the general function of our event and then there are specialty rentals. Lounge sets, stage facades, specialty bars, upgraded linens and napkins, upgraded chairs, and so on all fall under this category. A less essential category for function – however a large player in the overall look and aesthetic of your wedding day.

Florals

Considered one of the more essential wedding vendors, your florist is often one of your larger vendor expenses depending on your vision. It’s important to allocate a healthy amount towards your florals when you plan to incorporate them as the main design element.

Baker

Your baker will be the one responsible for any of the desserts on your wedding day. From cakes, sweets, cookies and more you want to allocate accordingly. I often coach couples into expecting to pay $4-$6 per guest on dessert.

Entertainment

For entertainment, a DJ will likely always be more cost effective when compared to a large band but the world of musicians but this is a vendor to absolutely never skimp on. Your entertainer will also become your MC and audio technician. They will be the ones providing the sound systems for ceremony, cocktail hour, and reception as well as acting as the MC of the evening. Time and time again we have seen couples choose an under qualified entertainer and when they inevitably “mess up” it becomes a very obvious situation. Always always always hire entertainers with wedding experience.

Stationer

Your stationer will become the all encompassing vendor for your invitation suite, day of signage, menus, place cards, and smaller personal items such as custom cups, cocktail napkins, and koozies. When

Hair & Makeup

Transportation

Attire

Gifts

Supporting Wedding Day Events

Accommodations

Gratuities

Small Personal Details