Planning a wedding can be an exciting yet overwhelming experience. To ensure your special day goes off without any inconvenience, it's crucial to secure the correct wedding services, such as wedding catering, wedding videographer, wedding photography or musician. Let's explore the key elements needed to create your perfect celebration of love, family and unity.

Venue and Catering

Wedding Catering

The foundation of any wedding is the venue. Whether you dream of a rustic barn, an elegant ballroom, or a picturesque beach, your chosen location sets the tone for the entire event. When selecting a venue, consider factors such as capacity, accessibility, and amenities. We have an entire guide for this here and a useful free tool.

Hand in hand with the venue comes catering. Delicious food is a cornerstone of any memorable wedding. From hors d'oeuvres to the main course and dessert, ensure you offer various options to satisfy all your guests’ needs. Don't forget to account for dietary restrictions and consider late-night snacks to keep the party going.

To ensure there is no conflict with the venue and your catering service, ask your venue the following questions:

1. Will we have a list of vendors you usually work with, e.g., florists, caterers, and photographers? Are the vendors you work with a must-choice, or can we hire others outside your list?
2. Are there any specific setup or breakdown time restrictions for caterers at your venue?
3. Does your venue have adequate kitchen facilities for food preparation, or will the caterer need to bring their own equipment?

To be well prepared with your catering service regarding the food, ask the following questions:

1. Can we do taste testing first in the near future? Do you have any recommendations regarding your best meals for weddings?
2. Can you accommodate guests with special dietary requirements, such as vegetarian, vegan, gluten-free, or allergies?
3. How do you handle last-minute changes to the guest count or menu selections?
4. What is your policy on leftover food?

Photography and Videography

Wedding Photographer / Wedding Videographer

Professional photographers and videographers will capture the precious moments of your wedding day — every smile, tear, and dance move for the future. These photographs or videos will allow you to relive your special day for years to come. We were first hesitant to get a professional wedding photographer. Still, looking back, we are so grateful for our decision, as we can truly relive the moments again. Important considerations before you book your wedding photographers and videographers can be covered with these questions:

1. Have you worked at our venue or a similar-themed venue before?
2. Do you need to scout the location or need any preparation work from us (ex., permits for drones) beforehand?
3. Will you be alone, or will someone else join you?
4. For us, it is important that we vibe well together: what do you think is important for a successful collaboration?
5. Can we provide you a must-have shots for the wedding day?
6. How long will it take time to receive our final photos or videos?

Floral Design and Decor

Wedding Flowers

Flowers and decor transform your venue into a magical setting. Work with a floral designer to create stunning arrangements that complement your wedding theme. From the bridal bouquet to centrepieces and ceremony decor, flowers add a touch of elegance and romance to your celebration. To be sure that you are happy with your choice of wedding florist and decorator, ask them the following questions:

1. Have you ever done floral design or decor for our wedding theme? What did it look like?
2. Do you have any seasonal recommendations or physical examples of the floral design we can use for our wedding?
3. What decor would you recommend for us for our choice of outdoor or indoor wedding venue? Is it wind and weatherproof?
4. What is your delivery and setup, and when will the flowers arrive?
5. Do you handle the breakdown and clean-up, and is it included in the price?

Entertainment

Wedding Musician

Keep your guests entertained with the right music and activities. A DJ, musician or live band can set the mood for your ceremony and keep the dance floor packed during the reception. We had a great musician for our wedding and were extremely glad they had come to perform for us. It made us feel very emotional, as this special day, combined with the beautiful voice of our musician, made it an incredible, heartfelt moment. So we were extremely glad to have a musician at our wedding and highly recommend you for it too. These were the question we would ask if we would organise a wedding with an entertainer again:

1. Can you accommodate a special song requests list, including cultural or family traditions? When do you need this list?
2. What's your backup plan in case of equipment failure or unexpected issues?
3. Is there anything particularly important for you from your customers for a smooth work together?
4. Have you performed at our venue before? If not, will you need a site visit to familiarize yourself with the space?
5. What's included in your package (e.g., equipment, lighting services), and what are your power requirements for your equipment?

Also, consider additional entertainment options like photo booths or lawn games to add more fun to your wedding. We had a Karaoke included in our wedding, where even the musician joined at the end, which was a lot of fun!

Transportation

Wedding Car

Ensure everyone arrives at the venue safely and on time by arranging transportation. Whether it's a classic car for the newlyweds or shuttle services for guests, proper transportation logistics are crucial. Useful questions to ask yourself regarding wedding logistics to feel properly prepared:

1. What are the pick-up and drop-off points for guests, and how will these be communicated?
2. Have we considered the specific transportation needs of elderly or mobility-impaired wedding guests?
3. How will we ensure that transportation schedules align with the wedding timeline?
4. What contingency plans are in place for unexpected delays or issues with transportation?

Wedding Planner

Wedding Planner

Consider hiring a wedding planner to orchestrate all these elements seamlessly. A professional planner can manage vendors, timelines, and unexpected issues, allowing you to fully enjoy your special day. My sister used it for her wedding, and she was extremely glad that she did it for her wedding, as they helped her conceptualize the wedding, making sure it ran smoothly and was exactly what she wanted despite the price. Useful questions to ask your potential wedding planner before booking:

1. What specific services are you offering (ex., full planning or day-of coordination only), and have you organised a wedding with a theme like ours?
2. Do you have a detailed timeline and checklist to prepare for the wedding day, and how often will we communicate?
3. Can you work within our budget? Are there any potential additional fees involved?
4. Do you have a preferred vendor, or can I bring my own?
5. Is there anything we haven’t asked you think we should know? Also, what do you think is important for having a great working relationship together?

Lastly, the most important question that you need to ask yourself about all your wedding vendors:

1. Do we feel comfortable and excited to work with these wedding vendors?

Conclusion

Your wedding day is a once-in-a-lifetime event; securing the right services is key to creating lasting memories. By focusing on these essential elements, you'll be well on your way to planning the wedding of your dreams. Celebrating your love, family, and friends is the most important aspect – everything else is just icing on the wedding cake. If you need further help with planning your wedding, make sure to check out https://marrybirds.com/signup