Congratulations on your engagement! It’s an exciting time for you and your partner, but if you’re daunted by wedding planning, you’re not alone. Planning your wedding is one of life’s most exciting journeys, but it can also feel like a huge puzzle. We’ve made a list of what to expect when you start planning your wedding, from creating a budget to organizing your décor and menu.
Set Your Wedding Budget
Location: The Gardens at Pillar and Post
Image courtesy of Geoff Shaw Photography
Setting a budget for your wedding may not be the most fun part of planning, but it’s crucial to move ahead without worrying about falling in love with a location, dress, venue, or décor that’s simply out of your range. It keeps your expectations realistic and in line with what you can afford.
Whether you want a small, intimate celebration or a grand wedding, our experienced wedding planners can help by giving you accurate cost estimates on what you can expect to spend in each category.
Determine Your Wedding Style or Theme
Image courtesy of Gemini Photography
Determine the style of wedding you’re dreaming of! Are you into a traditional white wedding, or something off the beaten path? Do you like themed weddings, or do you prefer to keep it formal? Think about the season, location, and the vibe you want your guests to experience.
Some ways to draw inspiration include browsing bridal inspiration boards on Pinterest, checking out photos on Instagram, or visiting bridal websites to see the wide variety of styles available, from bright colours to something more rustic. Your wedding planner can also offer ideas based on their industry experience, knowledge about current trends, and more so don’t forget to ask them for inspiration if you get stuck!
Create a Guest List
Location: Pillar and Post
Image courtesy of Devin Begin Photography
Creating a guest list sounds easy, but it can be difficult to narrow it down once you see it on paper. Expect it to take time and multiple revisions, especially if both families have large networks or if you’re trying to balance long-distance guests. Make decisions based on the wedding you want to have: do you want a small, intimate affair with only your nearest and dearest, or are you dreaming of a grand celebration?
Consider creating separate “must-have” and “nice-to-have” lists for guests. This helps you prioritize close family and friends while keeping the overall number manageable. Remember that more guests mean a larger portion of your budget will be spent on catering and the venue. While that’s just what some couples are looking for, be sure to account for the extra cost in your budget.
Develop a Wedding Planning Timeline
Location: Queen’s Landing
Image courtesy of Loverly Weddings
Once you’ve set your budget, guest list, and style, it’s time to create a wedding planning timeline. A timeline keeps all your tasks organized and ensures you don’t forget important details as your big day approaches. Start by breaking down tasks by months:
- 12+ Months Before: Book your venue, choose your date, and hire a wedding planner.
- 6–9 Months Before: Send save-the-dates, shop for attire, and secure key vendors such as photographer and caterer.
- 3–6 Months Before: Finalize décor, flowers, and menu, and start planning seating arrangements.
- 1–2 Months Before: Confirm final guest counts, complete fittings, and review timelines with your vendors.
Decide on a Date
Location: Sue Ann Staff Estate Winery
Image courtesy of Morning Light Photography
Deciding on a wedding date is dependent on a variety of factors. Consider your ideal season and the overall atmosphere you want for your wedding: do you want a festive winter wedding, or would you prefer a spring wedding with fresh flowers and sunshine? Think about how your chosen season may impact your venue options, availability of vendors, and even travel plans for your guests.
If your dream date isn’t available, are you willing to book further out to secure it, even if it means waiting? No matter your preference, it’s important to have multiple options in case your first choice isn’t available.
Choose the Right Venue
Location: Inn On The Twenty
Image courtesy of Bright Sky Weddings
Choose a venue to accommodate your guest list. It’s wise and cost-effective to select a venue that can also handle catering and décor, as well as provide convenient parking, on-site accommodations, and accessibility for all guests. At Vintage Hotels, we offer 22 different venue options across 5 different properties in Ontario with varying capacities, all of which can be tailored to suit your unique vision.
Research Vendors
Location: Château des Charmes
Image courtesy of Morning Light Photography
A wedding is only as smooth as the team behind it! Expect to spend time researching vendors who match your style, budget, and vision. From photographers and florists to entertainment, transportation, and officiants, each vendor plays a key role in bringing your special day to life. We recommend reading reviews and testimonials, asking for references, and reviewing sample work carefully. Our experienced wedding planners work closely with a trusted network of local vendors, so you’ll have guidance every step of the way.
Plan Your Décor and Menu
Image courtesy of Morning Light Photography
Choose décor lighting, table settings, signage, and and florals that align with your style or theme. Refer to the inspiration pictures you picked earlier and ask your wedding planner about how to make each idea your own. Our in-house florist, Clippings Floral Design, can help by showing you sample arrangements, giving expert advice, and making suggestions when you get stuck.
Wedding menus can be as simple or as elaborate as you wish! Think about dietary preferences, signature cocktails, and presentation styles that enhance your theme. Our talented culinary team prepares delectable wedding feasts on a regular basis and loves customizing offerings to suit your needs. No matter what you choose, you can expect fresh ingredients and spectacular local wines to dazzle your guests.
Coordinate Wedding Day Logistics
Location: Cave Spring Vineyard
Image courtesy of Bright Sky Weddings
Beyond the beautiful flowers and delicious food, there’s a lot of behind-the-scenes planning that makes a wedding run smoothly. Plan to spend some time figuring out logistics, including transportation for your guests, bridal party, and yourselves, parking and accommodation arrangements, creating a detailed day-of timeline for vendors and the wedding party, and securing any necessary permits or special requirements. While it may feel like a lot, careful planning ensures that your wedding day flows seamlessly. Our wedding planners are here to help coordinate these details so you can focus on celebrating with your family and friends.
Plan Your Dream Wedding with Vintage Hotels
Our reliable, experienced wedding planners are excited to help you make your wedding dreams come true. If you can dream it, we can create it! Contact us today to discuss how we can realize your vision and create lasting memories for the rest of your lives together.
*Featured Image Location: The Barn at Pillar and Post
*Featured image courtesy of Bright Sky Weddings