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- First Steps for Your Special Event -
Talk to a professional event planner.
The conversation will help you to think through the many details of planning your event. Even if you don’t hire the planner, you may gain insight into your priorities and the tasks ahead.
Get organized.
Over the months of planning your event, you will collect contracts, samples, receipts and more. You’ll save time and stress by organizing these items so that you can quickly find things you need. One simple way to organize is with a 3-ring binder with pocket folders and tabs.
Write your budget.
It may be uncomfortable to discuss money during this happy time, but you will save disappointment by budgeting up front. Consider carefully before spending more than you can afford. If your budget is small, take heart. You have an opportunity to be creative and unique.
Make your guest list.
You should know the maximum possible number of guests before you can scout the perfect location. On average, 75% of guests may accept an invitation, but you may have more or less guests based on factors such as the location and timing of your event.
Choose your date carefully.
If possible, be open to several possible dates for your event. This will give you maximum selection of venues and the opportunity to pick a date that works best for your close family and friends. It is wise to compare calendars with anyone who will be involved in your plans. Consider holidays, graduation season and back to school dates. It is also a good idea to ask local sources if there are major events in town on the dates you are considering.
Don’t over-do the invites.
The number one way to trim costs is to trim your guest list. For an average budget, trimming 8 guests from your list could save you $400 or more in costs.
Prioritize.
Determine what is most important to you, and put more of your resources to getting those things just right. Then, trim back in less important areas.
Decorate to delight.
Beautiful events require an eye for the big picture and attention to detail. If possible, start with a location that needs little dressing up. Maximize your décor dollars by considering colorful linens and lighting, including candles (either real or LED). By making sure the background has a fabulous feel, you can spend less on decorations and still have a great-looking party.
Choose your date.
Friday and Sunday events are frequently less expensive. Likewise, you may save as much as 30% by planning your event after holiday party season but before spring arrives.
Choose vendors you can talk to.
To stay on budget, don’t be afraid to tell your vendors how much you can afford to spend on their services. Professionals should be able to make recommendations to keep you on budget.
Write a budget and get organized.
Something Blue recommends that you write a budget before selecting any venues or vendors. Get organized with a binder or planner to hold contracts, samples, receipts and other papers. Being organized will save you time, and you’ll avoid costly mistakes by having information at hand when it’s time to make decisions.
The following pages include two budget forms - one for weddings and one for other special events. Please choose the form best suited to your event, then click and download the form.
Q: When should we ask our friends and family to be in our wedding party?
A: Personal circumstances such as jobs, relationships and health may change over the course of a long engagement. Therefore, Something Blue recommends asking people to be part of your wedding party 6-9 months in advance. When you ask, be upfront about your expectations. Let each person know what specific role you would like them to play so they can consider the commitment.
Q: How many attendants should we have?
A: Keep in mind the size of your guest list and choose a number that you feel comfortable with. A wedding party can be as small as two attendants. Something Blue recommends that your wedding party (including ladies, gentlemen, and children, if any) should not be larger than 10% of your guest list. It is not necessary to have the same number of ladies as gentlemen. Uneven numbers can work well in photographs, and processions and recessionals can be arranged with your consultant’s help.
Q: What items do our attendants pay for? Are there expenses we pay for our wedding party?
A: Being in a wedding party requires a commitment of time and money. If your attendants live out of town, they will generally pay their own travel and lodging expenses. Your attendants will buy one or more presents for you. Some attendants will share in hosting a shower or party. They will also buy or rent their own clothing for the wedding.
The Bride and Groom are not required to pay any of their attendants’ expenses. It is thoughtful to keep costs in mind when choosing attire or activities that attendants will have to pay for. If you would like to do more and your budget allows it, you might contribute towards your attendants’ lodging or attire. Many brides opt to provide accessories for their bridesmaids to wear on the wedding day. Some grooms will buy a tie for the groomsmen to wear on the wedding day.
Q: What roles do a Best Man and Maid of Honor play?
A: The Best Man and Maid (or Matron) of Honor are your central supports and stand near you during the ceremony. The Best Man (and Maid of Honor, if desired) usually offers a toast at the reception. Consider your Best Man and Maid of Honor’s talents, personal circumstances and distance from you in asking them to take on other responsibilities. These might include the following, or items you decide together:
· Hosting a shower or party
· Helping you make wedding plans or shop
· Addressing invitations
· Designing a wedding website, programs, or other elements
· Helping you dress for the wedding
