After you decide on a wedding date, make sure the major details fall into place by reserving the main elements as quickly as possible. For more unique venues such as a museum, park or theater, reservations may be necessary more than a year in advance. Popular bands or DJs fill up their Saturdays quickly and good caterers keep a full appointment book. Here is a list of important wedding players that should be booked as soon as possible – most will require a non-refundable deposit to reserve your date:
- Wedding Venue – A church is still the most popular wedding venue but you may want to be married somewhere more unique – like a conservatory, botanical garden, hotel or even a theater. Some couples choose to combine their ceremony and honeymoon by having a destination wedding in Hawaii, Jamaica or even Las Vegas!
- Reception Venue – many hotels and country clubs offer package rates for the ceremony, reception and dinner. Other options are a banquet hall, community center, American Legion or Eagles Club.
- Photographer – Your wedding photographs will last forever, so find a photographer who shares your vision. You may want to meet with a few photographers and bring a list of important pictures you want taken. Be sure the photographer you choose understands your vision and takes pictures that YOU want.
- Videographer – Immortalize your wedding day on video so you can reminisce and share the day with friends who weren’t able to attend. View samples of the videographer’s work and decide which parts of the day you want taped (preparations, ceremony, reception, dance).
- Caterer – Probably the most expensive part of your wedding, the caterer you choose can “make or break” the reception. Schedule a time to meet with the caterer and sample his or her food. Decide what type of meal you will have (banquet style or sit down dinner), how many courses will be served, and approximately how many guests will be attending. Ask the caterer what accommodations can be made for guests with dietary restrictions. Find out when he needs the final guest count, and how much time he needs on site for prep work.
- Florist – Florists are usually able to handle more than 1 wedding per day, but the best florists will limit themselves so they can take special care in preparing each bouquet, boutonniere and arrangement. If your wedding will include seasonal flowers like peonies or tulips, make sure the florist can obtain these flowers.
- Wedding Consultant – If your budget includes the cost of a wedding consultant, interview potential consultants right away. Once you hire a consultant, they can take care of making reservations, but you still need to make the final decisions and provide the down payments.
- Band or DJ – Another aspect of your wedding that will affect all guests is the entertainment. Whether you choose a string quartet or a hip hop DJ, meet with the entertainer in advance and listen to a sampling of their music. Find out if their cost includes dinner music and see how much time/space/electricity the artist will need to set up. As with all items listed, keep a copy of the signed contract and the receipt for down payment in your wedding file.
The next list includes bookings that don’t need as much advance notice as the ones I’ve already mentioned. However, I would be sure to take care of these reservations at least 6 months in advance:
- Cake Designer – Your wedding cake is a unique creation that can reflect your interests or wedding theme. Sample different cake flavors and choose a cake size that will accommodate the number of guests you are planning. Wedding cakes can be made by a bakery or a custom wedding cake designer.
- Officiant/Clergy – If you are being married in a church, the clergy person may automatically be available when you book the church. If your wedding is at a hotel or conservatory you can choose a justice of the peace, a minister from your church, or a non-denominational clergy person. Some officiants will not charge for their services but it is customary to give them money or a thoughtful gift for their time.
- Transportation – Reserve limousines or other modes of transportation to get your wedding party from one location to another. If your wedding is in the park and the reception venue is nearby, you may want to schedule a horse-drawn carriage to add to the wonder of your special day!
- Rehearsal Dinner – Determine how many people will attend the rehearsal dinner (bridal party members and their significant others, parents, grandparents and siblings) and make reservations at your favorite restaurant, or invite everyone to your home and have the dinner catered.
- Honeymoon – If you will be jetting off to an exotic location for your honeymoon, speak to a travel agent months in advance to secure the best prices on airfare and hotel accommodations. It may save you hundreds of dollars to fly out two days after your wedding, and you may want that extra day to take care of follow-up details like returning the tuxedos and bringing your gifts home.
