| Planning a wedding can feel like a whirlwind, but it doesn’t have to be overwhelming. We’re here to guide you through the process with a clear, stress-free approach that keeps the focus on what matters most: celebrating your love and having an epic party! That’s where our Phase-Based Planning method comes in. Designed to help you stay organized and truly enjoy your engagement, this three-phase system starts with Phase One—locking in your VIP Vendors. These are the key players who’ll set the stage for your big day and often book up fast. Let’s dive into how to prioritize, plan, and secure these must-have vendors step by step.
Step 1: Prioritize What Matters Most
Here’s the thing—every couple is unique and has different priorities. That’s why we always ask our couples: What’s most important to you on your wedding day?
Here’s how to figure it out:
- Have an open conversation with your partner about the three things that matter most to you on your wedding day.
- Determine whether the vibe, food, flowers, or something else matters most to you.
- Use your priorities to guide your vendor search (and budget!). If having a 4-course dining experience, the best film photographer in the area, and a band are high priority items, make sure you understand the general costs for those vendors to avoid disappointment and sticker shock later on.
Step 2: Lock In Your Venue
First up: the venue, the backdrop of your big day. It’s like picking the perfect stage for your love story—no pressure, right? The thing about venues is they’re super exclusive. Most venues only host one wedding per day, and some venues only host one event per weekend. If you’ve been dreaming about that stunning vineyard, historic DC space, or industrial blank slate, don’t wait—book it as soon as possible. Some venues in the DMV area book up 2 years in advance! Don’t stress if you are planning in a quicker time frame- there are a lot of venues to choose from, but if you have your heart set on a certain space, reach out early!
What to think about:
- Style: Are you into the outdoor garden vibe? A glamorous ballroom? A quirky space with a lot of character?
- Size: Make sure it fits your guest list comfortably- with a dance floor!
- Flexibility: Looking for a Saturday in October? Peak season dates are snapped up fast, so consider a Friday or Sunday or another, less popular month, especially if you are planning in a quicker time frame.
Step 3: Catering
Let’s talk about food. Catering is not only a VIP vendor but also a MAJOR piece of your budget puzzle. Good food keeps guests happy and talking about your wedding for years to come! Keep in mind that you are essentially taking all of your guests out to a very fancy dinner, so think about what that might cost at a restaurant (drinks, apps, entree, dessert, tax and tip) when you are considering your catering budget.
What to consider:
- Service Type: Plated dinner, buffet, or action stations? Each has a different vibe—and price tag.
- Bar: Does your caterer handle bar service too? One less thing to worry about!
- Guest Count: The number of people you invite directly impacts cost, so aim to finalize your numbers before sending out Save the Dates.
Step 4: Book Your Photo & Video Team
Next on the VIP list are the pros who will make your memories last forever. Most photographers and videographers are one-person shows (or very small teams), meaning they’re in high demand. If you’ve been swooning over someone’s Instagram portfolio, reach out to them as soon as your date is set!
How to find your perfect match:
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- Style: Check out their feed for a style that speaks to you. Do you like light and airy, dark and moody, true to color, documentary style?
- Tell them what you love about their work—it helps them capture your vibe.
- Ask the big questions:
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- Do they include a second shooter?
- How many hours of coverage do you need?
- Can they share galleries from weddings held in venues similar to yours?
Once your venue, catering team, and photo/video team are secured, you are that much closer to solidifying your VIP vendors- and taking a much needed planning break!
Step 5: Entertainment
What’s a wedding without a killer soundtrack? Whether you’re vibing with a DJ or craving the energy of a live band, your entertainment sets the tone for your celebration.
Tips for making it unforgettable:
- If you’re hiring a DJ, find one who gets your music taste and can read the room.
- Dreaming of a live band? Do your research, attend a showcase, and make sure you really love the playlists they offer.
- Decide how interactive you want your entertainment to be. Want a high-energy vibe and someone who will work the crowd or someone who is more laid back? Personality plays a big role in choosing the perfect entertainer for your celebration.
The Bottom Line
We’d like to think that a wedding planner falls into your VIP vendor category (we are planners after all!), but we realize some may not prioritize this service, but for others we are hired the second you get engaged before you even choose a venue.
Planning your wedding doesn’t have to feel overwhelming or exhausting. Focus on your VIP vendors first, keep your priorities clear, and remember—you’ve got a team ready to help you bring your vision to life.
Let’s make your big day unforgettable, one awesome vendor at a time. Not sure what level of service you want or need? Inquire with our team to set up a time to chat!
Photography by: Addy Rae Photography, Lauren Ahn Photography, Cat DeLine Photography |
