Why choose a private Wedding Planner and not only a venue wedding co-ordinater 

1. A venue co-ordinater can assist you with all things relating to your chosen venue itself in terms of the guidelines and what they can and cannot do for you.
2. Private Wedding Planners will manage all your external suppliers and wedding questions as well as work directly with the venue.
3. Private Wedding Planners will manage your wedding in its entirety and have an eagles eye and handle on all suppliers and goings on.
4. Private Wedding Planners will set up meetings with all other wedding suppliers and manage your wedding diary and process.
5. Private Wedding Planners can ask the venue if unusual ideas are allowed and accepted to shake up your wedding and make it different from other weddings that happen at the venue.
6. Wedding Planners will push boundaries to make your wedding unique and unusual and not run of the mill/ the same as any other.
7. Wedding Planners will be intricately involved in the smooth running of your wedding day.  They will have intimate knowledge of all the discussions and agreements previously discussed with all suppliers. This ensures that on your wedding day everyone is 100% onboard with their timings and duties.
8. Private Wedding Planners will have a delicate handle on your detail, décor, stationery etc, making sure all elements speak harmoniously to each other.
9. Private Wedding Planers can manage your wedding budget (with you) and make payments for you to the various suppliers.
10. Private Wedding Planners can add their personal touch, guidance, expertise and experience to your wedding.

What to discuss with your Wedding Planner when choosing them? 

1. Get to know your wedding planner first – meet or talk to them and discuss your ideas. It is very important that you both connect and realize if you will work well together or not.
2. Understand the estimate costs upfront before you commit to working together.
3. Be open about your wedding budget so your wedding planner can guide you realistically from the start.
4. Let your planner know what the most important aspects of your wedding are and what might be ‘nice to haves’ but not essential elements.
5. Be specific on your vision and look, you are hoping to achieve for your wedding and again provide an indication of budget here.

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1. What does your specific wedding package include and exclude?
2. Can you bring in an external caterer or must you use one of the venue’s preferred suppliers?
3. What is the maximum capacity of your venue choice (if your guest numbers should go up?)
4. Are you the only wedding on that day?
5. What time can you have your wedding up until?
6. Is there room to have additional hours should you wish for your wedding to go on?  If yes, what are the additional costs?
7. What time can décor start their set up on the day of your wedding?
8. If set up needs to happen on the day before your wedding is there an extra charge for that day?
9. Is there an area to get married at your venue should you wish?
10. Are there decent rooms for bride, bridesmaids and groom and groomsmen to get ready in?
11. Does your venue have a rain plan/ covered area/ area to support your wedding should it need?
12. Does your venue have fans/ heaters/ fireplaces in case of extreme temperatures?

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1. Send out E- Invitations for Save the Date and Wedding Invitations rather than printing on paper and posting / transporting.

2. A wedding planner (believe it or not) is also an eco-friendly way to approach your wedding. It is a one stop shop and point of reference. As they have knowledge of the most reputable suppliers in the industry, they can save on many hours of wasted energy trying to source various quotes, suppliers, ideas etc. They have great relationships with the most professional and sought after suppliers in the business and know which ones strive to be “ Green” and work in an energy efficient way by using less electricity, packaging, fuel and always trying to find the best solution for the client and the environment. You can Skype your wedding planner if you live far away or overseas and plan an entire wedding remotely if you need to, still knowing you are in professional and eco-friendly hands.
3. The less key suppliers you can use for your wedding, often assists your overall budget and your overall impact on the environment. Wedding planners know that some of their key suppliers may be able to double up on certain areas/ jobs that will assist with transport/ fuel/ staff and your wedding will have less impact on the earth and your budget in the long run.
4. Try use furniture from your venue rather than transporting it in.
5. Eco-friendly gifts: If you are a couple who have everything already set up, consider asking your guests to contribute to a worthy and important Environmental cause of your choice as a wedding gift . One that supports wildlife, conservation, protection of species, renewable energy projects, deforestation and climate change. This is a very generous gesture from the bridal couple to give back to the earth and make a difference where it is desperately needed. Or if your budget does not stretch that far, ask guests to possibly consider contributing towards a honeymoon fund. Less paper, wrapping and packaging of bulky and heavy gifts that need to be transported and unwrapped back at home.

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• Always have a rain plan or a plan B option if the weather should turn. (If any part of your wedding or event is planned for outdoors.)
• Always consider extreme temperatures for your guests – additional fans or heaters, umbrellas or blankets to combat this.
• Even if your theme is simple  – work elements around it so that every aspect of your wedding or event speaks to each other.
• Live entertainment of any nature can take your wedding or party from average to something AMAZING.

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1. Ask what packages the DJ offers.
2. Rather choose a package that covers more hours than less if you are not sure the length of your wedding. (This will save after hours charges and having to pay a DJ additional cash on your wedding night).
3. Make sure you organize a meal and drinks for your DJ.
4. Let your DJ or wedding planner know the style of music you love and what you don’t like.
5. Be specific on the songs you definitely want to be played and not be played if you are very music particular.
6. Check if different costs apply if you have your ceremony in a different venue as well as your drinks area.  (Additional speakers and equipment will need to be set up and your DJ may need to charge for this.)
7. Ask your DJ what other dance floor effects he can bring in or add should you wish for anything such as that.
8. Ask your DJ who will actually be DJ’ing at your function (it may be an assistant / colleague).
9. Always go with recommendations or first hand experience with your choice of DJ.
10. Ask your wedding planner whom they trust and recommend.

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1. If you live abroad and you are getting married in another country – then it is key that you have a very good wedding planner to run everything for you and tie everything together. They have the contacts for professional local suppliers and teams on the ground.
2. Choose your venue wisely. Guests will travel long distances and it needs to be well thought out where you decide to tie the knot.
3. Check what accommodation is offered for your guests.
4. Check travel requirements for your guests from their accommodation to the wedding venue and back.
5. What activities can you arrange around your destination wedding to keep guests happy, excited and entertained?
6. Keep venues and areas interesting for your guests.
7. Suppliers may need to travel to reach your destination wedding venue, so do keep in mind that costs for supplier’s travel may increase.
8. Most suppliers will require accommodation and meals while they are attending your wedding.
9. Remember to factor in the site visit. Accommodation, travel and meals need to be considered for some suppliers.
10. The chosen destination and setting of your wedding often speaks louder than an overuse of décor. So you can tame it down and enhance it based on the actual setting and environment.

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1. Select flowers that are in season at the time of your wedding.
2. Ask your décor team if they can do the signage and stationery or if you need to go to a separate wedding supplier for this.
3. Always a good idea to ask for a Mood Board once you have discussed and agreed on the look and feel of your wedding and ready to proceed with a specific décor supplier. This will ensure you are both on the same track in terms of the containers, candles, flowers, additional touches you are wanting. And help avoid any nasty décor surprises!
4. Décor teams are not usually wedding coordinators. Seeking guidance from your wedding coordinator will really help in ensuring that you and décor work well together and understand each other throughout the process. They will add another perspective, ask the right questions and help with all the finer details.
5. The décor team should do a site visit with the wedding coordinator and client. There may be areas that spring up that need to be enhanced or disguised, that you did not originally include in the brief.

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1. Choose an experienced wedding planner who can guide you with cost saving ways of approaching your wedding without changing the overall effect. They are good at approaching ideas in different ways to cut costs. They have established relationships with suppliers and can often work with them on various ways of managing costs.
2. Choose your guests and overall numbers wisely. Cost per head will be the biggest financial outlay of your wedding – in terms of catering, bar, hiring etc.
3. Choose flowers and food that are in season.
4. Select wine, beers and soft drinks for your bar selection and leave out the shooters and hard tack.
5. The length of your wedding will also affect the costs of your wedding. The longer your wedding – the higher your bar bill will.
6. Choose fewer bridesmaids and groomsmen to lower costs of additional attire, hair and makeup and gifts etc.

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1. Get cake estimates for the style and size of cake you want to have.
2. Ask about all the flavors they offer.
3. Get transport costs, as this can often cost nearly as much as the cake. (Depending on how far the venue is.)
4. Make sure your cake arrives early at your venue and is placed in a cool and safe place so it does not melt or get knocked.
5. Make sure a specific person is in charge of the delivery and receipt of the cake at the venue so it is looked after and properly placed.
6. Ask if your wedding cake includes fresh flowers or not.
7. Don’t forget to supply the cake knife or get caterers to bring one for the cutting of the cake.
8. Be creative with your cake ideas– consider a Donut cake or Cookie bar as an alternative to the traditional cake.

Catering

1. Get a menu and cost suggestions from your caterer.
2. Ask if they are flexible to include flavors and styles of food you love upfront. (Some caterers are brilliant at finger style food but battle to be creative with an unusual menu request.)
3. Ask if the cost of food includes crockery, cutlery etc. or if that will be an additional cost.
4. Staff – Ask for these costs upfront. Enquire about the number of staff required and approximate hours you will need.
5. Some clients may do dessert themselves to save on costs. My advice is, where possible, have your caterer handle and be in control of the entire food process. Much less fuss and stress for you in the long run.

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