Guide to organizing a memorable wedding

The celebration of a wedding should create a memorable experience that reflects the unique style of the couple.

The organization of an event such as a wedding requires an integrated system that projects the identity of the couple, the profile of the guests and the resources available for its realization. These three aspects must be combined in such a way that they achieve a perfect balance.

At the same time, the wedding planner must transmit confidence, minimize risks and offer options based on the tastes and desires of the couple.

Here is a guide to help you plan a memorable wedding:

The choice of date and place

- The first two actions to carry out in the organization of a wedding will be to define the modality (civil and/or religious) and the time of day in which the event will take place.

- When selecting the date, keep in mind the calendar(s) of the bride and groom and guests, avoiding holidays, licenses or vacations.

- Do not forget that both churches and official organizations have registration deadlines, which in some cases can reach a year.

- Try to get all the necessary documentation to carry out the administrative procedures required by the institutions chosen for the celebration.

- Make a calendar of activities in order to be able to monitor each of the actions to be carried out week by week. The prior preparation time will depend on the type of wedding, which may vary from six months for simple weddings and one year for more complex ones.

- Defining the space in which it will take place is one of the main aspects of a wedding. Analyze in detail the proximity, the services offered to the guests, as well as the possibility of reflecting the style of the bride and groom.

- Given that some spaces are in great demand (especially in spring and summer) it is advisable to define the place a few months in advance.

- Determine the best schedule, evaluating advantages and disadvantages. For example, an outdoor wedding has the advantage of being bright and allows the event to be placed in a natural environment, but it will be necessary to have alternatives in case of bad weather. In the case of a night wedding, exclusive rooms or inside hotels are excellent options, as long as they have the correct lighting and setting.

Budget

- First of all, I recommend you define a fixed budget, taking into account the number of guests and unforeseen expenses. Subsequently, you must choose the suppliers and request at least 3 quotes per item, which may be: location, catering (it is always more convenient to quote per person), photography and video, clothing and makeup, animation, wedding planner, transfers, weddings, religious services, gifts for guests, invitations, etc.

- The distribution of each of the expenses will depend on what the bride and groom consider most relevant and the type of wedding they want. A good option could be: 40% location and banquet, 10% clothing, 10% photography and filming, 5% entertainment, 5% setting, 15% wedding trip and the remaining 15% for other providers (transfers, maintenance staff and security, wardrobe, paperwork, gifts for guests, makeup, etc.).

- On some occasions, the bride and groom prefer that the guests contribute money to the account of a travel agency for the wedding trip. This would allow them to expand expenses in other areas.

- When requesting a service, it is convenient to ask for: the details of the products and services, the date and time of delivery, the prices (with and without taxes), the form of payment, the shipping costs, the cost of assembly and disassembly (in the case of installations or animation), contact information and expenses for cancellation, suspension and delay.

- Find a template to make an event budget in my resources section.

The invitation

- Putting together the guest list is usually one of the most complicated moments, since there is no single possible way. In all cases, the ideal is to have an initial list before choosing the space.

- To follow up on the delivery, it will be very useful to have a spreadsheet arranged alphabetically with the names and surnames of each guest, in which you can mark the confirmation of each one.

- The tone of the invitation will depend on the chosen style (formal, informal, cheerful, solemn, etc.). In general, it is advisable to include: date, time, place, how to get there (preferably with a map and access routes), dress code (such as black tie or gala) and R.S.V.P with a contact telephone number and/or e-mail for confirm attendance.

- I recommend you send a participation to the formal celebration (civil and/or religious) and another separate invitation to the party. In the event that both events are invited, the party invitation will be included in the same shipment.

- Regarding notification in advance, one month is ideal, but in the event that there are guests who must travel from great distances, it is advisable to send them two or three months in advance. You can also send a save the date at least six months in advance to announce the wedding date to guests.

- Both physical and virtual invitations should follow the theme of the entire wedding. In the event that physical invitations are made, both envelopes and cards must have the same quality. Virtual invitations may include a link to confirm through an online form.

- A good option is to create your own wedding website, which will allow you to share detailed information about the celebration and manage attendance. Also, you can include the list of gifts and, later, publish photos and videos of the event.

- The offer of invitations is very wide, so I recommend you choose those that have the graphic elements, shapes and colors that best represent the style of the bride and groom, and at the same time, adapt to the place and time of year.

- Find a template to make a formal and informal invitation in my resources section

The groom's style

- When choosing the bride and groom's attire, elegance and sophistication should be prioritized, but without neglecting comfort.

- The style should be adapted to the type of wedding, as well as the tastes and preferences of each one.

- In the case of the bride, avoid dresses that are too heavy, tight or have huge trains (which cannot be taken off), ornate styles (with excessive beading, lace and glitter) and necklines that are too pronounced. Short dresses, jumpsuits and suits are also a good option.

- Currently, light fabrics such as silk, muslin, bambula or satin and linen (for outdoor weddings) are highly required. Volume and sophistication prevail.

- The preferred shades for dresses and/or outfits are white, ivory and tan, with a touch of color for the most daring. Structural volumes in sleeves and skirts with movement are a trend, as well as drapes, artistic ruffles, pleats, transparencies and asymmetries. The styles vary between the spectacular, minimalism and romanticism with a Victorian touch.

- Groom suits in shades of navy blue and gray are a trend (in addition to the classic black), as well as more tailored lines and more precise cuts. The style will depend on the type of wedding, but it is recommended that you settle for pants, shirt and vest (in more formal weddings). The ideal fabric is cold wool and you can choose between haute couture, prêt à porter or rental.

- For the most daring grooms, ties and stockings with striking prints and cufflinks with creative designs are an excellent option.

The selection of the place for the party

- To determine the type of party that best suits the wishes of the bride and groom, the following must be taken into account: the time the wedding will take place, the number of guests, the location (countryside, city, boat, etc. ), the style of the chosen space (traditional, modern, avant-garde, etc.), and the theme (romantic, luxurious, casual, modern, etc.).

- The chosen modality (gala dinner, cocktail, lunch, etc.) will determine the design of the space. At all times, the experience of the guests and the special relevance of the bride and groom, the great protagonists of the event, must be prioritized.

- For day weddings, a lunch can be organized in a room with a romantic style or a cocktail for a youthful and fresh style. While for a night wedding, a gala dinner in a trendy hotel or a party on a boat will give it an elegant and refined touch.

- The location of the place where the event will take place is a very important point, so I recommend that it be easily accessible and not too far from the guests.

- Some aspects to take into account when selecting the space for the party should be: emergency power supply system, cooling and heating equipment, security services, insurance and qualifications, emergency exits, adequate service areas for assembly, wi-fi, exclusive space for the use of the bride and groom and children (if necessary), parking, own services (catering, sound, filming, etc.), exteriors in good condition (if any), etc.

The ambientation

- Regarding the setting, the possibilities in terms of design are wide and varied. Various themes can be created through lighting, scrims, tents, living rooms, tables of various formats, candles, flower arrangements, spaces defined especially for taking pictures, etc.

- The choice of design will be related to the theme chosen by the bride and groom, which may be: romantic, country, modern, boho chic, vintage, adventurous, musical, naturalistic, ethnic, gothic, on the beach, chromatic, among others .

- At all times the important thing will be that the decoration transmits the identity of the couple, so their tastes and interests will have a very important role when making the choice.

- To choose the color palette of the event you can follow the predominant colors of the season of the year in which the wedding takes place. For summer, neutral and pastel colors adapt fantastically, in spring the warm and intense ones give it that cheerful touch that characterizes the season, in autumn the earthy and orange colors are associated with the beauty of the falling leaves, and in winter cold colors such as blue or lilac accompany the beauty of the landscape.

- Current trends in wedding setting propose increasing personalization, the use of more relaxed tables and living rooms (functioning as more versatile spaces that encourage the circulation of guests), a modern and relaxed etiquette, less schematic and more creative and spontaneous programs, use of artisanal materials and local suppliers, midweek weddings, experience-oriented wedding gifts, greater incorporation of technology and special effects (especially in entertainment), outdoor weddings with the use of transparent marquees, neutral tones that are complement with shades of nature (nude, beige, dusty pink and green and earth palettes), materials such as wild silk, cotton and natural fibers, floating lights (starry skies, string lights, suspended lights, etc.), microlights and hanging glass lamps (trying to make everything wireless) and the use of sustainable elements.

- For the assembly, I recommend hiring a suitable and experienced provider who can provide a fresh and creative vision, but without neglecting safety. It is important that both the organizer and the suppliers make good use of time, in order to arrive on the day of the event with the assembly working perfectly.

- The set-up of the tables will depend on the design of the place and will have a different set-up depending on whether it is a formal or informal wedding. In formal weddings, the tables are usually dressed and the location of the elements is done in a traditional way, but in informal weddings, individual tablecloths or other decorations made with different materials can be used.

The catering

- Selecting the catering service will be another of the activities to be carried out in the first stage. It is recommended that it be flexible and adapt to the characteristics of the chosen approach, such as a closed menu, a buffet or another more informal option such as a food truck.

- In all cases, you must supervise the cleanliness, service and quality of the products, so requesting a prior tasting and references from other customers will be essential.

- The most important aspects to take into account when requesting a quote will be: the minimum and maximum number of guests, the type of billing and cancellation requirements, if they have an open bar and special menus (vegan, gluten-free, kosher, etc.), and specify if it includes the wedding cake.

- The menu must be adapted to the style of the event, so that in a formal event there will be classic dishes with dressed tables (generally 6 to 10 people per table) and dining rooms set up in a traditional way, while in informal events it will be possible to offer a service in trays or buffet style. Calculate a waiter for every 8 people to achieve optimal service.

- Prioritize simplicity, quality and freshness, as well as balance in the choice of products. Seasonal, local and organic products are always good options.

- Prepare a special menu for guests with dietary necessities or special preferences. Check with the supplier about them in advance.

- Do not forget to leave a copy of the menu on each of the tables, preferably on the dishes.

- Control the times so that everyone can enjoy the food in a calm and relaxed way.

- In the case of adding a sweet table, offer a light dessert.

- In the case of previously established tables (weddings with a large number of guests), I recommend using an indicator sign at the entrance with the number/letter of the table and its participants (ordered alphabetically), so that each guest can locate the table that suits them. Place the table number/letter next to the centerpiece for better visibility.

The toast

- Enable a special area to make the toast. Try to have a special decoration that enhances the moment.

- As a reference, one bottle is recommended for every 5 people.

- To achieve an emotional touch, the bride and groom and their relatives may offer some allusive words.

The entertainment

- Entertainment is a key element for the success of the party, and it must be adapted to the theme and interests of the bride and groom. Some of the options may be: music concert (retro, rock, lyrical, etc.), magicians and mimes, jazz band, karaoke, performances, circus show, dance show, etc.

- Make sure that the space in which the show takes place has a high-impact scenography that attracts the attention of those present.

- Create an unforgettable moment without neglecting security, especially if special effects are used, which must be handled by authorized personnel for this purpose.

- Likewise, I recommend hiring an expert to be in charge of selecting and managing the music. The main objective will be to create memorable moments through a