Planning your wedding can be stressful – but it doesn’t have to be that way! A Chair Affair’s wedding booking tips and tricks come from our seven years of experience in the wedding industry, and are designed to take the guesswork out of the planning process.

Check out our wedding booking tips below to find out when you need to make what arrangements, what to expect throughout the process, and how to enjoy your best day-of wedding experience!

What are the most important vendors to book for any wedding, and when should you book each?

WeddingWire has provided an easy-to-follow vendor booking timeline (you can download a copy of the timeline here.) The most important booking to make right off the bat is your venue, which you should book at least one year before your wedding date. Sharon, our Director of Sales, said it best: “The earlier you book your vendors, the easier everything else will fall into place!” Next will be your wedding planner (if using,) photographer and videographer, hair and makeup, florist, and any rentals. All of these vendors are usually booked six-nine months before your wedding, though sooner is always better.

What booking details can wait until closer to the wedding? When should you plan to book them?

Ann Taylor, Owner, says that details can usually wait until a few months before your wedding. These include “wedding favors, gift baskets for out of town guests, wedding party gifts, and any additional entertainment for a cocktail or after party.” Your seating chart will also be one of the last details you plan, since you won’t know the names and exact number of guests that you’ll have until the very end (and, even then, expect changes! To avoid RSVP nightmares with your guests, check out our recent post on Social Tables: Managing Event RSVPs – 6 Tips to Avoid RSVP Nightmares.)

Do you have any  wedding booking tips for the bride who is trying to keep her plans organized?

Our Sales Team notes that you have a few different options depending on personal preference. “Short of hiring a wedding planner, any type of day-timer or Google calendar will work.” Sharon also suggests using a three-ring binder, with tabs for each vendor and their contact info. Whichever method you use, make sure to give yourself a simple way to keep up with appointments, vendor contact information, emails, and payment due dates.

What is the most common mistake you see when planning any wedding? How can couples avoid this pitfall?

Everyone on the Chair Affair team listed “not having an onsite contact or day-of planner” as the biggest pitfall they see on wedding days. Even if that person never ends up needing to answer any questions on the day of your wedding, it’s always better to have someone designated than not. A day-of planner can also really help to relieve any stress that would be placed on you while you’re trying to enjoy your wedding day. Another pitfall would be choosing a vendor because of a lower price point, Ann noted, without verifying that they also have the level of experience or insurance needed to handle any unforeseen circumstances. Keeping within your budget is hugely important, but make sure that you aren’t cutting costs in areas where it can really affect the quality of your big day.

Do you have any advice for the couple that is hosting a destination or out-of-state wedding?

Hiring a local wedding planner in your destination area is the best way to tackle what can easily become a very complicated (and stressful) process. Some things that you’ll need to do when hosting a wedding outside of where you live include:

– Visit the location

– Book your guest rooms far in advance

– Research transportation (and possible issues there) to and from the airport

– Research any travel warnings for foreign destinations

– Look for any deals that might be available if your guests book flight/rental car/room in packages

– Identify nearby hospitals and medical facilities for foreign travel (just in case!)

– Share a schedule of events with your guests

– Find out whether you’ll need any additional permits or paperwork for foreign weddings, vendors, etc.

What are some tricks to help a couple avoid planning stress on the day of their actual wedding?

“Hire a day-of planner!” said Ann, Sharon, and the Sales Team. Also remember to keep to your timeline, and always make sure to hire true wedding professionals with good reputations that you can count on.

From a vendor’s perspective, what are some things that you always appreciate from a couple? How can they help you give them the best wedding possible? Is there anything to avoid?

Communicate, communicate, communicate! Communication and having someone designated as the point of contact on your wedding day is key. Even though you’ve likely taken our advice and hired fantastic vendors who know their stuff, it’s always smart to have someone that we can reach in the off chance that we have a question, want to verify something the day of the wedding, etc. This is a perfect instance of a little bit going a long way for everyone!

Any other wedding booking tips or tricks for the couple looking to plan their big day?

Ann and her Sales Team don’t want brides to forget about wedding insurance and other policies! If serving alcoholic beverages, make sure that you, your venue, or the caterer has a binder policy ($1 million is usually the recommended rate, and should be what you find in most places serving alcohol.) If you have expensive jewelry, don’t forget to insure that as well – “always better safe than sorry” should be your wedding motto! And for one of our favorite wedding booking tips:  Sharon wants brides to remember to still enjoy each stage of the wedding planning process! It’s an amazing time for you and your partner, so don’t let the stress of it all ruin the magic for you both. If you need help, never hesitate to ask the experts – we are here to make life easier for you!

 

Top photo: A Hundred Moments Photography featuring our Gold Chiavari Chair.