SETTING A BUDGET & PRE-PLANNING

If you don’t read any other page from top to bottom, make sure to read this one. The following suggestions will ensure that your wedding turns out the way you want it while keeping your budget in line.

The most important advice we can offer both you AND your parents is do not go into debt!  Weddings come in a variety of types and sizes; one is not necessarily better than the other, based on the size or how much money you spend.  Whatever you do, don’t start your married life in debt.

Traditionally the bride's family has always been responsible for a majority of the wedding expenses.  Today, however, the division of wedding expenses depends more often on the financial ability of the bride, the groom and their families.  Many couples decide to split the expenses with both sets of parents or to pay for the wedding themselves.

It is important to sit down and discuss the type of wedding you want to have.  Be specific about the services and what your budget is.  Read any and all contracts thoroughly before signing to avoid confusion and unexpected expenses.

When attending bridal shows or collecting a large amount of information, fold down the corners of brochures from your favorite companies.  This will make it easier to narrow down and organize information into your Wedding Organizer.

Do your research.  Before choosing a photographer, caterer, or other vendor, ask to see or hear samples of their work.  As specific questions and, if possible, check references, blogs from other clients and website.

Be Realistic with Your Budget
Your wedding budget should be handled like a business budget.  If your boss said, “The budget for the Christmas party is $5,000,” you would use only those services that would keep you within budget.  The same is true for your wedding. Find the services that can accomplish what you want within the budget you’ve designated.  Be realistic about your budget.  If you have only $2,000 for your reception, it’s unlikely you’re going to be able to afford a full sit-down dinner for 300 guests, but a buffet with hot and cold hors d’oeuvres may work very well.  Follow your budget allocations as closely as possible, this will eliminate financial stress.

Setting Up A Budget
It is recommended you keep a spreadsheet of all your wedding costs.  Create one ahead of time that shows what you are spending on which wedding categories. This will help you keep within your budget.  If you have to go over on one category then you know you need to cut back on another.  A wedding coordinator can help analyze your budget and give you helpful hints on how to cut back on a specific category.  Always pay businesses or services with a check or credit card for better records and tracking of expenses.  Allocation of your budget depends on what is most important to the bride, groom and family contributing.  Some spend more on music and entertainment or photography than others.

The following is a percentage break-out of what the average dollar spent is:

Reception site rental, food and beverage: 37%

Photography: 10%

Florist: 10%

Music: 10%

Bride’s and groom’s attire: 10%

Wedding Coordinator: 10%

Invitations, programs, calligraphy: 5%

Miscellaneous (clergy fees, guest favors, attendants gifts, transportation): 5%

Ceremony site rental: 3%

Ways to Save Money
It’s amazing how fast wedding costs can exceed the planned budget.  If you find yourself in the position of needing to trim back to make everything fit within your budget, consider the following:

Avoid peak wedding days and seasons.  You can save money by having your wedding during the months considered to be “off-season” (October through May) and on a Thursday or Friday evening or Sunday during the day.  Because these times are in less demand, many businesses and services provide what you are looking for at reduced prices. You’re also more likely to get your first choices!

Consider a daytime versus evening wedding.  Considering a Friday, Saturday or Sunday daytime wedding gives additional options for your wedding date.  Food and alcohol costs are considerably less for daytime events than evening events.  People don’t drink as much if at all, and the food itself is far simpler and therefore less expensive.

The guest list.  Guest lists can be the first thing to get out of control.  Begin by deciding what size you would like your wedding to be and be firm with your figures of how many guests each family can invite.  Generally, if you have not been in contact with someone in the past year, you should not invite them to your wedding.  Stick to family and close friends, adding other guests only if your budget allows.  Remember that caterers charge per person, so consider having a buffet instead of a sit-down dinner as a way to cut costs.

Determine what is most important to you and put your money into that, but trim back on other areas.  If fabulous flowers have always meant the most to you, spend a little less on your entertainment. If you’ve always wanted the most incredible dress in the world, cut back on the flower budget and have a DJ instead of a band.

Don’t be afraid to shop around.  A little time on the phone could save you a lot of money.  There can be a considerable difference in prices between different businesses for the same items or services.  Just make sure that you are going to receive exactly the same item or level of service from the less-expensive company and that no short cuts are being taken at your expense.

If you’re very clear about what budget you have to work with from the beginning, you’ll find that the people in the wedding industry can be very helpful with all kinds of clever ideas on how to save money.  Don’t be afraid to ask for suggestions or ideas.

Contracts
Contracts can be the most confusing and difficult part of planning a wedding.  Keep in mind that this is a business arrangement. You’re the customer and you are contracting with certain businesses to provide the services you request on a certain date, at a certain time, and within a certain budget.  Contracts are a must when doing business with the many types of wedding-related services.  Your wedding is an emotional experience, but remember—money is changing hands.  A contract will spell out everything in black and white, as well as clarify any grey areas. If the business doesn’t have a formal contract, write up your own and have them sign it.  Estimates are a good first step, but they aren’t final.  Many brides have been shocked a week before their wedding when a supplier has said, “We had a price increase in the last six months; now it will cost this much for what you want.” Remember, you’re holding a book filled with other options.

Beware of contracts you feel pressured to sign!  Make sure you don’t sign something that you haven’t thoroughly read or don’t understand.  Never sign a contract that makes you feel uncomfortable or that you can’t afford.  A contract is a legally binding document that commits you to the service or provider.  Be well informed about what you are signing; ask questions, or take a copy of it home to look over if you have any hesitation at all.


Check Out References
The best way to research a business is to ask for references, check out their website, and then take the time to call them.  This way you will rapidly discover if the services or merchandise were provided or delivered as promised.  Getting recommendations from vendors you already trust is also a good place to start.

Deposits
In most cases a deposit is required to place an order formally or to reserve a certain date.  Brides and grooms make the common mistake of assuming that the reception site is reserved based on a verbal commitment for date and time.  The agreement is not always valid, let alone recorded, until after the deposit has been received.

You’re the Customer!
Always remember that you’re the customer!  Even though this can be an emotional time, don’t settle for less than what was contracted for.  Insist on the best service and accept nothing less.  You may be spending more money on this one day than most people spend in a year!  Clarify your expectations and never make assumptions.

Wedding Expenses
The division of expenses depends on the financial ability of the bride, groom and their respective families.  Sit down and discuss the type of wedding you want to have and use the following list of items so each participant can choose what he or she would like to pay for.  Remember that the reception can sometimes amount to 50% or more of your total expenses.  If your costs need to be reduced, you may want to change to a less formal reception.

The Bride and Her Family’s Expenses Traditionally Include:
•    The wedding gown and accessories
•    Invitations and personal stationery
•    Flowers for the church, reception and wedding attendants
•    Photography and videography
•    Reception, including room charge, food, servers, refreshments and wedding cake
•    Music
•    Transportation for wedding attendants to church and reception
•    Gifts for bridesmaids
•    Accommodations for bridesmaids, if necessary

The Groom and His Family’s Expenses Traditionally Include:
•    Groom’s wedding attire
•    The clergy or judge’s fees
•    The marriage license
•    All honeymoon expenses
•    Rehearsal dinner
•    Bride’s bouquet and both mothers’ corsages
•    Boutonnieres for groomsmen
•    Groomsmen gifts
•    Accommodations for attendants, if necessary

The Wedding Attendants’ Expenses Are:
•    Wedding attire
•    Traveling expenses
•    Wedding gift

The lists mentioned above are used as traditional guidelines, however, you don’t have to follow tradition and can have those wanting to contribute pay for whatever they can afford.