Planning a Wedding
A Quick and effective guide to Planning a Wedding
You have decided it’s time to plan your nuptials and want to be confident in making the best of your vision for a memorable wedding day. Sinclair Wedding Films short step-by-step guide for how to plan the most exciting party is written from a wedding videographer’s point of view and we hope a useful guide.
Wedding videography brings life to key moments captured during the day, which you can enjoy well into the future. Videography is something which is often considered to be dropped from a wedding due to budgeting. However, our couples often tell us after watching the film we have produced for them, just how pleased they are that they followed their dream of filming the big event.
Planning a wedding should be fun for everyone involved, although it can become overwhelming at times, especially if you don’t undertake some essential steps. You could hire a wedding planner to take the burden away, or you may choose to do this together along with the help of your family to the level of involvement you desire. Whatever you choose, budget will no doubt play a large part in the process.
Once you have found and secured a venue consider taking out wedding insurance to cover unforeseen events, which no one wants to happen, but sadly do from time-to-time.
Wedding insurance is a cost-effective way to protect yourselves and is highly recommended. Some venues will ask if you have wedding insurance when you look to book with them. They may offer this as part of the booking, or you can search online for the package that best covers your wedding day – be sure it also covers the minimum requirements for your venue.
Where required your wedding service providers should also have suitable insurance. Suppliers offering drone or aerial wedding filming services should also have the relevant licenses and insurance cover.
In 2023 and for the foreseeable future it is advised to book your wedding suppliers 12-15 months before your wedding day to secure them, especially if you have someone specific in mind to deliver your vision. This is a significant change from 2021 when it was advised to book your wedding suppliers 10-12 months in advance, and a good way to mitigate against future price increases.
Sinclair Wedding Films are seeing requests for our Wedding Videography and Drone & Aerial Wedding Videography, as far out as the winter of 2024!
Securing the venue and any specific suppliers you want to make your wedding theme come to life is likely the most stressful part of the planning process, especially if one or two suppliers are not available on the date you have your heart set on.
Step 1 of 10
Mutually agree the time of year you would like to get married.
Each season will come with challenges, such as high demand for venues and wedding service providers. Once you know the time of year, pick a range of dates that work for you. Dates you can compromise on if needed, ensure these also work for any specific people you would like to attend. Try to avoid picking a date that conflicts with another event where a high percentage of the people you wish to attend will be forced into choosing.
Setting an initial date for your wedding is important. It becomes a focal point to work around and the starting point for planning all other essential services on the countdown to your unique day.
WEDDING COUPLES TIP: Ensuring you have some flexibility in your dates or the time of year for any preferred venue or church. This way, if the venue is booked on the date you would like to get married, but happens to be free the following weekend, you won’t be disappointed.
VIDEOGRAPHER’S TIP: Light changes dramatically during the seasons. There are many ways to compensate for this. However, if you are looking for a certain feel to your wedding video keep this in mind. For example, a wedding at 2PM in December will have less light for any external footage that you might want, as well as potentially bad weather!
Step 2 of 10
Discuss and establish your budget and approach to budgeting.
Setting a budget is as essential as the first step. You will no doubt have already thought of this at the stage you agreed the next step is marriage, but it can sometimes be overlooked as an important part of the planning. Don’t forget to track any spending or expected spending in a spreadsheet or wedding planning book. This approach will ensure you focus on what you really want to have for your wedding day.
Even if money is no object, keeping a record will ensure you don’t overlook anything. If you have family or friends who wish to contribute, agree early on with them what they are prepared to help you with. For example, the Grooms family might want to pay for certain items and would be upset if they could not contribute something.
WEDDING COUPLES TIP: Be prepared for some wiggle room in your budgeting. Inevitably there will be unplanned items or extras you’ll want to have. Allowing for these early on will save any potential heartache later. Sinclair Wedding Films have created a free Wedding Planner where you can track as much, or as little, as you prefer. Other tools like Trello are another great way to manage activities and milestones.
VIDEOGRAPHER’S TIP: Agree on what is important to you to be captured as memorable moments on the wedding day. Does the videographer cover what you need in their standard packages, or do you have to pay extra for your vision. Good videographer’s will be happy to explore your ideas and will have suggestions of their own.
Step 3 of 10
Create a timeline.
Once you have a budget in place, create a timeline for the wedding planning process. This will help you stay on track and ensure that everything gets done in a timely manner. Make sure to include important dates, such as when to book vendors and when to send out invitations.
WEDDING COUPLES TIP: Highlight key dates in your wedding planner for things like staged payments, dates to meet with officiants, and when you will have planning meetings. As the big day draws closer ensuring you know these dates will reduce unnecessary stress.
VIDEOGRAPHER’S TIP: Be sure you have a scheduled meeting with your videographer to go over the specifics of your day. This should include key times, locations, and any know restrictions, as well the items you’d like to have filmed. Sinclair Wedding Films will liaise with the venue they are filming at ahead of wedding day to cover logistics and know who to engage with if needed on the wedding day. You should not have to worry about any of this.
Step 4 of 10
Decide on your theme and style for the day.
Now is the time to visit wedding fairs, gather ideas from other people’s weddings, watch videographer’s videos, view photographer’s portfolios, and research online the suppliers you would like to provide the “must have” elements to your wedding day. These are the people that will bring to life your vision.
WEDDING COUPLES TIP: Wedding fairs / fayres are a good place to get ideas. Check with suppliers for rental options, which could save you money for unique items that you would only use once, and they can use for other events.
VIDEOGRAPHER’S TIP: If you want a certain feel or look to your wedding film, and still imagery that matches do research on videographer’s whose style you like and the approach they take. For example, can they mix film with digital, and do they have photographer’s they’d recommend matching their style? Do they offer a free consultation, are they open to discussing your vision, is this a business with insurance to cover unforeseen events?
Step 5 of 10
Make a venue checklist.
Keep track of all the tasks that need to be completed and items for the venue in your wedding planner. This will help you stay organized and ensure that you don't forget any important details for the venue.
WEDDING COUPLES TIP: Each venue will offer a variety of services, and most will be happy to accommodate reasonable special requests. Add any special request to your checklist – such as wanting to use your own cutlery - and discuss these items with the venue management to ensure they can accommodate you. This will save any disappointment at a later stage or on the day.
VIDEOGRAPHER’S TIP: Some venues have restrictions around use of drones. If aerial videography is an important part of your wedding day cover this with the venues when researching or visiting them
Step 6 of 10
Book and secure the venue(s) for your wedding day.
You have researched your venues and established the ones you prefer are available. Next and regardless of whether your venue covers everything, or you are having a church service followed by a reception at another location, be sure to book and secure each location before booking any other supplier.
WEDDING COUPLES TIP: Once you have secured the venue or venues you can start to focus on other suppliers and build out your theme. This can be relative to the venue(s) or unique to your vision.
VIDEOGRAPHER’S TIP: When booking your videographer be sure to let them know the venue you have chosen. They may have worked at the location in the past and have knowledge of any restrictions or great places to film.
Step 7 of 10
Create a list of suppliers along with key priorities, actions, and milestones.
As well as your venue checklist work together to create a list of suppliers, ratings for each, and who owns the task. Note the to-do items in your Wedding Planner. Discuss with your family and friends, as they may want to help you with some of planning and task ownership.
Now is the time to think about and research your wedding videographer, photographer, catering services, florist, entertainment, and other suppliers to build on the theme for your magical day.
Experts have suggested that establishing your priorities is an essential step to planning a wedding. It ensures you and your partner are aligned on what you both desire, and makes any compromise discussion less of a conflict, if or when the time comes for compromise. Any frustrations should be aired openly and early on. Done with respect this will minimise your frustration and any long-term conflict.
WEDDING COUPLES TIP: Make sure your date is available at the venue or church of your choice before booking any other supplier. Now is the time to take out wedding insurance. Once you have your venue and date set you can work backwards to book other wedding services.
VIDEOGRAPHER’S TIP: If your budget for wedding videography is limited pick a wedding videographer that is local to you or your venue. This will save on unnecessary travel and expenses. However, if you really like the work of a particular wedding videographer ensure you agree and confirm any extra expenses, in the wedding videography agreement. The scope of work and expenses should be clearly documented. This way you can ensure there are no unexpected surprises. Also, be sure to agree on consultation dates - typically eight weeks prior to the wedding, and ideally in-person.
Step 8 of 10
Communicate with your partner.
It is important to communicate with your partner throughout the wedding planning process. Make sure that you are both aligned and on the same page about important decisions or unexpected changes that may cause stress to one or both of you. Discussing openly with a willingness to compromise, if necessary, will make the whole experience more enjoyable.
WEDDING COUPLES TIP: Listen, listen, and listen. Write things down to ensure you cover the specific detail of whatever is causing a problem or upsetting you. Think before you speak – words matter. Be brief, focused, and thoughtful to each other’s feelings.
Step 9 of 10
Don’t forget about your wedding guests.
While it's important to focus on your wishes and the needs for your wedding, don't forget about your guests. Be sure they understand the expectations of replying on time to your invite, understand the plus-one etiquette, know where to go for items such as dress code, wedding gifts, and anything you would like them to consider for the day.
Consider the comfort of your day and evening guests and their enjoyment when making decisions about the venue, food, and entertainment.
WEDDING COUPLES TIP: Be sure to cover any dietary requirements, especially anyone with allergies, cover drinks for younger guests and those that may be driving. Make sure the venue can cover the basics like water and cordial options for non-drinkers.
VIDEOGRAPHER’S TIP: Suppliers don’t drink when working and so having access to water and other non-alcoholic beverages in a dedicated area or short-cut at the bar is a great way to ensure we don’t miss key moments if having to queue at a bar or find a staff member for a glass of water. A quick search on wedding etiquette – for guidance – will help if you get stuck for ideas or need help.
Step 10 of 10
Take care of yourself.
Wedding planning as mentioned earlier can be stressful, so it is important to take care of each other throughout the planning process. Make time for activities like exercise, meditation, or spending time together with friends and family.
VIDEOGRAPHER’S TIP: Avoid comparing your special day or the film you’d like with others. Pace yourself from the start and don’t be afraid to delegate tasks. If you plan from the start and keep track of your plan the key priorities will fall into place logically and the moments caught on film will be reflective of your love for each other.
By following the Sinclair Wedding Films tips above and if you use our free Wedding Planner, you can ensure that your wedding planning process goes as smoothly as possible, and your special day is everything you have dreamt of.
If you would like a copy of our free Wedding Planner for couples use the button below to go to the download page. We don’t ask for any data.
Please note our wedding planner is provided without support and is subject to change as and when we update or add new features.
