The Best Wedding Planning Tips For Every Engaged Couple

Planning a wedding is an exciting, wonderful experience but it can also be overwhelming and intimidating. Getting a few wedding planning tips from a wedding professional can be a great help. After all, wedding planners know a lot about designing and arranging a wedding, from setting a budget and ensuring guests will be comfortable to staying organized and communicating with the wedding party.
 
But don’t stress if a full-service wedding planner isn’t in your budget. To help you kick off the planning process—and, more importantly, enjoy it!—I wanted to share our team’s many years of experience and wisdom with you. You can watch the Instagram reel below to get a glimpse at our tips, then scroll for more details!
 

Wedding Planning Tips

With these practical wedding planning tips, you will be off to a great start! From money-saving tricks to stress-reducing tips, here’s what you need to know.
 

Tip #1 – Determine Your Budget

The first task when planning a wedding is to determine your wedding budget. Whether you are funding your wedding yourself or family members are assisting, make sure you have your total budget determined. Your budget will be the basis for every decision you make from here on out.
 
Once you have a number, you can utilize this formula by The Knot to give you an idea of how you should spend your wedding budget:

• 48 – 50% on reception (venue, catering, bar)
• 10 – 12% on photography
• 8 – 10% on flowers
• 8 – 10% on wedding attire
• 8 – 10% on entertainment
• 2 – 3% on wedding party gifts
• 8 – 10% for miscellaneous items
• 5 – 10% for unexpected expenses

This formula gives you a general idea of how you should distribute your money, but you will adjust it according to your priorities. For example, if you have an outdoor wedding, you will not need as many flowers because the natural surroundings will provide the foliage you need.
 
One of our favorite wedding planning tips is to enlist friends or family members who can help. For example, if you have a cousin who is a photographer, she might be able to gift you her services. Take your personal situation into account as you create your budget.
 

Plan for the Unexpected

Here’s something many couples don’t think about at first: life happens, even during wedding planning! That’s why we always recommend setting aside a little cushion in your budget of about 5-10% for those surprise expenses that inevitably pop up.
 
Maybe your guest count grows by a few people, or you fall in love with an upgrade you hadn’t considered, or the weather calls for last-minute tent rentals. Having that financial breathing room means you can handle whatever comes your way without the stress. Think of it as a gift to your future self!
 

Tip #2 – Create a Planning System

Create a system to keep track of your plans for your wedding that works for you. You may prefer to track everything on your phone, and many apps, such as WeddingHappy®, will act as your personal assistant. Or, perhaps a wedding binder or bin will work better for you. You can store your collection of wedding ideas, swatches, and other wedding-related material in your binder or bin.
 

Create a Wedding Email Address

Here’s a tip that will save you so much headache down the road: create a dedicated email address just for your wedding! Something like “[email protected]” keeps all your vendor communications, contracts, quotes, and inspiration in one tidy place. When you’re at wedding fairs, entering giveaways or chatting with potential vendors, you’ll have one email to share instead of cluttering up your personal inbox. Trust us, three months from now when you’re trying to remember what your caterer said about gluten-free options, you’ll thank yourself for having everything in one searchable place. Plus, if you’re planning together as a couple, you can both access the same account!
 
In addition, if you plan to attend wedding fairs, print out labels with your names and email. Doing so will save you time because you won’t have to write your contact information down at each vendor and giveaway. There is no right or wrong system as long as it works for you!
 

Your Online Portal

As part of our commitment to ensuring your wedding planning process runs smoothly, we provide access to an online platform designed to guide you through the various steps involved in organizing the details of your wedding at our venue. This platform offers sample timelines and floor plans to assist you in creating a customized ambiance for your special day.
 
The online portal is a centralized hub for all your wedding planning requirements. You can conveniently store all your contracts, photos, and related details in one location, accessible from anywhere. We can collaborate with you on this platform and offer wedding planning tips, ensuring that every detail of your wedding day reflects your vision.
 

Tip #3 – Maximize Your Budget

There are some easy ways to maximize your budget. For example, there are endless invitation designs, which can be as ornate or simple as you desire.
 
A great way to save money with your invites is to choose one that is rectangular instead of square. Opting for a rectangular wedding invite will save you money on postage, and you can find gorgeous invitations in rectangular shapes. However, if your heart is set on a square wedding invitation design, you can still save on postage by using the email response option for RSVPs.
 
Online florists* are another way to save on your floral budget. You can view thousands of flowers and arrangements and order the flowers that will make your wedding décor shine.
* Rough & Ready Vineyards may earn a small commission if you sign up through this link. We only recommend products we know and trust.
 
Unsure about how much to spend on decor? No problem! Our Something Borrowed Barn is stocked with thousands of items for you to choose from. Couples getting married at our venue can use any items at no additional cost on their wedding day. Customize your wedding style by combining and using these items to decorate the venue according to your unique vision!
 

Tip #4 – Share Both Your Likes and Dislikes

You are likely very excited to share your hopes and dreams when meeting with your vendors. You may share pictures of flowers you like with your florist, recipes that appeal to you with your caterer, and a list of songs you love with your DJ. Of course, you want to ensure all the things you like are included in your wedding.
 

But Here’s the Thing: It’s Equally Important to Share What You Don’t Like

We can’t stress this enough! Your vendors are talented professionals, but they’re not mind readers. What if you absolutely can’t stand carnations, but your florist thinks they would be the perfect filler flower for your arrangements? What if sesame seeds make you break out in hives, or certain songs bring back memories you’d rather forget?
 
Your vendors genuinely want to create a day you’ll love, but they can only do that if they know what to avoid. Be honest and specific about your dislikes during your planning meetings. There’s no judgment here: everyone has preferences! Sharing what you don’t want is just as valuable as sharing what you do, and it ensures that every detail of your wedding day brings you joy.
 

Tip #5 – Schedule Your Tour

Be sure to schedule a tour or planning session in the month or season you will be getting married. This way, you can see the different trees, flowers, and plants in bloom and, likely, what weather to expect on your wedding day. Be sure to take pictures you can share with your florist, who can create arrangements to enhance the beauty of your surroundings.
 
If, for any reason, you cannot tour at the right time of year, ask your venue contact to supply some pictures of events that took place during the season you are getting married.
 
At the Rough & Ready Vineyards, we host exclusive Open Houses for our booked couples, allowing you to preview the chosen items from the Something Borrowed Barn and work on your decor using the sample tables available. These private Open Houses are dedicated solely to our booked couples, providing you with additional wedding planning tips. You’ll have the freedom to make the most of the venue at your convenience.
 
During the Booked Couple’s Open House, you can:

• Capture engagement photos with your photographer.
• Customize the sample tables for your reception.
• Give your wedding party or family members a tour of the property.
• Connect with your selected vendors.
• Practice and plan your wedding ceremony.

We set aside special time for our booked couples, ensuring that you have the flexibility to focus on all the details for your special day at our venue.
 

Tip #6 – Let Your Personality Shine Through

It’s your wedding, and it should be uniquely you. Think of how you see yourselves as a couple. Are you playful and adventurous? Are you more country or more formal? You can incorporate details into your wedding day to show your guests who you are.
 
How about some miniature beer burrows for a sense of whimsy? The Drunken Burro is one of our most popular mobile bartending services. However, you may prefer a more retro look that Little Boozy Mobile Bar Company provides.
 
Do you love an outdoor BBQ? Bill’s Chuckwagon will be happy to pull up with their big grill and create a wedding BBQ meal your guests will rave about for years to come. However, if a more formal dinner is what you envision, Antonio Ayestraran may be the right choice for you.
 
Take a look at all the vendors we love, and you will be sure to find the vendors that suit your style and taste.
 

Tip #7 – Make Sure Your Guests Will be Comfortable

While you will be familiar with your venue, your guests may not know how to prepare. For example, navigating a lawn in stiletto heels can be uncomfortable. In addition, if your wedding is outdoors, your guests may not think to put on sunscreen and bug repellant, so it is best to have some available.
 

Help Your Guests Prepare

One of the kindest things you can do for your guests is give them a heads-up about what to expect. If you’ve created a wedding website (and we highly recommend you do!), include a little section about the venue details. Let them know if they’ll be walking on grass, gravel, or uneven terrain so they can choose their footwear wisely.
 
Mention whether the ceremony will be in full sun or if there will be plenty of shade. Will it be a cool evening? Let them know! These small details help your guests feel prepared and comfortable, so they can focus on celebrating with you rather than worrying about sore feet or sunburned shoulders.
 
The weather is another factor to prepare for to ensure your guests are comfortable. If it is going to be sunny, you may want to provide some parasols for those who prefer to stay out of the sun. If it is chilly, some nice throw blankets can help your guests stay warm and snuggly.
 
Some other items you may consider having on hand for your guests are hand sanitizer, mints, Band-Aids, and tissues, for those happy tears.
 

Tip #8 – Organize Before Your Wedding Day

Make sure anyone helping with your wedding knows when to arrive and their duties. Communication is key.
 
Next, organize all your wedding day décor in totes with a list and a picture of a sample table so all your helpers can pick up a tote and decorate as you have planned. Organizing your decor beforehand will save time and stress on your wedding day. In addition, it will make the setup easier for you and those assisting you.
 

Tip #9 – Have a Water Station

Provide a water station for your guests, that includes both a dispenser and bottled water. At the end of the night when your guests depart, they can take a bottled water with them. Hydration is important, especially if it is a warm day. Your guests will appreciate the gesture!
 

Tip #10 – Don’t Forget the Paperwork

Now, we know this isn’t the most romantic topic, but it’s important! Amidst all the excitement of cake tastings, flower arrangements, and picking out the perfect first dance song, there are a few legal details that need your attention.
 

Getting Your Marriage License

You’ll need to obtain your marriage license before your wedding day. Each county has its own requirements and timelines, so be sure to check with your local county clerk’s office well in advance. Some counties require both of you to appear in person, while others allow online applications.
 
Give yourself plenty of time. Waiting until the last minute can cause unnecessary stress!
 

Signing Vendor Contracts

Yes, your florist might feel like a dear friend by now, and your caterer probably knows your food preferences better than anyone. But it’s still essential to have signed contracts with all your vendors.
 
These contracts protect both you and them, ensuring everyone is clear on what’s being provided, when, and for how much. If something unexpected happens (and we hope it doesn’t!), you’ll have documentation to fall back on.
 

Consider Liability Insurance

Many venues require couples to carry liability insurance for their wedding day. It might sound like an extra expense, but think of it as peace of mind. If someone has an accident or something goes wrong, you’re protected. It’s a small investment that can save you from potentially significant financial stress down the road.
 
Taking care of these details early in your planning process means they won’t be hanging over your head as your wedding day approaches. Check them off your list, and then get back to the fun stuff!
 

Bonus Tip – Remember What This Is Really About

Remember, this special day is about celebrating your lifelong commitment to each other. Don’t allow any small mishap or, for that matter, any large mishap to ruin your beautiful day.
 

Take Time to Just Be Together

Here’s something that’s easy to forget in the whirlwind of wedding planning: you’re not just planning an event, you’re nurturing a relationship! Make sure to carve out regular time with your partner that has absolutely nothing to do with seating charts, color swatches, or vendor meetings.
 
Go on your favorite date nights, take long walks together, cook dinner at home, or binge-watch your favorite show. Do the things that made you fall in love in the first place. After all, celebrating your relationship is what this whole beautiful adventure is about!
 
Instead of letting stress take over, celebrate your love and find joy and humor in all that happens on this magical day you will remember forever. The flowers might not be exactly the right shade, or the weather might throw you a curveball, but none of that will matter when you’re looking into each other’s eyes and saying “I do.” Those moments of imperfection often become the sweetest memories and the best stories you’ll tell for years to come.
 

Rough & Ready Vineyards

Couples often praise Rough & Ready Vineyards for making wedding planning a breeze. Our transparent wedding packages and the Something Borrowed Barn allows us to provide services in an easy-to-understand format with no hidden fees or service charges.
 
Our wedding package includes many essential items and takes care of setup and cleanup details. For instance, we provide and set up tables, chairs, and a dance floor for your wedding ceremony and reception. At Rough & Ready Vineyards, we encourage all our couples to take full advantage of all we offer. Let us help you with your wedding planning and on your wedding day! Get started by checking our available dates for your wedding, learning about our pricing, or booking a complimentary tour:

Editor’s Note: This article was originally published on February 21, 2023, and has since been updated.