One of the most exciting times of your life can easily become the most stressful and overwhelming. We are here to help! With over 20 years combined, we are very knowledgeable regarding some of the best ways to save your sanity and ensure you have the perfect day. Keep in mind that most vendors in the Charleston area are booked a year out, and although it IS possible to plan a wedding in less time than that, this time will FLY BY!
Finding your perfect planner! This might be the most important step as this person and their team will be responsible for ensuring all other vendors are following your outline, and they are creating the most easy-going atmosphere for you and your souse. Take your time and be sure to either meet in person or at the very least, chat on the phone. Should you have any doubts, reach out to vendors who they have worked with, check out their reviews, and ask more questions.
Will you be needing a full time planner? Or a partial planner? If you are on a budget and great at DIY, a partial planner may be the perfect ticket! Having someone to assist you with finalizing your outline and ensuring all vendors have their COI and all other paperwork turned in, that is a lifesaver when your wedding is just around the corner. DIY is great, but don't allow your wedding planning to become a full time job. Know your limits and have a clear idea of what you require from your planner.
Having your full time planner, that is the greatest asset you could possibly have, assuming you hired an awesome company. Usually they already have a preferred list of vendors and a lot of the time they have their COI on hand, they are able to get discounts, and at the end of the day, they just know what to expect from these vendors. You give them a vision and they run with it and make all of your dreams come true! That peace of mind is PRICELESS!
VENUE! Of course looking at pricing and availability is priority, but also keeping in mind that with some of the locations a little further outside of town, you will potentially need to hire someone for additional exterior lighting needs, tents, mosquito spraying, and many other additional expenses. It's important to get as much information as possible and even reach out to past couples to see if they have any additional information that can help with your planning. Does your venue have an ice machine, a working kitchen with refrigeration, adequate parking (Some venues require you to hire a cart to transport guests to the venue from the parking area) Again, all of these little expenses add up quickly. Talk to your planner about your initial plan for your venue, but ALWAYS have a plan B in case of weather related issues. Always great to have a clear understanding of the venue cancellation or re-scheduling policies. Should you need to cancel, will they allow you to "sell" your date to another couple? Always expect the unexpected and don't stress if the plans need to change. That's why you had your backup plan in place.
Photography and Videography! We highly recommend doing as much research as possible on these companies, anyone with a camera can call themselves a photographer. This is not a jab at this profession, but when you have one kiss at the alter, you want to make sure your photographer is capable of capturing that quick moment! Again, ask lots of questions! look over their past work and decide if that is the style you are looking for. This is an art from and there are so many approaches and styles, its best to have a clear idea of what you are looking for. Bright and airy, moody, vintage, cinematic.. etc. Do you like black and white photos, or do you prefer mostly color? All of these are questions your photographer should ask you. Send a preferred shot list for them if you are wanting specifics. Do you want a that special moment with your spouse where you give them the big reveal? Do you want getting ready photos? So much to consider. Same with the videographer, if you decide to hire one. We are huge fans of videography, but you have to decide if that is an expense you are happy with.
Catering, our favorite part! (Aside from rentals, of course!) The biggest problem is that there are so many great caterers in Charleston! How ever will you decide! We of course have our favorites, and they all have their own creative and unique twists on cuisine. We love our Southern staples, like crab cakes and shrimp and grits. Oyster roast, shrimp boil, the list goes on and on! BBQ, Mexican, Caribbean, brunch "all day"...
To simplify an already overwhelming choice, first decide if you are looking for a casual quick bites, or are you interested in a nice sit down dinner. Food trucks are another fantastic way to allow guests to enjoy food at their leisure. *Tip: When serving alcohol at your event, make sure your guests have something to snack on towards the end of the evening. Simple little grab and go items are great! We have even seen clients put a snack station on the bar to entice guests to have a something in their belly.
RENTALS! It is so important to book these as soon as you have an idea of your guest Count. At the very least, go ahead and book the items you are most confident you will need, and ask if it is ok to add to the order later. Most companies won't have a problem doing this, we certainly don't mind! If you are having an event in a month that begins with an "A" or an "M" you may want to secure a tent. Again, this is something that books very quickly and it becomes a nightmare when everything is planned and ready to go, then Mother Nature steps in. Our company requires a deposit to hold the date, but we allow you to have until 48 hours prior to your delivery time to decide whether or not you will need it. Better to have it and not need it vs need it and not have it!
DJ/ Bands are an incredibly important vendor! They are responsible for keeping guests on their feet as well as in their seats, following the outline provided by the planner. The best DJs we have see are able to keep your guests having the time of their lives all night! choosing a great playlist that guests will be able to sing and dance along with, is always a great way to go. That being said, if you are having an elevated luxury wedding, we have seen some incredible violinists, pianists, etc. who have taken their craft to the next level. incorporating popular music with a classic take. The only thing we would recommend staying away from would be relying on a member of the wedding party to be the DJ. This is usually more trouble than its worth, and they money you spend on hiring a pro, its worth it!
Now that you have a good idea in which direction your wedding is headed, it's time to work on the aesthetics! Florals are a great way to liven up your venue. Stick with your theme and color scheme, and allow your florist to take the reins!
Stationary and all signage. Another fun one! Now that you have your venue, time frame (hopefully) a theme/ color scheme.. It's time to send the invites! keep in mind that pending weather, babysitter needs, work schedules, etc. usually there will be quite a few guests that will be unable to make it. request a response no matter what! If they can make it, great! If not, at least you can go ahead and narrow down the guest count. Include all requests you may have for guests. What is the attire, are children allowed.
CAKE! Make it a day! Call a few locations and request your tasting. take your time and do it together. Also, it might be a great time to discuss the "cake in the face" moment. With the cost of makeup and the time it takes for the perfect hair, is this something you would both like to participate in? From experience, I have seen a lack of communication during this moment and it has caused a damper on the moment. It would also be nice to let your photographer/ Videographer/ Planner know what you have in mind for this moment. If you would like to do the cake smash, have your planner on standby with a towel and a little soda water. Small details like this make a huge difference!
Cheers! Let's chat about the BAR! Again, there are several decisions to be made. Would you like to hire a full service bar company (They have a liquor license and provide the alcohol and anything else you may need) or a dry hire (Client provides the booze, and they provide mixers/ garnishes, and all that fun stuff) Usually the dry hire is able to save you the most money by allowing you to choose exactly what you would like to serve with no uncharge on the booze. This does mean you will have a tiny bit more work to do as far as placing the order. A full service bar service is provided by a lot of catering companies and they have a liquor license and they provide the booze which saves clients a lot of time and it just adds a level of simplicity. Cons would be, there is an uncharge (usually) on the alcohol, and they have specific items they will serve. Keep in mind both services are also able to provide specialty cocktails, mocktail, and they are able to offer champagne towers and toasts.
Hair and makeup. If you have a trusted salon that you frequent, start there. If they do not offer wedding services, get referrals from your trusted salon. Always opt for a practice run, if possible. Look through magazines, online, and anywhere else you can and put together a nice portfolio of looks that you like. Choose a few styles, just in case that "perfect" look for someone else that you loved, doesn't exactly have the same impact once you try it out. Skin tones, face shape, all play a role in the look, so what looks nice on the model in the magazine, may need to be slightly adjusted to best suite YOU! For tanning, make sure you address how many days in advance you will need to have that service completed. If they recommend day of, again, go ahead and get the service done at least once beforehand, just in case. Make sure you are happy! *Be sure to communicate to your spouse that they need to book an appointment also.. and not wait til day of, for a haircut. This happens all to often! Communicate some expectations regarding your looks for the wedding day so you are on the same page.
Officiating! A lot of the time a church wedding has the pastor, minister, or whatever it may be, on staff and ready to take care of this for you. If that is not the case, or if you need to find someone who is ordained, get on the phone and ask lots of questions. Watch previous videos of ceremonies they have performed and see if that matches your overall vibe. Are you looking for someone laid back that is able to crack a few fun jokes during the ceremony, or are you looking for someone who will follow the plan set in place. Will you be exchanging vows, or follow the guidance of the officiant? If there are specific quotes you would like included, be sure to provide that early enough in advance for your officiant. Another option is to have someone in your family, or a friend, provide that service.
Some additional services that you need to consider is a place for rehearsal dinners, and getting that space rented, if needed. Will you be needing transportation and hotel rooms? Charleston has some awesome shuttles available! If this is a destination wedding, you may want to reach out and have someone available for alterations on hand. Better to have a back up plan for all situations and at the very least, have a number you can call in case of emergency. Guest favors is always a nice gesture, and having something local to gift your guests is always great! We have seen local honey gifted to guests, coasters, ornaments, and so many other great items! Make it something guests will actually use.
Hopefully this was a nice read and it provided you with some little tips, and an outline of services needed to ensure a smooth and stress free wedding day! Enjoy this time and remember that it is about way more than throwing an expensive party. This is about joining two people forever, and their friends and families having the privilege of witnessing that commitment. Best of luck, and CONGRATULATIONS!