Wedding Planning System 1. Wedding Strategy & Overview Vision Your celebration should feel like guests have been invited to an elegant countryside harvest dinner rather than a traditional banquet. Priorities 1. Exceptional farm-to-table dining 2. Beautiful photography 3. Abundant seasonal flowers 4. Relaxed guest experience 5. Warm rustic atmosphere Budget Allocation ($30,000) Category Budget Venue $5,500 Food & drinks $8,000 Photography $3,500 Flowers $3,000 Attire $2,000 Music $1,500 Planner/Coordinator $1,500 Cake & desserts $800 Stationery $600 Transport $700 Décor & rentals $1,500 Contingency $1,400 Decision Framework Before saying yes to any purchase ask: Does it improve guest experience? Will it appear in photos? Does it support the garden aesthetic? Is there a cheaper option with similar impact? Stress Management Monthly planning meetings together. One shared planning spreadsheet. One decision-maker per category. Keep 5% of budget untouched until after the wedding. --- 2. Planning Timeline 12 Months Before Book venue Set budget Create guest list Hire photographer Hire planner/coordinator Book caterer Create Pinterest inspiration board 9 Months Before Florist Entertainment Wedding dress shopping Save-the-dates Accommodation blocks Transportation quotes 6 Months Before Menu tasting Cake tasting Groom attire Invitations Ceremony design Rental items Hair and makeup trials 3 Months Before Seating plan draft Vendor confirmations Timeline creation Marriage paperwork Purchase accessories Final menu 1 Month Before Final guest count Final payments Confirm transport Prepare emergency kit Wedding rehearsal schedule 1 Week Before Pack décor Weather forecast review Print timelines Prepare tips for vendors Confirm arrival times Day Before Venue setup Rehearsal Welcome dinner Early bedtime Hydrate well Wedding Day Time Activity 8:00 Hair & makeup begins 10:30 Photographer arrives 12:00 Getting-ready photos 1:00 First look 2:00 Ceremony setup 3:00 Ceremony 3:30 Cocktail hour 4:30 Family photos 5:30 Farm-to-table dinner 7:00 Speeches 7:45 Sunset portraits 8:15 First dance 8:30 Dancing 10:30 Late-night snacks 11:30 Grand exit --- 3. Budget Management Hidden Costs (20) Marriage licence VAT Delivery fees Setup fees Breakdown fees Corkage Cake cutting Gratuities Parking Generator hire Power extension Rain plan rental Dance floor Heater hire Toilets (if required) Cleaning Insurance Alterations Beauty trials Vendor meals Budget Tracker Category Budget Actual Difference Venue Catering Flowers Photography Splurge On Photographer Seasonal flowers Food quality Guest comfort Save On Wedding favors Printed programs Expensive linens Luxury transport Large wedding cake --- 4. Vendor Selection Photographer Questions 1. Have you photographed outdoor barn weddings? 2. Can we see full galleries? 3. Rain backup experience? 4. Golden hour strategy? 5. Drone availability? 6. Timeline recommendations? 7. Editing turnaround? 8. Backup equipment? 9. Assistant included? 10. Copyright and usage? Caterer Questions 1. Seasonal menu? 2. Local ingredients? 3. Dietary options? 4. Children's meals? 5. Staffing ratios? 6. Beverage service? 7. Tastings included? 8. Rain contingency? 9. Waste policy? 10. Late-night snack options? Florist Questions 1. Seasonal September flowers? 2. Sustainable sourcing? 3. Installation? 4. Reuse ceremony flowers? 5. Delivery schedule? 6. Breakdown service? 7. Backup flowers? 8. Colour palette? 9. Budget flexibility? 10. Sample centerpiece? Contract Checklist Date Hours Deliverables Cancellation Weather policy Overtime Payment schedule Insurance Liability Backup plan Red Flags No written contract Poor communication Large upfront payment Few reviews No insurance No contingency plan Vendor Payment Plan Deposit: 20–30% Mid-payment: 30–40% Final payment: 30 days before Gratuities after service --- 5. Guest Experience Communication Timeline 9 months: Save the Date 4 months: Invitations 8 weeks: RSVP reminder 2 weeks: Final information 2 days: Weather update Accommodation Provide: Nearby hotels Local B&Bs Taxi numbers Shuttle schedule Local attractions Seating Strategy Mix families Separate conflict areas Elderly near exits Children near parents Friends together Accessibility Step-free access Accessible toilets Dietary labels Reserved parking Quiet seating area Welcome Experience Welcome drinks Live acoustic music Lawn games Local cider Fresh lemonade Farewell Local jam or honey favours Thank-you note Late-night snacks Shuttle departures --- 6. Day-of Coordination Vendor Briefing Sheet Include: Arrival time Contact person Mobile numbers Setup location Parking Emergency contacts Payment status 40-Item Emergency Kit 1. Safety pins 2. Sewing kit 3. Fashion tape 4. Scissors 5. Super glue 6. Double-sided tape 7. Bobby pins 8. Hair spray 9. Hair ties 10. Deodorant 11. Perfume 12. Toothbrush 13. Toothpaste 14. Mouthwash 15. Pain relievers 16. Antihistamines 17. Bandages 18. Blister pads 19. Antiseptic wipes 20. Tweezers 21. Nail file 22. Nail polish 23. Tissues 24. Wet wipes 25. Hand sanitizer 26. Phone charger 27. Extension lead 28. Power bank 29. Umbrellas 30. Blankets 31. Water bottles 32. Snacks 33. Stain remover pen 34. Lint roller 35. Sunscreen 36. Insect repellent 37. Torch 38. Cash 39. Printed timeline 40. Vendor contact list Common Problems Rain Move ceremony indoors. Inform guests calmly. Adjust photography locations. Vendor Delay Coordinator contacts vendor immediately. Continue with flexible timeline. Keep guests informed if necessary. Dress Damage Use emergency sewing kit. Fashion tape for temporary fixes. Wedding Party Delegation Best Man: rings and speeches. Maid of Honour: bride support. Parent representative: vendor questions. Coordinator: timeline management. Ushers: guest seating. Friend: gift collection. After the Wedding Return rentals. Preserve bouquet. Send thank-you cards within 6–8 weeks. Review vendors. Back up photos and videos. Create your wedding album. Review your final budget and archive all contracts for future reference. This plan emphasizes your three biggest priorities—exceptional food, stunning photography, and lush seasonal flowers—while keeping the celebration comfortably within your $30,000 budget for 90 guests at a romantic countryside barn venue outside London.