Washington DC Wedding Planning Guide
We have created this Wedding Planning Guide to help Washington DC Brides and Grooms plan, organize and budget their Wedding. This Planning Guide will help all couples regardless of region, plan their dream wedding!
Wedding Planning Introduction
This Wedding Planning Guide is a compilation of best practices to look over when you start your wedding planning. I always advise couples to use a professional wedding planner or at the minimum a day-of wedding coordinator. Having a wedding planner that will work out the finer details of your wedding day and be present on the day of your wedding to deal with vendors and last-minute snags will relieve you of a ton of stress.
I am always happy to offer recommendations of great professionals that we have worked with. Our Wedding DJ team works with couples in two distinct market areas.
We provide award-winning Wedding DJ service to the Washington DC metro area which includes Leesburg and Fairfax Virginia as well as Frederick and Hagerstown Maryland.
We also offer Wedding DJ and Photobooth rental services to brides and grooms celebrating in Harrisburg, Lancaster, and York Pennsylvania.
Keep in mind that every wedding, like the brides and grooms themselves, has its own unique personality. No two weddings are alike, and some weddings may require additional time, resources, and even a different wedding planning timeline.
If for example, you are planning a destination wedding, the “Save the Date” invites will need to be sent much earlier to allow your guests to budget and make travel arrangements. Keep in mind that by booking in advance, your guests will likely be able to save a considerable amount of money versus waiting until the last minute.
In the Lancaster PA area, often most of the friends and family live close by or at least within driving distance with an overnight stay.
In the Northern Virginia | Washington DC area that we also serve, it is not uncommon for guests to be traveling from across the country and even from Europe and Asia to attend a wedding of a relative or close friend.
As you review this document please keep in that this Wedding Planning Guide is just that, a guide. A Do-It-Yourself wedding will be a little different than a destination wedding or even a formal wedding at a venue, hotel, or resort.
I hope this guide helps you and saves you a little money since wedding planning books are quite expensive and contain a lot of fluff to fill pages. We will make this and our other helpful wedding planning tools available to our subscribers. As a subscriber, you can easily download this guide, print it, and place it in a binder for review and to carry around as you go about planning your wedding and meeting with vendors.
Additionally, many of these forms will be in Excel format, so that you can work on them and share back and forth with family, friends, and of course; your wedding vendors.
I hope this Wedding Planning Guide helps makes planning your event easier and I hope that if you need a Wedding DJ Service you will reach out to us at Perfect Harmony Entertainment. DJ, Photo Booth, or Lighting Service for your wedding in the markets We offer DJ | Photo Booth | Lighting services to the following markets:
Central Pennsylvania: Harrisburg | Lancaster | York
Northern Virginia: Leesburg | Dulles |Winchester
Maryland: Frederick | Hagerstown | Westminster
You just got engaged! What now?
Wedding Planning Timeline
You just got engaged and you're feeling the bliss and excitement of a new future with the person you love most and can’t wait to spend the rest of your life with. Up until now, you may have spent years thinking and dreaming about your wedding. The few months after becoming newly engaged are a fun time and the making of great memories.
You may do some traveling together, move in together, and discuss some ideas as to what, where, why, and how you will put together a wedding day. This is the time to start taking notes and sharing ideas, preferences, how much money you can budget, locations, time of year, and dates.
With an overall idea of what kind of wedding you would like to have you can begin the process of setting a date. Most couples choose a date 12-18 months out in order to plan and put together the wedding that best reflects their ideas, vision, and taste.
To start with a good foundation there are 3 key items you need to start off with that will decide the kind of wedding you can host and afford. So, start your planning with this:
1. Your Wedding Vision
What kind of wedding do you want? Do you want to? :
Black tie
Semi-casual
Beach
Elegant
Elopement
Religious
Ethnic
Hotel
Resort
Wedding venue
Backyard
D.I.Y.
Destination Wedding
2. Your Wedding Budget
How much can you afford?
How much will the family contribute?
Are you going to or willing to take out a loan?
Are you going to cash-out investments?
3. Your Wedding Guest List
How many guests are we or can we invite and who do we invite?
These 3 Wedding Planning foundation items will give you the big picture of your wedding planning project. Starting with answering the three questions above will help you:
Stay on task
Within your budget
Reduce the stress of planning your wedding
After you’ve decided on your Vision, Budget, and Rough Guestlist you can move on to looking for your venue. Having the aforementioned items will allow you to visit venues prepared to answer key questions catering managers or sales managers will need from you in order to provide accurate pricing for your wedding.
If the venue includes catering, having a budget and rough guest list or number allows you to instantly know if you can afford a particular venue and how much you would have left within your budget for other necessary wedding vendors.
Note: Different venues will have a variety of catering, seating, and decorating options to choose from. All of these items will change the cost of your wedding. Make sure you compare included and excluded items to make a fair cost comparison.
At this point, you can move on with your wedding planning and it should look like this:
Wedding planning time will move just as quickly as the rest of your time does. Weeks and months will seem to fly as your wedding planning starts to take place. Take a deep breath though, because no matter how it appears, everything will fall into place as planned. Just make sure you stay on task and use the checklists. A lot of couples use a dedicated Wedding planning book or create an excel file.
So, let’s move on to a rough timeline to tackle each part of your wedding day master plan!
Your Washington DC Wedding Planning Timeline
Wedding Planning: 12-14 Months
• Work out your budget and establish your top priorities — where to save/where to splurge.
• Get ideas and your creative juices flowing. Use Pinterest as well as bridal blogs (like this one) and magazines to identify your wedding style and color palette.
• Compile your preliminary guest list (you'll need that guest count!).
• Choose your wedding party—who do you want by your side at the altar?
• Find a venue for your ceremony and reception and reserve your date. Know what questions to ask when evaluating a wedding venue.
• Do you need wedding insurance? It’s something to think about.
• Now that you have a date, tell everyone to save it! For destination weddings or weddings around a holiday, consider sending out Save-the-Date cards or emails. Or create your own wedding website, and let your invitees know about it.
Tip: Save money by going digital and using “Evite” instead of traditional invitations.
• Say yes to your wedding dress (or tux!) and begin assembling the perfect accessories.
• Already feeling overwhelmed. Consider hiring a Wedding Planner.
• Find your vendors. Assemble an all-star vendor team. I would start with the following:
1. Venue
2. Photographer
3. DJ | Band
4. Videographer
5. Catering
Make sure you get written quotes and everything in writing. Please read and understand all contracts before signing on the dotted line.
Note: In the Wedding industry you will typically be paying a retainer fee and not a deposit. Any last-minute changes might result in you losing your Retainer fee.
Wedding Planning: 6 - 8 Months
• Continue researching, interviewing, and booking vendors that you already haven't booked.
• Decide on arrangements with your Floral Designer.
• Do a tasting and choose your wedding cake with your Cake Designer.
• Hire the DJ/Entertainment for your ceremony, cocktail hour, and reception.
• Discuss the style and wording of your wedding invitations with a Stationer.
• Create your gift registry (and don't forget to update your wedding website!).
• Arrange hotel room blocks for out-of-town guests and book your own suite for the wedding night.
• Shop for bridesmaid/flower girl dresses and give your attendants clear instructions on how to place their orders.
• Arrange and book any necessary transportation.
• Go over bridal shower/bachelorette details and the guest list with the person(s) hosting your party.
•Mail out “Save the Dates” - I suggest as soon as you book a venue if you’re having a destination wedding or you have family traveling from far away.
Wedding Planning: 4 - 6 Months
• Book the rehearsal and rehearsal dinner location(s). If you're including entertainment or specialty details like a groom's cake, now is the time to lock in these elements.
• Put together your rehearsal dinner guest list.
• Make childcare arrangements for your guests' kids.
• Reserve all necessary party rentals and linens.
• Order wedding favors for your guests.
• Shop for and reserve men's formal wear.
• Finalize the guest list.
• Finalize the Invitations.
• Finalize wedding ceremony details such as Vows, Readings, and Special Ceremonies.
• Finalize the menu, beverage, and catering details
• Timeline of the reception formalities.
• Do a Makeup & Hair trial and book your stylists.
• Shop for and purchase your wedding rings
• Finalize honeymoon plans and obtain all necessary documents (are you sure your passports are up to date?).
Wedding Planning: 8 - 10 Weeks
• You're getting close…. Mail out those invitations! Have a game plan for recording the RSVPs and meal choices.
Tip: Assign and number RSVPs and Guests with the same number. You will be surprised how many RSVPs won't be returned with a name and address and it will drive you absolutely nuts! If you get one without a name, it'll be a breeze to match the number to the guest!
• Touch base with your vendors to confirm dates, deposits/Retainers, and Details.
• Start researching marriage license requirements and name-change paperwork.
• Begin your dress fittings. Be sure to buy the appropriate undergarments beforehand.
• So, you think you can't dance? Consider taking a dance lesson with your fiancé—a good way to break in your bridal shoes!
Tip: Purchase surgical shoe covers to protect the bottom of shoes if you’re taking dance lessons and break in your shoes for maximum comfort on the wedding day!
• Give the wedding party a nudge—make sure they've ordered all necessary attire.
• Write thank-you cards for shower gifts and any early wedding gifts received.
Wedding Planning: 4 - 6 Weeks
• Send out rehearsal dinner invitations. If your get-together will be informal, feel free to send an Evite.
• Finalize and confirm the final details:
Review your wedding vows and planned readings with your Officiant.
Your song list for the ceremony, cocktail hour, and reception with your DJ, Band, or Musicians.
The Wedding Timeline for the reception and who's giving the toasts. (Get our “Ideal Wedding Timeline” here!)
Wedding night and honeymoon accommodations.
Obtain a marriage license and complete name-change documents, if applicable.
Pick up your wedding rings and proofread any engraving!
If you're the traditional type, do you have something old, new, borrowed and blue?
Purchase your guest book, toasting flutes, cake servers, and unity candle.
Buy gifts (optional) for the wedding party and parents of the wedding couple.
Have your final dress fitting. Bring your shoes and accessories for the full impact.
Follow up on those guests who have not RSVP'd yet.
Wedding Planning: 2 - 4 Weeks
• Give your caterer/venue the final guest count.
• Arrange to seat and create the seating chart and/or place cards.
• Pick up your wedding gown.
• Confirm arrival times and finalize the wedding timeline with vendors and the wedding party—make sure your Maid of Honor has a copy, too.
• Put together your own Bridal Emergency Kit.
• Speaking of emergencies: Check the weather report, and if things look iffy contact your venue to make sure a contingency plan is in place.
• Start packing for your honeymoon. (Check the weather report!)
• Find a little time to relax. Putting together a wedding no matter how big or small is a lot of work. Try and take some time to chill before the big day.
Wedding Planning: The Day Before!
• Make sure all wedding-day items are packed/laid out and ready to go! (Don't forget the rings and marriage license!)
• Figure out tips and final payments for vendors. Put them in clearly marked envelopes and give them to the Best Man or another person you trust to hand out at the reception.
• Assign someone to pack up your gifts/belongings after the reception (don't forget the top tier of your cake!).
• Arrange for the return of your hubby’s tux and other rental items the day after the wedding.
• Attend the rehearsal and dinner and pass out the wedding party gifts.
• Hydrate! Passing out during the ceremony is not part of the timeline!
• Try to go to bed early!
Wedding Day Advice! You made it!
• Try and stay in bed a little later for the added rest you'll need.
• Eat a good breakfast and stay hydrated.
• Allow plenty of time to get ready.
• Do the rounds at your wedding—greet everyone and thank them for coming.
• Party like a rock star!
• Stop to take it all in! Find a few minutes to have your own moment.
After the Honeymoon:
• Write and send thank-you cards. Don't procrastinate!
• Complete your registry and exchange any unwanted or duplicate gifts.
• Have your wedding dress cleaned and preserved by a reputable company.
• Enjoy the wedded bliss!
How to Budget for Your Wedding
6 Simple Steps to Creating a Wedding Budget
Creating your wedding budget can be a challenging task. For most couples paying for a wedding are a huge investment and stressful endeavor. This is certainly the least fun aspect of the wedding planning process but creating and sticking to your wedding budget is the most crucial part of planning a successful wedding.
Regardless of how big or small your wedding budget, there are some important guidelines that will help you dictate what you should spend, and suggestions for things to save or splurge on.
Let’s start with breaking down the wedding planning budget process into 6 easy steps:
1. Who's Contributing?
It might be just you and your fiancé. Or, sometimes parents or family members might chip in. Regardless, finding out and knowing who's eager to help you finance your wedding is the first step in figuring out your overall budget.
Figure out how much others might be willing to donate, or what aspect of your wedding they would like to take care of or contribute towards. (Example, maybe Grandma has her heart set on buying you a wedding dress.)
I know conversations with family about money and finances can be really awkward but knowing who and what they will be contributing is necessary to figure out your bottom line. Approach conversations about money in a respectful way, and be prepared to hear "Sorry, I'd love to help but I can't."
2. Run the Numbers.
Now that you know who will be contributing and how much you can figure out what you can come up with for your wedding.
• How much can you and your fiancé honestly —and reasonably afford to spend considering your real-life expenses?
Keep in mind that you will have to cover your needs until your wedding day as well as after you return from your honeymoon.
• Based on your income, how much can you both save between now and the wedding?
• Can you, or would it be a good idea, to pull from a savings account, investments, or take a loan?
Note: Remember some withdrawing from certain investments may have the end of year tax implications!
Once you have answered these questions and added in other financial contributions you now have a good idea of what your wedding budget is.
Congratulations! You are ready to advance to Step #3.
3. Determine Your Rough Guest Count.
Now that you've created a rough budget, you'll want a rough guest count.
Your guest count is one of the most important determinations at the cost of your wedding. This count will impact the size of the venue that you will need. It will also determine how much food and drink will be needed.
Wedding venue and food and beverage costs are two of the largest wedding expenses!
Breaking down the cost of your wedding into a “cost-per-person” will put the cost of all items and services into perspective. The guest count will dictate the number of items you'll need to budget and pay for—including invitations, table, and chair rentals, cake slices, and wedding favors.
Being strategic about whom you invite is the best way to cut down on wedding expenses from the beginning.
4. Pick the Two or Three Wedding Aspects That Matter Most To The Two Of You.
You and your fiancé will probably have different ideas about what wedding items are worth splurging on. Your fiancé might want an open bar, but you prefer to avoid getting your guests drunk in favor of spending the money on a 5-course gourmet meal.
One question you will need to conquer together is: What two or three wedding items are at the very top of your priority list?
Tackle this decision together and budget for those two or three items immediately. Obviously, if budget is not a factor you can have more than two or three items on your list.
Once your top wedding priorities are identified, you can set aside a larger percentage of your wedding budget for them. You now can see how much money you'll have left for the other wedding items that aren't as important to you.
Tip: This “Real Wedding Study” completed by The Knot list the national average spent by the vendor in 2018.
5. Do your homework.
There are a lot of expenses involved in putting together a wedding. Some of these are obvious and others are hidden. Some might be unknown until sometime later in the wedding planning stage. Make sure that you review the details of any agreement before you sign it to avoid financial surprises later.
Let’s use venues as an example. There is no universal standard contract that venues use. What some may include in their rental fee, others may charge an additional fee for. One such example is the wedding cake. You often can't just buy a wedding cake and have it delivered to the venue to be served. You may be required to pay a cutting fee.
According to The Knot, the average cake cutting fee is $2.00 per slice. If you have 100 guests this means another $200 from your wedding budget in addition to the cost of the cake.
Another example is alcohol. The alcohol you bring for a signature cocktail might require a “corkage fee” for each bottle. This corkage fee can range between $10 and $40 per bottle.
Some venues may require paying more than just a venue rental fee. There may also be set up and breakdown charges.
Keep in mind, there’s a whole slew of vendors you'll be expected to tip. As you can see, it’s not hard to go over your budget! Educate yourselves about “hidden" costs or just ask each vendor if there are any other expenses to expect, you’ll have fewer surprises and be able to stick closer to your wedding budget.
Keep in mind the price of wedding items, vendors, and venues in your chosen geographical area and desired season. Wedding costs fluctuate based on the season of the year and the day you choose for your wedding.
A wedding at the Hilton Hotel in Washington DC is going to cost a lot more than a wedding in a backyard or a State Park in Lancaster Pennsylvania. Hosting your wedding on a Saturday in June versus a Wednesday in March can dramatically change the cost of your wedding!
Conduct research on the type of wedding you want, where you want it, and the day you want and be honest as to whether it fits into your wedding budget and adjust your plan accordingly.
6. The Math
After going through all the above 5 steps, it's time to do a final reality check: Does your budget breakdown match the actual cost of your ideal wedding?
When your estimated wedding budget and your ideal wedding day come close to each other, create a spreadsheet and set aside a dollar amount for each aspect of the event. I recommend using Google Sheets, but using Excel or Apple Numbers works, so that you can easily share your spreadsheet with your fiancé, parents, and anyone else who is contributing or helping you stay on budget.
Don't Go into Debt to Say, "I Do"!
If you want a blissful marriage and who doesn't, don't start out drowning in debt. Think beyond the "big day" to your "big life" and be wise, as well as reasonable. Tension, stress, and aggravation are no way to start a lifelong commitment.
Remember, if you can't afford it, chances are you don't need it. And trust me when we say, you can have an amazing champagne wedding on a Budweiser budget. Be creative and focus on the feeling of your wedding rather than the wedding’s price tag.
Spending Tip 1:
Start putting aside some savings as soon as you get engaged.
Spending Tip 2:
Use your credit cards responsibly. It's tempting to rack up credit card points during wedding planning but try to pay off the balance immediately so that you don't accrue interest!
Spending Tip 3:
Open a separate wedding checking account so it's easy to see exactly where the money is going.
Try to remember it's not about how much money you spend, it's how much fun, excitement, and joy you’ll both feel: For what it’s worth, choosing to get married for $50 at City Hall in a simple white dress (or suit!), I guarantee it’ll be an incredibly beautiful and meaningful wedding.
7 Tips to Tackling the Wedding Guest List
Other than you and your fiancé and a little sheet of paper from a courthouse that makes getting married official, the guest list may be the most important aspect of your wedding. After all, it includes the name of every single person in the world that matters most to you and your fiancé’s life.
Compiling a wedding guest list should seem simple, but of all the details you can possibly deal with during your wedding planning, the guest list is the one thing couples around the world struggle with.
Here are a couple of things to keep in mind as you finalize your guests’ list.
1. Know both the type of wedding that you want and your budget!
Before starting on your guest list, you should have already decided on what type of wedding you want and where. You should already have a rough wedding budget and a list of the two or three most important things to you.
Where will your wedding reception take place?
Are you planning a black-tie luxury wedding?
Is a destination wedding in the Florida Keys in your plans?
Or, do you want a tent wedding in the yard of the family farm?
When will your wedding reception take place?
Will it be during peak season or off-season based on your geographic region or destination?
Will children be in attendance or an adults-only wedding?
Will you offer your guests a casual buffet or a 5-course seated and served dinner?
Making these decisions at the beginning will allow you to establish a solid wedding budget and determine how many wedding guests you can have in attendance.
2. Talk with close family members (namely your parents!) about who they’d like to invite.
Try not to make the classic mistake of not sitting down with your parents at the beginning to ask for the names of people whose attendance is important to them. The subject might come up a few times over the phone, so make it a point to have a talk with them about who they would like to be there. This will prevent your guest list and wedding costs from creeping up.
Make sure your wedding guest list has everyone that needs to be on it. Then review, because there’s a good chance you missed someone!
3. Invite your A-list…and keep your B-list handy.
Start with a must invite list first. This list should include immediate family and best friends. Take a look at the count and if it’s under your wedding guest limit, you can now consider your wedding guest wish list, “the B group”, which can include co-workers, as well as more distant relatives and friends you love but haven’t stayed close with over the years. At this point, feel free to add as many guests from your B-list as you can realistically accommodate.
As a word of advice though, when it comes to people like second cousins and co-workers, it’s better to invite the entire group or leave those people off the wedding guest list altogether. This prevents you from hurting anyone’s feelings and awkward family gatherings.
4. Take into consideration any “Plus-One” invites you to want to extend.
Everyone wants to bring a date to a wedding, but you’re not obligated to pay $50 or more per person to wine and dine with a bunch of people you’ve never met and might not ever see again. If one of your wedding guests is engaged, a part of your bridal party, or in a long-term relationship, I’d be inclined to extend a plus-one invite. Otherwise, it’s your decision, so don’t feel bad about inviting some wedding guests’ solo. You are inviting them to celebrate with you and offering food, drink, and fun!
If you’re concerned with solo guests feeling lonely or awkward, a “singles table” is always a great way to get solo invites together, so they have a great time.
5. Color-code the Wedding Guestlist.
Color-code everyone on your guest list. This includes your fiancé’s family, your family, hometown friends, co-workers, college friends, distant relatives. Color-code everyone! Being able to visualize each group by color helps you figure out who may have been forgotten.
Color-coding your wedding guest list will also save you tons of time when you tackle the infamous seating chart.
6. Instead of inviting more guests, throw a better party for the A-List guests!
Remember, you are under no obligation to offer extended invites!
Keeping the conversation real here, the disappointment in the Bride and Groom’s faces when they see 25 empty seats on their wedding day is short-lived but visible. At $70 per plate that equates to $1,750 wasted!
For $1,750 the couple could have had from us:
Lighted Monogram
Uplighting
Spotlighted First Dance
Photo Booth with prints for all the guests to enjoy
Memory Book with custom pages
and still had some cash leftover!
7. Use your guest list for more than just a headcount.
Use your wedding guest to keep track of addresses, RSVP’s and gifts you receive, along with who’s invited to the wedding shower or rehearsal dinner, etc. If you didn't catch the tip earlier in this wedding planning guide, number your guest list, and then put each guest’s number on the back of their RSVP card when you send them out. This way, when that one forgetful or inattentive family member returns a blank card, you won’t lose your mind trying to track down and figure out whose RSVP you received. You will be happy to be able to make that call to verify that blank RSVP, like a boss!
8. Party it up!
Enjoy your wedding day! Everyone is there to be with you!
Washington DC Wedding Day Emergency Kit
Here’s a list of items I recommend every bride and bridesmaid have handy as part of a wedding day emergency kit:
1. Fashion tape
2. Sewing kit
3. Extra jewelry and earring backs, in case anyone forgets their pieces, or something breaks, and you need a replacement.
4. Tide-To-Go pen, baby powder, and white chalk to remove or hide any stains
5. Bobby pins
6. Mints
7. Tampons
8. Advil
9. Band-Aids
10. Superglue
11. Clear nail polish
12. Travel lotion
13. Travel hairspray
14. Sole inserts for high heels (your feet will thank you).
15. Nail file
16. Lipstick, lip gloss, and Chapstick
17. Oil blotting sheets for your face: I love them because they take the shine away without loading on another layer of makeup.
18. Travel deodorant
19. Static Guard
20. Small brush or comb
Questions to Ask your Washington DC Wedding Venue
The following questions and tips will help you make sense of your Wedding Venue/location search. Use them when you’re talking with catering managers, event directors, or whoever you will be working with at the wedding venues you visit. Always note who you are speaking to location/venue and contact information to follow up later.
Also add any questions that relate to your wedding, for example: “Can my dog be the ring bearer in my ceremony?”
Always be sure to get everything and anything offered in writing and make sure it’s in the final contract! Don’t forget to bring along a notebook, planning binder, or phone to take pictures and to take notes when necessary.
1. What dates are available in the month I’m considering?
2. How many people can this location accommodate?
3. What is the rental fee and what is included in that price?
4. Is there a discount for booking an off-season date or Sunday through Friday?
5. How much is the deposit/retainer, when is it due, and is it refundable?
6. What’s the payment plan for the entire bill?
7. Can I hold my ceremony here, too?
8. Is there an additional charge?
9. Is the ceremony site close to the reception site?
10. Is there a bride’s changing area?
11. How much time is allocated for the rehearsal?
12. Is the site handicap accessible? (To be asked if you have guests with mobility issues.)
13. What’s the cancellation policy? NOTE: Some places will refund most of your deposit if you cancel far enough in advance since there’s still a chance they can rent the space. After a certain date, though, you may not be able to get a refund.
14. What’s your weather contingency plan for outdoor spaces?
15. How long will I have use of the event space(s) I reserve?
16. How early can vendors have access to the venue on my wedding day? (90 minutes is not enough time!)
17. Is there an overtime fee if I stay longer?
18. Is there a minimum or maximum rental time?
19. Can I move things around and decorate to suit my purposes, or do I have to leave everything as is?
20. Are there decoration guidelines/restrictions?
21. Can I use real candles?
Tip: Keep the existing décor in mind when planning your own decorations so that they won’t clash. If your event is in December, ask what the venue’s holiday décor will be.
22. What time can my vendors start setting up on the day of the wedding?
23. Is it possible to start the setup the day before?
24. How early can deliveries be made?
25. How much time will I have for décor setup?
26. Does the venue aid in getting gifts or décor back to a designated car, hotel room, etc. after the event has concluded?
27. Do you provide a coat check service (especially important for winter weddings)? If not, is there an area that can be used and stated for that purpose?
28. Is there an outdoor space where my guests can mingle, and can it be heated and/or protected from the elements if necessary?
29. Is there a separate indoor “socializing” space?
30. Do you have an in-house caterer or a list of “preferred” caterers, or do I need to provide my own?
31. Even if there is an in-house caterer, do I have the option of using an outside caterer instead?
32. If I hire my own caterer, are kitchen facilities available for them?
Note: Caterers charge extra if they must haul in refrigerators and stoves.
33. Are tables, linens, chairs, plates, silverware, and glassware provided, or will I have to rent them myself or get them through my caterer?
34. What is the food & beverage cost on a per-person basis?
35. What is the tax and service charge?
36. Can we do a food tasting prior to finalizing our menu selection?
37. If so, is there an additional charge?
38. Can I bring in a cake from an outside cake maker or must I use a cake made on the premises?
39. Is there a cake-cutting fee?
40. If I use a cake made on site is the fee waived?
41. Do you provide special cake-cutting utensils?
42. Can I bring my own wine, beer, or champagne, and is there a corkage fee if I do?
43. Can I bring in other alcohol?
44. Are you licensed to provide alcohol service?
45. If so, is alcohol priced per person?
46. Is alcohol priced by consumption?
47. Are there additional charges for a bartender?
48. Is there a bar minimum that must be met before the conclusion of the event?
49. What is the average bar tab for the number of people attending my event?
Note: Some facilities (private estates and wineries in particular) aren’t licensed to serve hard alcohol. You may need to get permission from the location to bring in an outside beverage catering company.
50. Are there restrictions on what kind of music I can play, a volume or decibel limit, or a time by which the music must end?
Note: If the venue says the limit is 80 decibels, that is adequate for a 70 person reception in a medium-sized venue. In a large barn with 100+ guests, it is inadequate.
51. Can the venue accommodate a DJ or live band?
Tip: Check where the outlets are in your event space because that will help you figure out where the band can set up and where other vendors can hook up their equipment. You don’t want the head table to block the only outlet in the room.
52. Is there parking on site?
53. If so, is it complimentary?
54. Do you offer valet parking, and is there a charge?
55. If there is no parking on-site, where will my guest’s park?
56. Are cabs easily accessible from the venue?
57. If a shuttle service is needed, can you assist with setting it up?
Tip: You should have the venue keep track of the number of cars parked for your event and add the total valet gratuity to your final bill so that your guests won’t have to tip.
58. How many restrooms are there?
Tip: You should have at least 4 restrooms per 100 people.
59. Do you offer on-site coordination?
60. If so, what services are included, and is there an additional charge for them?
61. Will the coordinator supervise day-of?
62. How much assistance can I get with the setup/décor?
63. Does the venue have liability insurance?
Note: If someone gets injured during the party, you don’t want to be held responsible. If the site doesn’t have insurance, you’ll need to get your own. Professional wedding vendors will be fully insured and if not, I would consider them questionable.
64. Can I hire my own vendors (caterer, coordinator, DJ, etc.), or must I select from a preferred vendor list?
65. If I can bring my own, do you have a list of recommended vendors?
Tip: Research the venue’s preferred wedding vendor list but remain skeptical.
I have come across several venues where “Preferred Vendors” paid to be listed. This is a very personal decision, but if you have a wedding vendor that you must have, don’t let the venue talk you out of it.
Unfortunately, there is a complete under the table business taking place at some venues and your best interests may very well not be their primary motivation.
Some venues do not have a “Non-Venue-Approved Professionals Fee”.
This “fee” can be up to 20% of the contract if you choose a vendor, not on their “Approved List”.
My suspicion is that any venue that charges such an arbitrary fee has a business relationship with the “Approved Vendors” where they receive a portion of each vendor’s contract.
Perfect Harmony Entertainment does not pay kickbacks to venues or vendors to be on a preferred list. We feel it is unethical and we prefer to keep our rates lower and pass the savings on to our clients.
66. What overnight accommodations do you provide?
67. Do you offer a discount for booking multiple rooms?
68. Do you provide a complimentary room or upgrade for the newlyweds?
69. What are the nearest hotels to the venue?
Tip: Some venues have partnerships with local hotels that offer a discount if you book a block of rooms.
70. Do you have signage or other aids to direct guests to my event?
71. Do you have a recycling policy?
More Tips:
• If you really love the site, ask the venue representative to put together a proposal with all the pricing and policies—including the tax and service charge—so you have an idea of the basic cost.
• Shoot a bit of video when you visit locations. After seeing a series of places it’s easy to confuse them. Having a photographic record will help you remember what was special about each site.
• Pay attention to the venue as a whole: Check out everything, including the restrooms, the foyer, the dressing rooms, the outdoor lighting, and even the kitchen. You want to be sure your vision can be realized at this location. If possible, decide with the site representative to visit the venue when it’s set up for a wedding.
GET EVERYTHING IN WRITING!
Your date is not officially reserved until you sign a contract and, in many cases, give a deposit—even if a site contact says you don’t need to worry about it!
Once you’ve found THE PLACE, make sure you ask what is required to get your booking locked in and then follow through on satisfying those requirements.
DO NOT assume that because the site coordinator said you can have 4 votive candles per table, you’ll get them. Before you sign a contract, read the fine print and make sure it includes everything you and the site contact agreed upon.
As new items are added or changed in your contract, have the updated version printed out and signed by you and the site representative. Also, document all your conversations in emails and keep your correspondence.
Wedding Vendor Guide
Wedding Photography: The Big Picture
Photography is probably the most important aspect of every wedding for many couples. Although brides tend to be the ones that are most enthusiastic and selective about their engagement and wedding photography, grooms not only want their bride to be happy but also look and feel their best with their bridal photography.
A wedding is a once in a lifetime experience and the only way to relive it and share their memories of the beautiful wedding day they experienced is with carefully captured, curated, and edited professional wedding photography. There is a wide variety of wedding photography styles and formats couples can choose from regardless of where in the world they are, and regardless of where you decide to host their wedding.
Remember that after the music stops, the food is gone, the dancing ends and you return to reality as a blissfully married couple, all that you will have to remember your wedding day experience, is your pictures.
Determine your Wedding Photography budget
You might have no clue as to how much to budget for your wedding photography. Of the most difficult tasks of planning your wedding, few will be as difficult as meeting with a photographer. More so when you haven't really understood how much of your wedding budget will go towards your Wedding Photography.
As reported by The Knot, the average budget allocation for Wedding Photography is 10-12% of the total Wedding Budget with the average wedding costing approximately just over $35,000.
Just to help you understand $35,000 US dollars is the average cost of a wedding nationally. Couples hosting a wedding in NYC are paying upwards of $78,000 for their wedding. In the Lancaster PA market, the average wedding is $33,000.
Now consider the average investment cost for a wedding photographer is just over $2,700 for a day of wedding photography coverage which is typically 6-8 hours. This may seem a bit expensive, but what a truly professional wedding photographer provides after your wedding will last you a lifetime.
Keep in mind, that the average cost of Wedding Photography in the US is $2,700. I have seen average, and I can tell you that most of you, will not want average. This is one of the most important moments of your life. You won’t want average Photography, an average DJ, or average Food at your wedding. The photography will be your lasting memories of your wedding day.
The entertainment and the food will be what not only you, but your guests will remember from your wedding day. Don’t simply take my word for it. Here is what a survey from Wedding Wire “Here’s What Your Guests Really Care About” concluded.
Going back to Photography, if you do budget 10% - 12% of your budget as suggested that creates a $3,300 - $4,000 photography budget. For a difference of $600 - $1,300 you are not getting someone who “shoots photos”, you are getting a photographic artist.
“Don’t just try the steak, try the mashed potatoes!”
I am not sure where I first heard this phrase, but it really defines the difference in photographers.
Well before there was a cellphone that served as a camera, my mother was the queen of snapshots! Every moment no matter how insignificant seemed to be picture-worthy. My childhood is chronicled in the boxes and metal cookie bins now filling the closets of their home. There are also a few dozen photos in the photo albums that are tucked on the bookshelf in the living room.
Those photo album pictures represent the “steaks” my mom made with her camera. The photo is likely embarrassing, but the photo quality is pretty good.
Those boxes and bins in the closet? Those thousands of pictures represent the “mashed potatoes” mom made with her Kodak Instamatic. Mom’s mashed potatoes weren’t very good!
Don’t let any photographer show you only their drool-worthy shots. Ask to see the entire portfolio of several weddings. I have seen some portfolios where couples paid $2,500 and received in return 3 or maybe 4 “steaks”. I have seen photographic artists who charge $3,500 and produce 60 “steaks”.
You don’t have to be a math whiz to know who the better value was.
Hiring a Washington DC Wedding DJ
The next most important aspect after hiring your Wedding Photographer is your Wedding DJ or Band.
In terms of impact on your guests, the entertainment you provide for them will impact your wedding in two significant ways. One is the enjoyment they have at your wedding. The other is how long they stay after the cake has been cut.
I use the word entertainment in the first sentence instead of the word DJ for a reason. Not every one of your guests is entertained by dancing. Some will only slow dance and never fast dance. Some will only participate in line dances because they are self-conscious. Others won’t have a partner, won’t have a partner that enjoys dancing, or some may truly be unable to dance due to physical limitations.
It is important that you have a proven Wedding DJ who knows how to engage an audience that contains a diverse age group! A Club DJ who spins non-stop Electronic Dance Music, Hip-Hop, and EDM music at ear-splitting levels will have everyone over the age of 30 saying their goodbyes and heading to the exits.
Finding the right wedding DJ can be a challenge, but the following information I will provide you will help ease the stress of finding the perfect Wedding DJ. Here are some easy to follow do’s and don’ts to finding the right DJ for your Wedding Day.
Should I use a band or a DJ?
This decision is based on what kind of musical experience you want to provide and how the choice will affect your Wedding budget. A live band provides a dramatically different music experience for your Wedding reception and may cost significantly more. A live band is generally composed of 4 or 5 band members versus one DJ.
Live bands have a much larger sound, different dynamics, and a bigger presence. As a result of this, they also have a much larger footprint due to having a lot more equipment and space needed at your venue.
Live music can provide a different experience for your guests than a DJ. If the band is led by a strong performer it brings an energy that is unmatched. Hearing a great performer like Justin Timberlake thru the speakers cannot match seeing Justin Timberlake in person.
That experience comes at a price, however. To hear Justin Timberlake can range from free to a few bucks to purchase a track or album. To see him will cost many times that for tickets and parking alone.
Another disadvantage to a band is their musical limitations. No band is going to be equally proficient in every genre and era of music. This doesn’t mean that a band should be dismissed out of hand, it simply means that the variety of music that will be performed will be limited and you should be aware of that.
The last factor that I will mention regarding bands is determining how long they will play between band breaks. What happens during the break to keep your guests entertained?
Why should you choose a Wedding DJ?
We of course are a DJ Service. We serve a large area in terms of population. One market we serve is the Central Pennsylvania market which includes Harrisburg, Lancaster, and York.
We also serve Western Maryland, Northern Virginia, and Washington D.C. markets. This includes the towns of Hagerstown and Frederick Maryland. It also includes towns such as Winchester and Leesburg Virginia. As well as the areas in and around the District including Tyson’s Corner, Dulles, and Rockville.
That said, we are a small but growing company and we certainly can’t DJ every wedding that comes our way. For example, in Lancaster County PA alone there were over 3,000 weddings last year! Not all of those will use a DJ of course but that gives you some idea of the demand for quality DJ Services.
The point of this article is not to be helpful to only those couples we work with. If it were, I would not make it available to the public. The point of this article is not even to benefit only those potential clients in our marketplace to attract business.
The point of this article is to help anyone who might be planning a wedding anywhere. We are a tiny company but thru the marvel of the internet, it is possible for us to reach couples across the globe who are looking for wedding planning information.
The benefit of choosing a Wedding DJ instead of a band:
A wedding DJ will be able to provide the sound volume needed for a large party while using less equipment and requiring less space in the venue.
A wedding DJ using quality equipment will often have better quality sound than a band. Many bands are a collection of players, each of whom has their own gear. On the more affordable end of the spectrum, the players will be hobbyists who work a regular job. They may be using the same equipment from 15 years ago. This doesn’t necessarily mean that it is bad however, technology changes rapidly and sound equipment is not excluded from these changes.
An experienced Wedding DJ will work with you to create a song list to really make your Wedding reception special and personalized. Experienced high-end DJ’s will have an extensive library of music and will be able to instantly grant song requests should you allow your guests to make them.
Wedding DJ’s are less expensive, and you’ll only deal with one or two people, so something going wrong is unlikely. Reputable DJ Companies have an emergency replacement if the scheduled DJ is unable to perform. The impact on your event will be much less significant than a band’s lead vocalist not making it to the event.
Many DJ Services offer entertainment that goes well beyond simply DJ Services. Perfect Harmony Entertainment for example offers Photo Booth and Lighting Services.
Questions to Ask when meeting a DJ
Is this your full-time business? Are weddings your primary focus? What clubs, lounges, and corporate clients have you performed for in addition to weddings?
It’s better to find a Wedding DJ that is well rounded and experienced in a variety of environments and a variety of music styles. Ask if they've ever performed at your venue and ask for reviews.
How do you customize the music experience for each couple?
Can you help with song lists and providing suggestions?
Ask if they provide a song list, stick to a genre, or go with the flow of the wedding. Make sure they will have your style of music. Also, see if they're experiencing your cultures or religious practices and traditions.
Do they offer your culture’s music?
Do they have an MC that engages your Wedding Guests or are they solo and do it from behind the mic?
How do you handle song requests?
When, how, or do they take song requests.
Is there a point and time where they open up for song requests?
What sound equipment do you utilize? Do you have back-up equipment?
Do they have the right equipment and back up to perform weddings?
Do they use a mixer with a laptop or are they only on a laptop?
Do they also provide lighting or have equipment for a ceremony and cocktail hour at the same venue, but a distance from each other?
Have you played at our chosen wedding venue before?
Will they be performing at your wedding reception or do they have other DJs?
Do they have a back up in case of illness or injury?
Do they offer lighting, photo booths, uplighting, video, or party items?
Why should I choose you as my wedding DJ?
Finding an experienced and competent Wedding DJ is essential to a great wedding reception experience. Hire a bad one and it will ruin your whole wedding day!
An inexperienced Wedding DJ can make your Wedding reception a complete nightmare, so make this an important decision as to your Wedding Photographer.
Couples typically choose to hire experienced Wedding DJs because it’s easier and less expensive than hiring a live Wedding band.
You will find a lot of Wedding DJs in your area. These will range in experience from casual guys that moonlight and do it on the side to professional wedding and corporate DJ companies that come equipped with their own light show if that’s what you want.
Be wary of casual moonlight Wedding DJ’s and never hire a DJ or Wedding vendor from Craigslist, Thumbtack, Bark, or the like! Every year we field calls from desperate brides who found a “great deal” on a DJ. Two months prior to their big day that DJ has stopped returning their emails and their deposit is gone. Sometimes we can help but often we are already booked.
Ask your wedding venue if they have a DJ they recommend or get a word of mouth referral from a friend.
Finding a Wedding Florist
The Guide to Floral Design for your Wedding
First, it’s important to note that there are different types of florists and services available out there:
Retail Florist:
Even as flower shops continue to vanish from many city streets, these shops are the perfect choice if you want to stop in for a bouquet of roses, make a small order, and sometimes even work for big orders. They are great sources for small orders and items but not always equipped for servicing large weddings. Most flower shops will do funeral display pieces, but more often can only handle small weddings.
Floral Designer:
The dedicated floral designer is the florist you will most likely need and deal with for your wedding day flowers. They specialize in artistically combining beautiful flowers into bouquets, boutonnieres, centerpieces, and decor pieces for your Wedding. Floral designers are typically creative/artistic people who can customize their style to each client wedding they are hired for, or at least, they should be. When you work with a floral designer you are paying for their flowers, their labor, and their creative artistry.
Most floral designers can provide you with candles, vases, and other decorating elements that go with their floral design. Many are also skilled at adding live flowers to your wedding cakes with advanced notice and planning with your baker, as well.
BEFORE YOU START LOOKING FOR A FLORIST
Before contacting local florists trying to find one who will help you with your wedding, here are some important considerations to consider:
Determine if flowers are a priority.
Depending on how long between your engagement and wedding along with how important flowers are to you, you may want to begin looking at florists early in the wedding planning process. Many florists/designers are one-man/woman shops who can only serve one wedding weekend, and they can book up rather quickly, especially during the height of wedding season.
Get an estimate of your budget.
It might be a little difficult early in your wedding planning to figure out how much you can budget for floral design, but if you start contacting florists without a budget in mind, you could end up with quotes that range from $1,500–$15,000, and that isn't helpful or encouraging.
Identify your style.
Before reaching out to florists/floral designers, use Pinterest, Instagram, and wedding guides to start getting an idea of the styles and types of flowers you like. Much of what you will choose is dependent on the season and the geographic location of your wedding along with how much your budget allows.
Figuring out your floral style.
Now that you’ve decided what kind of flowers you like, now it’s time to put some words to your ideas so you know what to ask for when speaking to potential florists.
Realistically most floral design styles overlap, so don’t worry about figuring out the exact term for what you like. Instead, use pictures and color palettes as a guide when researching and communicating with your florist/designer.
Ready to research.
Now that you have a style, color palettes, some inspiration, and a budget in hand, you can start seeking out florists/designers.
Recommendations for Finding a Wedding florist/designer
Although Google is amazing for many wedding-related searches, florists and floral designers isn't one of them. Google delivers the most popular search results, which means your results will be national chains and their affiliates. If you want a local florist, the best place to start is asking your wedding venue, friends, and family who may have had a recent wedding.
Use wedding websites to help you hunt for vendors that are trusted and reviewed. You can also ask your Wedding Photographers since many florists/designers rely on wedding photographers to provide them with images from past weddings for marketing and advertising.
Now that you have a few options, look at their websites, reviews, and portfolio. You should know rather quickly if they can offer what you’re looking for.
Keep in mind that reputable florists should have the ability to accommodate a variety of styles; some designers may specialize in just one. Look for variety.
For example, if you’re looking for modern flowers and notice that one of the florists, you’re considering has a portfolio full of loose, whimsical, natural-looking arrangements, and nothing else, you might want to consider looking elsewhere.
Check the price. Many florists/designers work on a customized pricing basis and don’t display pricing on their website. Some will list a minimum price to help you determine right away if they can work in your budget.
Also, worth noting: Those minimum prices are typically for full wedding flowers (bouquets, centerpieces, other arrangements, etc.). So, if you’re just looking to get small personal items (bouquets and/or boutonnieres), then the minimum prices listed may not apply.
Once you’ve identified potential florists, reach out for quotes. Be honest about your budget, so the florist/designer can work with you. I recommend meeting with anyone you’re seriously considering. You most likely won't be working with them extensively on the day of, but you’ll want to make sure you get along and understand each other.
This is the time to start picking their brain about their style and vision for your wedding day, and any ideas they might have in mind. If you’re not sure what to discuss when you meet, here are some questions to help you figure out a potential florist’s style:
What is their design process?
Can they share a Pinterest board?
Do you just tell them what you like and let them do their thing?
If they are creating centerpieces, do they have a variety of containers you can rent, or will you need to provide your own?
Do they set up, or will you need to arrange a pickup?
Are there delivery fees?
If they provide containers for your flowers, will they pick them up after the wedding or will you need to return them yourself?
What do they do if they can’t provide something you’ve requested and there is a shortage?
What is their process?
Do they offer a showing sample?
Is there an additional cost?
THE PROPOSAL:
Now that you found a florist/designer you like and you have agreed on a budget and design style, you will get a proposal, which becomes your contract when it is signed. This is extremely important since there are many variables that can factor into the final product you receive on your wedding day.
Pay extra attention to any provisions in the proposal before signing, and make sure you’re satisfied with how the florist will handle things like shortages and unexpected changes. Don’t be afraid to negotiate or ask for any changes if you’re not comfortable with something in the provisions.
ADDITIONAL FAQ
Do bridesmaids pay for their own dresses?
If it is within their means and budget it is a very nice and generous gesture for the bride and groom to purchases the dresses of the wedding party however, most couples cannot afford such a gesture. It is typical that bridesmaids purchase their own dresses.
Who pays for a bachelorette weekend?
Typically, the only person who does not pay at a bachelorette party is the bride.
Can you plan a successful wedding without a wedding planner?
Absolutely you can plan a great wedding without a planner! You simply need to be committed to putting in the time and be organized. Those are the two most important traits. You also need to have the right tools and an understanding of the process.
What is the hardest part of wedding planning
The most difficult part by far is trying to make everyone happy. Compromise on the things that are not that important to you and insist on those that are most important. That still likely will not result in everyone being happy but you will both know that the opinion of the other was considered.
I hope that you have found this Wedding Planning Guide useful. If you have I hope that you will share so that others may benefit as well.
If you are in need of DJ Services for your wedding, private, or corporate event I hope that you will allow us the opportunity to hear your plans and how we can help you create your vision.