How to Plan a Wedding

Planning a wedding can feel like a grand adventure—one filled with excitement, creativity, and a bit of nerves. Whether you envision an intimate backyard affair or a lavish ballroom celebration, breaking down the process into manageable steps will help you stay organized and enjoy every moment. Here’s a friendly, step-by-step guide to planning the perfect wedding, from choosing your venue to finding the best rentals and adding those unforgettable personal touches.

1. Define Your Vision and Budget

Every amazing celebration starts with a vision. Grab a notepad (or open a Pinterest board!) and jot down what matters most to you and your partner: do you dream of a rustic barn wedding, a chic urban loft, or a garden-inspired ceremony under twinkling lights? Once you have your theme in mind, set a realistic budget. Allocating funds early will guide all your decisions—from venue selection to rentals and extras.

Quick Tip: List your top three “must-haves” (for example, a live band, a designer cake, or a photo booth) and adjust other priorities around them.

2. Choose the Perfect Venue

Your venue sets the tone for the entire day. Visit multiple locations—whether that’s a beachfront resort, a historic mansion, or a community hall—and envision your ceremony and reception in each space. Consider:

Capacity: Does it comfortably fit your guest list?

Logistics: Is parking accessible? Are there on-site facilities?

Style: Does the aesthetic match your theme?

Remember, each venue has its own rental partners and restrictions. Ask about preferred vendor lists, setup times, and any extra fees.

3. Explore Essential Rentals

Rentals transform a blank space into your dream setting. Here are some key categories:

Furniture & Seating: Chairs (Chiavari, garden, or padded folding), tables (round, banquet, cocktail), lounge pieces for cocktail hours.

Tents & Canopies: From clear-top tents to sailcloth canopies, a tent ensures you’re covered—literally—in any weather.

Tableware & Glassware: Chargers, flatware, stemware, and specialty pieces like champagne coupes or dessert forks.

Linens & Decor: Tablecloths, napkins, chair sashes, and table runners in colors that complement your palette.

Lighting & Accessories: String lights, chandeliers, uplighting, and lanterns to create ambiance as the sun sets.

Pro tip: Many rental companies offer packages for a cohesive look and often include delivery, setup, and pickup—saving you time on the big day!

4. Design Your Scenery and Theme

Your scenery—from ceremony backdrop to reception lounge—should reflect your personality. Ideas include:

Floral Walls & Arches: A stunning photo backdrop for your ‘I do’ moment.

Drapery & Greenery: Soft fabrics and foliage can instantly elevate a space.

Signage & Stationery: Customized welcome signs, seating charts, and table numbers tie everything together.

Collaborate with a florist or décor specialist to mix rentals with fresh elements for a truly one-of-a-kind setting.

5. Capture the Fun: Photo Booths & Photography

While your hired photographer will capture the day’s highlights, a photo booth adds a playful touch that guests love. Consider:

Open-Air Booths: Perfect for larger groups and creative backdrops.

Enclosed Booths: Offer privacy and classic booth strips.

Digital Props & GIFs: For instant social sharing.

Book your photo booth and photographer early—these vendors often fill up fast!

6. Book Your Key Vendors

Don’t wait to secure the talent that brings your vision to life:

Caterer: Menu tastings will help you finalize your culinary choices.

Entertainment: DJs, live bands, or specialty acts like fire dancers.

Florist: Seasonal flowers and lovely arrangements for bouquets, centerpieces, and ceremony décor.

Officiant & Rentals Coordination: Confirm ceremony details and timelines.

A detailed contract outlining deliverables and schedules keeps everyone on the same page.

7. Manage Guest Lists & Invitations

Finalize your guest list and mail invitations 8–12 weeks before the date. Track RSVPs online or with a spreadsheet, noting dietary restrictions and song requests. Small details—like including a map of nearby hotels—go a long way in making guests feel welcome.

8. Create a Timeline & ChecklistA well-structured timeline ensures the day flows smoothly:

6–12 Months Before: Book venue, key vendors, and start dress/suit shopping.

3–6 Months Before: Send invitations, finalize rentals, and confirm menu.

1–3 Months Before: Plan the seating chart, finalize décor, apply for marriage license.

1–2 Weeks Before: Confirm all vendor serve times, pack an emergency kit (safety pins, stain remover, bandages).

9. Coordinate the Big Day

Enlist a day-of coordinator or trusted friend to oversee setup and troubleshoot any last-minute details. Provide them with vendor contacts, timelines, and a layout diagram to reference.

Day-of Essentials:

Vendor tips and payments in labeled envelopes.

A designated area for gifts and personal items.

A point person for family and bridal party questions.

10. Enjoy Your Celebration!

After months of planning, this is your moment. Take a deep breath, savor each walk down the aisle, dance under the lights, and celebrate with your loved ones. Your perfect day is the one that feels uniquely you.

Ready to make your wedding vision a reality? Explore our rental catalog and let’s bring your dream celebration to life!