Planning a wedding can feel like an overwhelming journey, but as a former wedding planner and coordinator, let me assure you—everything will be just fine. With the right mindset and these easy steps, you’ll have a stress-free planning process, especially when working with your hotel coordinator. Let’s dive into some tried-and-true advice to bring your dream wedding to life!
1. Do Your Homework: Share Your Vision
Once you’ve confirmed your wedding location and hotel, it’s time to gather inspiration. Head to Pinterest, Instagram, or even bridal magazines to start creating a vision board. Focus on your favorite colors, themes, and design ideas to clearly communicate your style to the wedding coordinator. Visual aids are incredibly helpful for them to understand what you’re envisioning. Think of it as your “mood board” to guide the creative process.
2. Budget Wisely
Your wedding package is just the beginning of your planning. Many hotels include basic essentials like white tablecloths, standard plates, and banquet chairs with white or black covers—but if you’re dreaming of custom decor, florals, specialty linens, or elaborate centerpieces, you’ll need to budget for those additional costs.
Also, don’t forget key vendors like DJs, photographers, and videographers. A tip: Allocate funds where it matters most.
3. Prioritize Entertainment Over Decor
Your guests won’t remember the extravagant flower arrangements or elaborate table settings. What they will remember is how much fun they had on the dance floor! Investing in great entertainment—like a lively DJ or a fun live band—will ensure your wedding is the party of the year.
4. Food Is Everything
If your hotel isn’t all-inclusive, prioritize your catering budget. After a long day of celebrating, you and your guests will want a delicious meal. And don’t forget—you’ll likely be famished by the time you sit down to eat, so treat yourself to something you’ll love.
5. Don’t Skimp on Hair and Makeup
Your wedding day is your day to shine, so invest in professional hair and makeup services to avoid unnecessary stress. Many hotels offer complimentary trials as part of your package—perfect for testing out the stylist during your site inspection. If you prefer doing your own makeup, plan to start early and give yourself extra time.
6. Work With Your Onsite Wedding Coordinator
You’ll typically be assigned a hotel wedding coordinator about three months before your big day. Take advantage of their expertise! Ask for a list of vendors and their Instagram profiles so you can review their work. Some hotels even arrange Zoom or in-person vendor meetings during your site inspection. Speaking of site inspections, these pre-wedding visits are a great way to tour the property and ensure it’s the right fit. Many hotels even offer discounted rates for couples to visit.
7. Tailor Your Timeline to Traditions
Every family has unique traditions, and your wedding timeline should reflect them. Whether it’s a tea ceremony, jumping the broom, breaking a glass, or a special family dance, be sure to list out everything that needs to happen. Share these details with your coordinator so they can create a seamless timeline that honors your traditions while keeping the day on schedule.
8. Be Honest With Your Planner
Transparency is key when working with your wedding planner or hotel coordinator. Whether it’s about your budget, family dynamics, or specific preferences, being open allows them to plan more effectively and avoid potential issues. They can even act as a buffer for you—managing tricky relationships, awkward moments, or even a tipsy relative at the reception.
9. Enjoy the Process
Wedding planning should be joyful! The more positive and relaxed you are, the smoother everything will feel. Remember, your vibe sets the tone for your big day. One of my couples once had a small, intimate beach wedding, but the bride was so stressed that the entire experience felt tense. Ironically, the seaweed covering the beach all week vanished the day they left—proof that even the universe wants good vibes for your wedding!
Planning your dream wedding doesn’t have to be complicated or stressful. By following these simple steps and trusting your hotel coordinator, you’ll create a celebration that’s not just beautiful but also filled with love, laughter, and unforgettable memories. Now, take a deep breath, embrace the process, and let your vision come to life!
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I truly believe it is my calling to ensure couples find their perfect match for their next romantic escape. I work with couples that are looking to create an experience that fits their own journey.
I’m able to draw from my extensive first hand experiences and from my network of travel partners to ensure that couples are able to find an option that truly is as unique as their story.
