Congratulations on your engagement! If you find yourself asking, now what? This guide is for you. Calgary’s boutique wedding venue, Hotel Arts, has created the ultimate wedding planning timeline, filled with pro tips and industry secrets.
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Have Fun
Step one is the most important step. Remember to have fun and enjoy the wedding planning process! You are planning the ultimate celebration of love – and fun should absolutely be a part of that.
Pro tip: Working with a planning team who are experienced can make all the difference. When meeting with couples, Hotel Arts’ Wedding Specialist, can see the stress melt from their faces, because they know they will be taken care of.
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Understand Your budget
The cost of weddings can come as a surprise for most couples. Base costs in the wedding will vary based on the type of experience you are imagining, and can include:
- Venue
- Food & Beverage
- Décor
- Entertainment
Pro tip: People are going to remember the food, the service, the decor and the DJ – so don’t overlook those items in your budget.
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Set Your Date
Once you have your wedding date, the rest will start to fall into place. For the budget conscious bride, you can find savings from vendors by being flexible with your dates. For example, venue costs tend to be less for Friday or Sunday weddings.
Pro Tip: Most brides overlook the May long weekend. It can be a slow period for hotels and offers potential savings.
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Send Your Save the Dates
Save the Dates typically go-out one year in advance. This gives travelling family and friends ample time to book vacation time and plan their trip. Formal invitations typically are sent out 3-6 months before the wedding (once you have had a chance to nail down the details).
Pro tip: Weddings will typically see a 20% wash in RSVPs. This means if you invite 100 people, 80 will RSVP yes.
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Book Your Venue
Popular weddings dates can go fast, if you are looking at a Saturday wedding in the summer, you will likely need to book your venue one-year out.
Where many venues have an on-site contact, it is always a good idea to hire a wedding planner or a day-of coordinator. They are worth their weight in gold. Wedding Planners are you left-hand man (or lady) and dissolve any planning stresses. Day-of coordinators alleviate you having to assign a member of the wedding party or a family member to manage day-of tasks such as:
- Card/Gift Collection
- Transferring décor from ceremony to reception
- Prompting timing for speeches and key events throughout the evening
They are there so all guests can fully celebrate the day with you.
Wedding Planning Timeline
One Year Prior
Book the…
- Venue
- Marriage Commissioner
- Photographer
- DJ
- Send Save the Dates
Six Months Prior
Book the…
- Florist
- Décor
Three Months Prior
- Send Wedding Invites
One Month Prior
- Confirm wedding numbers with all vendors.
(Typically catering will require your exact number 3-5 days prior).
Planning Tools by Hotel Arts:
Looking for a contemporary, independent and local wedding venue in Calgary? Weddings by Hotel Arts offer flawless service in an inspiring atmosphere from our grand ballroom, to pool-side receptions, to an Estate buy-out in Kensington.
Contact Us to book your Hotel Arts Wedding.
