You’ve probably heard that your wedding day is bound to be stressful. We’re here to tell you that’s not true! With a little preparation, your day will go smoothly, and you’ll be able to relax and enjoy it. Get ready with our 10 tips for a stress-free wedding day!
1. Hire a Wedding Planner or Coordinator
A wedding planner’s job is to plan and execute all of the details of your special day. Hiring a reputable planner will relieve you of the responsibility of dealing with small details that come up. If you decide to handle planning on your own, consider a day-of coordinator. A wedding coordinator for the day of the ceremony will deal with urgent issues, so you don’t have to be interrupted.
2. Thoroughly Research Vendors
When choosing your caterer, florist, DJ, band, photographer, and other vendors, do your due diligence. It is well worth your time to check reviews and references. Researching your vendors beforehand will prevent unexpected problems on your wedding day.
3. Make a List for Wedding Day Preparations
What do you absolutely have to do on the day of your wedding? Hair? Makeup? Photos? Make yourself a checklist so you don’t forget anything.
4. Plan Enough Time for Getting Ready
You may have the notion to plan a mani/pedi or massage in the morning, but overscheduling yourself will lead to stress. Limit your morning activities to things you have to do — hair and makeup, getting dressed, pre-wedding photos, and other things that must be done before the ceremony.
Once you’ve decided how much time you need to get ready, add 30 minutes. This time acts as a buffer for smudged mascara or just taking a more relaxed pace.
5. Have a Backup Plan for Bad Weather
If your wedding ceremony or reception is planned for outside, consider the possibility of an issue with the weather. Rain, wind, or heat can all put a damper on your day. Preplanning with tents, canopies, and fans will keep you from scrambling for solutions at the last minute.
6. Hand Off Your Phone
This may be tough, but give your phone to your maid of honor. This is your wedding day. Be present for every minute. Allow someone else to handle last-minute texts with problems. Ask your phone minder to capture as many photos as they can throughout the reception.
7. Make Yourself a Timeline for the Day
Work with your photographer to create a timeline with the best light of the day. Know when the sun sets for those golden hour photos, and plan photo times backward from there. Once you’ve finalized a timeline, give it to those who will be in the planned photos. Then nobody has to worry about finding a “lost” bridesmaid or groomsman.
8. Assign Special Jobs
Your bridal party is there to help you. Ask a bridesmaid to be in charge of the gift table and a groomsman to be available to carry the gifts to cars at the end of the night. Appoint someone to be the photographer wrangler to ensure they get pictures of everyone you’ve asked for. Make someone a keepsake collector, gathering extra clean programs, napkins, favors, and other remembrances of the day.
9. Something WILL Go Wrong
Nobody’s perfect. Something will not go according to plan, but that’s okay. You’ve planned things to the best of your ability, and life happens. When a glitch in the plan happens, hand it off to the wedding coordinator to handle it!
10. Enjoy Every Moment of Your Day
Your wedding day will go by quickly. Take a deep breath — delegate responsibilities. Be present in the moment. And truly enjoy your wedding day.
How to Create a Vendor List from Scratch
To start building your vendor list, begin with a list of wedding vendors that are most essential to your vision. At Oaks Manor, couples often bring in their own:
- Caterers and bartenders
- Florists and decorators
- Musicians or DJs
- Photographers and videographers
- Officiants
- Hair and makeup teams
- Rental companies for furniture, tents, or décor
You can use a vendor list template, a spreadsheet, a wedding planning app, or even a shared Google Document to track key details. Be sure to include names, contact info, arrival/setup times, and payment deadlines. Your event vendor list doesn’t need to be fancy; it just needs to be clear, accessible, and shared with the people who need it.
Choosing the Right Vendors for an Estate Wedding
Since Oaks Manor is only a host location, we don’t lock you into a preferred vendor list. That means you’re free to work with the professionals you love most and build a day that reflects your style, priorities, and budget.
Still, the best vendors are those who understand you, your style, your pace, and your goals. Set up calls, read reviews, and don’t be afraid to ask, “Have you worked at an event venue like this before?” The right team will be just as excited as you are to bring your ideas to life.
Best Practices for a Vendor List
As you finalize your list of vendors for an event, consider the following tips.
- Keep everything in one place. Whether it’s digital or on paper, your vendor list should include full names, phone numbers, email addresses, contracts, and notes regarding responsibilities.
- Share your timeline. Your vendors should know when they can arrive, when they need to be finished, and where they will be setting up. Oaks Manor’s flexibility makes this easy; we offer extended access for setup and breakdown.
- Confirm details in writing. A well-organized vendor contact list is your insurance against miscommunication.
- Stay in touch. A quick check-in with each vendor a week before your wedding helps avoid last-minute surprises.
Maintaining clear communication and records of conversations will help you keep track of your plans and ensure everything is clear for you and your vendors.
FAQ’s
Seeking more information on creating a vendor list? See the frequently asked questions below or contact our team, and we will be happy to help!
Why is a vendor list important?
A vendor list helps you stay organized, ensures vendors know where and when to appear, and provides everyone with a clear point of contact.
When you’re managing an event as unique as a wedding at a private estate, that level of coordination can make all the difference.
What is a Vendor List?
A document that keeps track of all the professionals and services involved in your event. Including how to contact them, dates, prices, arrival and departure times, legal information, important details or conversations, and any other relevant information you need to keep track of for your event.
How to Create a Vendor List?
This is your all-in-one organizer. Your vendor list should include each vendor’s business name, contact person, phone number & email, arrival/setup times, contract status, remaining balance due, important conversations, legal agreements, and any other relevant details you want to remember. Keep it somewhere accessible, such as a shared Google Sheet, a wedding planning app, or a printed folder that you bring to the venue.
Plan Your Event at Oaks Manor
At Oaks Manor, we offer space for up to 180 guests, provide outdoor ceremonies, and feature a brand-new carriage house that is perfect for cocktail hour. Please get in touch with our team, and we will arrange a time for you to take a tour.
