Fortunately, states are beginning to open up wedding and reception venues with restrictions. Have you begun preparing for your wedding? Do you need some help? Oaks Manor takes a look at what wedding planners do and if one is right for you.
What Is a Wedding Planner?
A Wedding Planner is all about executing your vision for your wedding. They are more than just an organizer. They are going to take on all the logistics to make your wedding experience as smooth as possible.
Services will vary depending upon the individual planner, but most begin with a meeting to discuss budget, events (rehearsal dinner, etc.), style choices of the couple, and where you are now in the planning process. From there, you’ll choose the services you wish to receive.
Most full-service Wedding Planners offer their services in packages. These range from assistance with every detail surrounding the wedding to minimal assistance in the process. You may be able to choose what services you want from an à la carte menu.
Wedding Planner services generally include scheduling vendor meetings and negotiating contracts; helping to determine your budget; creating detailed timelines; touring venues and attending tastings with you; coordinating blocks of hotel rooms and transportation; managing the rehearsal and rehearsal dinner; supervising and managing the details on your wedding day; and more.
Brides who prefer to do their own planning may decide to hire a day-of coordinator instead of a full-service Wedding Planner to help manage the actual wedding day. They will become familiar with your plans and vendors and be ready to handle any last-minute details that come up. This allows the bride and groom to avoid interruptions for little things during the wedding and reception.
So, Do You Need a Wedding Planner?
Wedding Planners aren’t for everyone. If you’re anxious just thinking about all of the details surrounding your upcoming nuptials, call a planner. They offer a variety of services to take the burden off of you. You’ll still have the final say in all the decisions, but a Wedding Planner will organize everything and make things flow seamlessly.
If, however, you tend to micromanage and prefer to be hands-on for all of the details for your wedding and the events surrounding it, you’re better off doing it on your own. It will simply be another stressor if you feel like the planner is stepping on your toes.
Whether you choose to hire a Wedding Planner or do your own planning, Oaks Manor is here for you. At Oaks Manor, our Events Team is available to assist in making your special day one you’ll always remember. Just call 585-468-6257 to find out more! We have open dates for your wedding events!
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.
