BTS: Inside the Wedding Budget
They say for every action, there’s an equal and opposite reaction, but in wedding planning, that’s rarely the case. Behind every simple task lies a web of emails, coordination, logistics, and time that no one really sees.
We get it - budget and logistics talk isn’t always glamorous, but when it comes to planning an event as layered and meaningful as a wedding, transparency matters. So, we’re pulling back the curtain on what goes into the numbers and not just to justify a price tag, but to give insight into the intention and value behind it. From the countless hours of vendor communication, to managing evolving timelines, and balancing every detail in between, we’re unpacking everything behind the budget, so that you can feel confident and fully understand your investment.
Defining Full-service Planning
When we say that you get a fully curated weekend celebration designed with seamless logistics and a warm, welcoming experience for both you and your guests - we mean it. Our goal is for you to get to enjoy your destination celebration knowing that every aspect is perfectly coordinated.
Working with a full-service wedding planner allows you to savor the most valuable (and often unseen) aspects of planning which are the invisible luxuries of time saved, stress avoided, and true peace of mind.
When you work with a full-service planner like us, you can have peace of mind knowing we’re always thinking ahead and keeping the big picture of your wedding weekend in focus. Whether it’s arranging for a professional to steam your attire, coordinating lunch and dinner reservations on days you’re in town but not hosting events, or packing and shipping any personal items you bring along, we’ve got every detail covered.
When it comes to event logistics, we proactively monitor the weather and vendor schedules to stay prepared for any unexpected changes. On the ground, we ensure everything runs smoothly and on time and quickly address any delays to keep things on track. If the weather poses a challenge, we activate backup plans designed to guarantee flawless execution and ensure guest comfort every step of the way.
With full-service, we truly are thinking fully of you, your guests and the whole vendor team to ensure a smooth, stress-free and enjoyable experience from beginning to end.
The Pricing Structure
In our last blog series, The Bridal Blueprint: A Vision Breakdown from Vision to Vows, we guided you through the overall wedding planning journey. Now, it’s time to dive deeper and explore the intricate details behind every phase and task. So, let’s have an honest conversation about budget (because no one else is).
Budget conversations can be delicate and every planner approaches pricing differently, but at the core of every decision, design, and detail is one key factor: the budget. We use a percentage-based model rather than a flat fee for our full-service planning because as your vision evolves, so does the scope of the work.
Percentage-based pricing means we charge a percentage of your total spend on the vendors and details we coordinate, rather than a flat or hourly rate. This approach lets you start as big or small as you’re comfortable with, while giving you the flexibility to add details over time without feeling overwhelmed or pressed for time. With our involvement in every aspect of your weekend, we ensure a seamless, consistent, and complete guest experience.
With percentage pricing comes the same amount of transparency. Our clients know at all times where we are landing within their budget and which elements we think will have the most impact and are worth the investment. Percentage pricing allows both you and us, as your planners, to easily adjust the scope of work needed to bring your vision to life.
A typical investment for a wedding weekend of multiple events starts around $3,000-$4,000 per guest, but what does that really include? Let’s break it down.
Just a quick sample of one weddings’ budget and where they found value and wanted to put their investments.
The Value Behind the Numbers
When you look at the numbers behind a wedding, it’s easy to focus on the big ticket items, such as the venue, the flowers, the food. However, the amazing outcomes wouldn’t be possible without the countless emails, calls, revisions, confirmations, and quiet problem-solving that ensure everything goes smoothly. For every decision made and moment created, there are dozens of touchpoints and hours of coordination happening in the background. Here’s a closer look at just how much goes into making it all feel effortless:
5 initial meetings to understand your vision, priorities, values, budget
Average of 700 of emails/calls to vendors, venues, etc.
Average of 120 hours spent on coordination, building design decks, sourcing items, managing budgets, pairing vendors, etc.
3 times attending venue walkthroughs and site visits - confirming placement, flow, etc.
Average of 80 hours confirming logistics, tracking deadline, etc.
Average of 3 days to set up wedding weekends prior to the event
Average of 15 hour days throughout your wedding weekend.
While we have detailed initial conversations with our clients to select design elements, special songs, and photography shot lists, we also compile that information, share it with vendors, review it with each one, and follow up on any questions. For every client meeting or discussion, there are two or three additional behind-the-scenes conversations to ensure everyone is fully aligned and informed.
As the vision grows and the events become more production-based, these conversations and details continue to expand. Simple lighting changes that evolve into full production timing for the band require careful planning and logistics. Notifying 50 guests about a welcome party venue change due to weather is much easier than ensuring 250 guests arrive at the correct location after an unexpected adjustment. Our pricing structure allows us to build the right-sized team based on your event’s scale, so you and your guests can enjoy every moment without any unexpected mishaps.
With our pricing structure, we are able to make these adjustments without a second thought. We can add staffing without thinking or getting approval to separately charge for the team members. We’re able to hold thorough meetings and conversations to ensure every plan is logistically sound. Most importantly, we can pivot seamlessly so you can relax and fully enjoy the day with your guests.
Conclusion
Whether you’re hosting a wedding weekend or an intimate gathering, we understand the importance of each and every one of these moments. We're not just wedding planners; we're storytellers, weaving your dreams into a celebration that's authentically you. With us by your side, you can immerse yourself fully in the magic of your day, knowing that every detail is expertly taken care of.
Planning a 2026 event? Get started today.
