When you book an all-inclusive wedding venue, most of the big tasks are taken care of, letting you focus on those final details that make the day uniquely yours. That said, that doesn’t mean there isn’t still work to do in order to prepare all the details for your wedding day.
The main difference in the planning process between a couple with an all-inclusive venue versus one without, is that most all-inclusive venues (including The Estate at New Albany!) come with Wedding Coordinator team members to help guide couples through the steps of the planning process that involve any and all wedding venue details. Your Wedding Coordinator will help with the details that are included in your selected venue package, such as menu selections, bar details, general timelines, and venue decor.
To help our couples distinguish what’s then left with their wedding planning, we’ve created a checklist to ensure you’re keeping tabs on everything for your wedding not included with your wedding venue.
Read through our list below to learn what you’ve taken care of so far in your wedding planning, and what you might be missing!
Confirm What’s Covered with Your Venue Package
First and foremost, in your wedding planning process, if you have booked with an all-inclusive wedding venue, make sure that you review your contract thoroughly before and after you book to make sure you understand exactly what is covered in your venue package. Review everything in your package, like catering, floral arrangements, decor, and coordination.
Knowing what’s included will help you spot any services you still need to hire (like photographers or entertainment) to round out your day. From here, you can make a list of the vendors you still need to source and can create a timeline for yourself of when you want to have these additional planning tasks taken care of.
Photo by Ohio Comfort Photography
Choose Your Wedding Style and Theme
Very early on in your planning process, you should start to establish your desired color scheme, overall aesthetic, and decor style for your wedding. Once you have a direction for your style, it will help you establish your decisions with your venue, florist, and even how you will design your invitations and wedding website.
Select Remaining Vendors
Once you have your list of the remaining vendors you need to contract for your wedding day, begin doing research of the vendors in your area, and within your price range. Read reviews, search through their social media accounts, and ask as many questions as you can. It’s also helpful to ask close friends in your area what vendors they used for their wedding, and which ones they would recommend to you. If this part of the planning is still feeling overwhelming, you can always ask your wedding venue whether they have a preferred list of outside vendors they love working with.
For all-inclusive wedding venues, a list of vendors you will still need to contract for a fully rounded will typically include:
- Photographer
- Videographer
- Band/live music for ceremony
- Late night bites/specialty desserts
- Hair and makeup teams
Photo by Shot By Court
Finalize Your Guest List and Plan Out Invitations
If your venue is already booked, you should already be in a good spot to know the rough estimate of how many guests you will be inviting to your wedding. An accurate guest count is essential for seating, catering, and more. Once your list is set, work on designing and coming up with a plan of when to send out your wedding invitations—ideally around 8-12 weeks before the wedding. Invitations can also help you communicate key details, like dress code or travel arrangements.
Create Your Wedding Website
Early on in your wedding planning, you should also focus on creating a wedding website that your guests and family members can go to address questions about the wedding and access essential information about the wedding. We recommend including your venue’s location, schedule, accommodations, registry links, and other helpful details to ensure guests know what to expect. Once these basics are up on the website, you can then add things like engagement pictures or fun things to do around the city while they are in town. Sites like The Knot or Zola are great for making your wedding website for free.
Plan Your Attire and Accessories
While your venue covers much of the day’s details, attire is still up to you. Take time at least 8-10 months out from your wedding to start shopping for your wedding dress or suit that you will be wearing on your wedding day. Shopping further out from the wedding allows you to have plenty of time to make multiple appointments, allow time for shipping or ordering, as well as leaving room for fitting appointments. Make sure you are also communicating around this time with your wedding parties and family members about what your desired attire is for them for the wedding so they can also be shopping.
Photo by Olivia Doerfler
Customize the Ceremony and Vows
As a couple, take time to talk about what you desire from your wedding ceremony and what your vision is for the flow and structure of it. Make sure to discuss this ceremony structure with your officiant. You may want to add personal vows or symbolic moments, like a unity candle or sand ceremony, to create a unique, meaningful addition to the ceremony. Additionally, if you have not selected a wedding officiant yet, make sure to work this out at least 6-7 months before the wedding. If there is not someone in your family or a pastor you are planning to ask to officiate, Columbus has great officiants for hire like Run to An Elopement and Together Forever Officiant.
Finalize Any DIY Additions
If you’re bringing in personalized elements, like custom signage, welcome bags, or decor, confirm with your venue what you are able to use from their inventory, or what you need to supply yourself. Venues typically have setup and design guidelines, so align your items with their requirements.
Communicate the Day-of Timeline
During your planning meetings with your venue, you will most likely finalize a timeline for your wedding day that fits your contract guidelines as well as what you desire for the day. While their team will often handle the day’s flow, ensuring all vendors, bridal party members, and family know the timeline keeps everything smooth, it’s still helpful to make everyone aware of the general timeline of the day in advance to the wedding day.
Additionally, most couples will have a structured timeline for the morning before they even arrive at the wedding venue, accounting for getting ready time, ensuring everyone eats, and taking extra time for photos. Make sure to communicate this timeline with everyone at least a week in advance before the wedding.
Consider Pre and Post-Wedding Events
If you’re hosting a Rehearsal Dinner, after-party, or post wedding brunch, coordinate with the venue or look into local spots.
Photo by Malorie Gwyn Photography
Putting All the Pieces Together
Planning a wedding is a significant task, but with an all-inclusive venue like The Estate at New Albany you’re already steps ahead on many of the larger tasks. By taking care of the essential venue-related details early on and keeping a clear list of what’s left to plan, you’ll be able to focus on what really matters: celebrating you and your partner!
Whether it’s adding those final personalized touches, choosing your remaining vendors, or planning post-wedding events, remember that each decision brings you closer to a day that reflects you and your love as a couple. Embrace the process, stay organized, and enjoy the anticipation leading up to a truly unforgettable celebration!
If you are still in the venue touring portion of your planning, we encourage you to Book a Tour with The Estate at New Albany today to learn more about our packages!
