Surprisingly Unknown: A Classification List of What the Venue Will Handle and What You Need to Manage During Wedding Preparations＊

2017.03.06 published

How to Proceed with Wedding Preparations?

Preparing for a wedding typically takes six months to over a year. For some brides-to-be who have just gotten engaged, you might not even have started meeting with the venue yet.

Many brides will tell you that "planning a wedding is tough," but what exactly makes it difficult? What specifics do you need to do? How should you go about it? Who should you ask?? There are so many unknowns that it can feel overwhelming.

Is It Okay to Leave Everything to the Venue?*

Wedding preparations are generally based on discussions with the venue. Meetings typically start around three months before the wedding, with an average of about three meetings.

Some may be surprised to learn that the meetings start so late and are so few in number!

But don’t worry! If you leave it to the venue, your wedding will be successfully executed! Even with fewer meetings, they will cover the necessary details and help create a schedule to progress smoothly.

The staff at the venue are professionals who have produced hundreds of weddings, so they know all there is to know about weddings better than anyone else!♡

What Do I Need to Do Myself??

However, it's important to note that there are things that "the venue will handle" and things that "you need to manage yourself."

Depending on the venue, event planners may not be able to propose and handle everything from A to Z.

Planners are not magicians who anticipate every detail; they are there to support the wishes of the bride.*

If you want a wedding that reflects your unique preferences, you will need to do your own information gathering and preparation.

So what items can you delegate to the venue, and what do you need to think about yourself? This time, we will explain the "Things the Venue Will Handle List" and the "Things You Need to Handle Yourself List."*

Things the Venue Will Handle＊① Ceremony and Reception Progression and Performances

The flow and performances, which are the backbone of the ceremony and reception, will be discussed with the planner, usually in the second meeting after invitations are confirmed.

The planner will typically create a tentative schedule and incorporate the couple's wishes through discussion.*

Most venues have a general flow for the ceremony. If you're considering specific performances, like having a ring bearer or a dozen roses ceremony, you will need to bring them up yourself.

For a civil ceremony, you have relatively more freedom for performances compared to Christian or Shinto ceremonies, so it's best to build your ideas in advance!♡

After the ceremony and leading into the reception, the planner will introduce standard progressions and performances for discussion regarding whether you'll include them or not. Standard performances usually include cake cutting, entertainment, and the bride's letter.*

If you're interested in newer trends like fruit liquor production or recreating a proposal, you need to bring these ideas to the discussion, as venues do not typically have a comprehensive list of all performances available to examine afterward to avoid disappointment later.*

Things the Venue Will Handle＊② Dress

The venue will inquire about your wedding dress early in the process! ♩ Many dress shops only allow fittings to be booked around six months prior to the ceremony, so there’s no need to rush. The planner will inform you at an appropriate time based on the partnered shop's availability.♡

However, if you wish to bring your own dress instead of using a partnered shop, you need to start visiting shops yourself well in advance. Custom dresses can take three months or more to arrive, making early searches advisable.♡

While there will be guidance on accessories and bridal shoes from partnered shops, if you plan to bring them yourself, you must purchase them independently.*

If you're concerned, it’s a good idea to ask the planner about what you need in terms of other essentials (don’t forget about the groom's accessories either!).

Things the Venue Will Handle＊③ Hair and Makeup

There will be a hair and makeup rehearsal about a month before the ceremony, where you'll meet your assigned stylist for discussions and practice.*

Be sure to collect a few photos of your ideal bridal hairstyle before the makeup rehearsal! ♡

Things the Venue Will Handle＊④ Invitations, Seating Charts, and Place Cards

When it comes to paper items that are essential for the wedding, the planner will discuss what to do about invitations, seating charts, and place cards.

If you ask the venue to handle creating the invitations, they'll also assist with drafting lists and wording, so you can generally leave it all to the planner.*

If you're ordering or DIYing them yourself, you'll need to handle scheduling and crafting the wording on your own. Be sure to share the finalized guest list with the planner only when those details are set! ◎

Things the Venue Will Handle＊⑤ Venue Decorations

About a month before the wedding, you will discuss the venue decorations. You will talk about colors and vibes for the head table, guest tables, bouquets, and boutonnieres.

The venue florist will show you examples, so as long as you know your vision and budget, you’ll be fine!♡ If you have specific flowers you MUST include or avoid, do your research on those flower names beforehand!*

Things the Venue Will Handle＊⑥ Cuisine

There will be a meeting about the cuisine approximately a month before the big day. There, you will discuss the menu, drinks, and wedding cake designs! ♡

If you have specific designs in mind for the wedding cake, start gathering images or illustrations before the cuisine meeting!

Things the Venue Will Handle＊⑦ Photos and Video

The photographers who capture your wedding day photos are usually from the venue itself.* There will be several packages regarding the number of photos and how many cameras will be used, allowing you to choose what you like. ♩

If you wish to request a specific photographer, you'll need to find a venue that allows external photographers before signing a contract, so think about how you want to approach this before finalizing your venue.

The videos shown at the wedding, like the opening video, profile video, and ending video, are standard items. The planner will ask if you want to include them, so it’s not something you’ll likely forget about.*

While most can be ordered through the venue, if you’re bringing them, you should start selecting vendors around two months in advance! Some vendors are able to deliver just a week later! ♩

Things the Venue Will Handle＊⑧ Music

You will also be assigned to choose around 20-30 songs for the BGM as a task from the planner.* Note that some songs require permissions to play due to copyright issues, so if you have specific songs in mind, make sure to be cautious! Acquiring permissions from the “ISUM Music Database” can take 2-3 months, so it’s best to check early.

Things the Venue Will Handle＊⑨ Favors

The venue will provide guidance on wedding favors as well. If you select from the venue's catalog, you can leave all arrangements to them, which is convenient!*

If you plan to bring your own, make sure to confirm the deadline and shipping instructions to the planner.

Be mindful, as some venues provide guidance regarding mini gifts while others do not, so brides thinking of giving them during the send-off should not forget to check!♡

Things the Venue Will Handle＊⑩ Gifts for Parents

It’s common for the couple to give their parents a bouquet and a present at the end of the reception, and if it’s included in the schedule, the planner will discuss how to do this. Many venues also provide catalogs for this. ◎

We have outlined what items the venue will manage.* If you can decide on these aspects, you will successfully carry out the wedding! ♡

Now, let’s discuss the items that particular brides may want to prepare themselves. *

Things You Need to Handle Yourself＊① Pre-Shoot

Whether to do a pre-shoot is up to the couple. The venue rarely prompts this question.*

Therefore, if the bride wishes to use pre-shoot photographs for paper items or videos, they need to gather information and shoot early.

@love.181121

Things You Need to Handle Yourself＊② Searching for Non-Traditional Performances

While the planner will handle standard progressions, unique or trendy performances must be brought up by you.*

Planners prioritize the success of a happy wedding and do not typically offer unconventional or first-time performances to avoid risks.

If you want to incorporate distinctive performances and have a personalized wedding, you need to proactively seek out information rather than staying passive.♡

@mark_dona_

Things You Need to Handle Yourself＊③ Other Paper Items Beyond Invitations, Seating Charts, and Place Cards

You’ll also need to prepare non-essential but desired paper items for the wedding yourself, such as wedding trees, escort cards, table numbers, profile books, and thank-you tags.*

Typically, you shouldn’t expect the venue to follow up on items that won't significantly impact the flow.

Things You Need to Handle Yourself＊④ Non-Flower Decorations for the Venue

Arrangements for welcome spaces and photo booths are standard among brides and are not typically proposed by planners. They might simply ask if you’re bringing items, but the design and the layout are up to the couple.

If you desire decor for hallways and staircases, be sure to consult proactively! *

@alice1123_wedding

However, if you'd like to decorate spaces like welcome areas or photo booths with flowers, the florist will assist you! ♡ If you're not confident in design, consulting with the florist is highly recommended! ◎

Things You Need to Handle Yourself＊⑤ Transportation and Gifts

Be sure to prepare cash for transportation for guests coming from afar and gifts for friends who handle the reception or entertainment yourself. The venue will not remind you if you’ve arranged them, so do not forget!

@ich.liebe.dich_wd

Things You Need to Handle Yourself＊⑥ Preparing Other Wedding Items

Other wedding items like photo props, love objects for shoots, and restroom amenities must also be arranged by yourself if you wish to include them.

@ka1019wedding

Keep Organized to Avoid Stress

We’ve introduced what the venue will handle and what you need to manage yourself in wedding planning. You can have a beautiful wedding by leaving it to your planner, so take it easy and don’t rush!*

However, if you have specific performances or items in mind, you will need to take the initiative to prepare them yourself. ♡

Keep track of what you need to do, and enjoy planning your wedding joyfully and systematically! ♩