Preparing for Your Micro-Wedding
So, you are considering a micro-wedding, also called an intimate wedding or a small wedding. Where do you start and how do you make sure you are not missing something? The steps required to prepare a Micro-Wedding are similar to those for hosting a much larger wedding. However, because coordinating a micro-wedding involves fewer guests, the coordination can be easier and may require less expense as compared to a much larger wedding.
When planning a destination, micro-wedding, you might be able to collectively accomplish many of the items by choosing a hotel or an Airbnb that allows most of the activities, planning, and coordination to occur at one location and with one vendor (wedding packages). This will simplify the planning process. At Garden Gate Estate, we are an Airbnb AND Micro-wedding venue so many of these items will be included in one of our many packages.
Below is an estimate of timelines and planning items most frequently needed to host a successful micro-wedding.
Six to Twelve Months Ahead
- Send engagement picture and announcement (often done on social media)
- Determine the vicinity where you want to get married (close to home, destination, etc.)
- Set a budget. This is critical as costs can easily get out-of-control as the wedding gets closer.
- Hire a wedding planner if you choose to use one.
- Set your date. If you are flexible with your dates, you may be able to start with touring venues in your chosen destination location as some venues may be booked on the date you are hoping to have.
- Choose your wedding party (maid of honor, best man, bridesmaids, groomsmen, ring bearer, flower girl, pets, etc.)
- Notify family, friends, wedding party, etc. of your date to make sure you are not eliminating someone important.
- Tour multiple venues in your destination location. If your dates are NOT FLEXIBLE, eliminate any venues that do not have availability on your desired date.
- Choose the venue that will best accommodate your needs including date, location, costs, added features, accommodations, etc.
- Choose your dress. Schedule an appointment at one or two dress shops. Try to be open-minded to different styles. Brides often end up with a style different from what they originally thought. Also consider alteration costs, timelines, etc. NOTE: Before you “say yes to the dress”, make sure that you feel beautiful in your dress. Make sure you KNOW this is the dress for you…if you don’t KNOW…then it’s probably a NO. Be patient and find something that is stunning on you.
- Choose the colors of your wedding (decorations, bridesmaids dresses, family dress colors, etc.)
- Choose suit and dress colors and styles for the wedding party (casual wear, suits, tuxedos, general color scheme for dresses, matching dresses, etc.) Remember mothers, grandmothers, etc.
- Book an officiant. If you do not have a desired officiant, ask the venue if they can recommend someone for you. Most venues have experience with local officiants.
- Work on your guest list. Be sure to consider both bride and groom’s guest list. If possible, include the bride and the groom’s parents in this process.
- Send “Save the Date” cards.
- Choose a caterer and menu. Some venues have a required caterer, others have a preferred vendor list, and some will allow you to choose an outside caterer. REMINDER: Besides the food for the reception, determine if you also want them to provide appetizers or hor’ dourves during cocktail hour. It is best to use the same caterer for cocktail hour and reception to minimize confusion and costs. NOTE: Many caterers will provide a test tasting to allow you to preview the food and sample his/her work.
- Order your dessert (cake or cakes, cupcake tower, candy bar, etc.) and desert vendor. Be sure they deliver.
- Determine your music preference: DJ, musician, band, or someone managing a playlist. NOTE: Most DJs, musicians, and bands, bring their own equipment, including a sound system and microphone to be used throughout the wedding. If you choose to have someone manage your playlist, make sure you, or the venue, have a sound-system that can be used to play your music.
- Begin choosing your music list and get that to the DJ, band, etc.
- Choose a florist or determine if you will have silk flowers. For florists, you will need to provide inspiration pictures and get pricing quotes from various florists. Make sure to include delivery.
- Register your gift preferences with a bridal registry.
- Interview photographers and videographers.
- Finalize your guest list.
- Order invitations and stationery.
- Arrange accommodations for out-of-town guests (hotel, Airbnb, etc.)
- Arrange for transportation to/from the venue for bridal party, family, etc.
- Make honeymoon plans. Be sure to consider flights, passport requirements, accommodations, etc.
Four Months Ahead
- Arrange dress fittings for yourself and your attendants.
- Groom to arrange for the rehearsal dinner.
- Address the invitations. Hire a calligrapher, if desired.
- Reconfirm the date with vendors: caterer, florist, DJ/musician, cake, photographer and videographer, venue for rehearsal dinner.
- Reserve rental equipment, if necessary (tents, tables, chairs, linens, decorations, dinnerware, sound-system, helpers for day-of activities, etc.)
- Choose a date and a venue for bridal/wedding shower, luncheon, party. etc. Send invitations as soon as the date is chosen. NOTE: This is a great time for the maid-of-honor, mothers, friends, and/or family members to plan this for you, if possible.
- Plan bachelorette party, luncheon, sleep-over, etc. (schedule it for 1-2 months before the wedding date)
- Groom to plan the bachelor party (schedule it for 1-2 months before the wedding date).
Two Months Ahead
- Mail the invitations.
- Order the groom’s wedding ring (if not already done).
- Discuss ceremony and vows with officiant.
- Make arrangements for decorations and accessories such as table decorations (silks), balloons, sparklers, hand-held fans, butterflies for release, guest book, customized mirrors for sign-in area, signs for seating and cell phones, etc.
- Choose gifts for bridal party (matching shirts, matching pajamas, etc.), gift for mothers and grandmothers, etc.
- Plan an activity for attendants and groomsmen for day before the wedding (ex. pedicures, spa day, golfing, luncheon, bourbon and cigar experience, etc.)
One Month Ahead
- Get your marriage license.
- Contact offices about name change: the social security office, license office, credit cards, etc.
- Get accessories for your bridal attire (shoes, hosiery, jewelry, etc). Bring them to your final dress fitting.
- Go to final dress fitting.
- Finalize accessories for bridal party (jewelry, hair clips, etc.)
- Plan your honeymoon wardrobe. Purchase lingerie if desired. Determine luggage needed.
- Have wedding portrait taken, if desired.
- Confirm accommodations and transportation for bridal party and out-of-town guests.
- Send thank you notes for any gifts so far.
Two Weeks Ahead
- Provide final guest count to caterer and baker (cake, cupcakes, etc.)
- Make a seating chart and place cards, if needed, for sit-down dinner.
- Wrap presents for bridal party, groomsmen, moms, dads, etc.
One Week Ahead
- Make sure our wedding gown fits and is pressed and ready. Be sure to check jewelry, accessories, shoes, etc.
- Confirm that all attendants’ dresses fit and are pressed and ready.
- Confirm possession of hair pieces, jewelry, etc. for attendants.
- Do a final confirmation of vendors: caterer, desserts, DJ/musician, officiant, florist, photographer, videographer, hair/makeup stylist, transportation, accommodations, extra activities (golf, spa, pedicures, etc.)
- Remind wedding party of activities on the day before the wedding and rehearsal time and rehearsal dinner plans.
If this list leaves you overwhelmed, take heart, many venues include a wedding planner in their wedding packages. At Garden Gate Estate, our wedding planner has over 10 years of experience in this industry, and she makes our bride’s vision become a reality. Our multiple packages combine many of the items listed here and make coordinating everything less expensive and much easier. Let Garden Gate Estate turn your micro-wedding day into a magical and enchanting weekend.