How to Stay Sane, Prioritize Like a Queen, and Build Your Dream Vendor Team
Let’s be real—planning a wedding is like launching a full-scale production (minus the Hollywood budget and with a lot more feelings involved). Whether you’re planning an intimate backyard celebration or a black-tie soirée, one thing’s for sure: having a clear plan, the right people, and a big-picture mindset will save your time, your budget, and your peace of mind.
As an event professional, I’ve seen the inside scoop of weddings from every angle. So I’m giving you my go-to guide to planning with clarity, prioritizing with purpose, and choosing vendors who get you because this day should feel like you, not like a Pinterest board explosion.
First Things First: What Actually Matters?
Before you dive into table linens and signature cocktails, take a breath. Ask yourself (and your partner): What are we really celebrating? What do we want our guests to remember? What do we want to remember?
When you answer those questions, you create a filter for every decision.
Is it a wild dance floor, heartfelt vows, or a stunning dinner party under the stars? Let those values guide your priorities—not tradition, not trends, and not pressure from well-meaning relatives.
Create Your Big-Picture Timeline
The average engagement is about 12–18 months, but there’s no one-size-fits-all. Some Hatch gals plan in six months, others take two years. Whatever your timeline, here’s what we recommend for keeping things manageable:
1. Secure the non-negotiables early—your venue, event planner, and must-have vendors like your photographer or caterer.
2. Break it into phases. Think: “booking season,” “design season,” and “final details season.” This helps you stay focused and avoid burnout.
3. Leave room for life. Weddings are important, but so is your job, friendships, and mental health. Give yourself white space on the calendar.
What to Look For in an Event Planner
Hiring an event planner is like choosing your co-director for this momentous production. And trust us—when things get busy (and they will), you’ll want someone who is equal parts logistics queen, creative thinker, and emotional support human.
Here’s what to look for:
1. Experience and alignment. Do they specialize in your type of event or aesthetic? Do their values and communication style match yours?
2. Transparency. Do they lay out their pricing, scope of work, and timeline expectations?
3. References and vibes. Read reviews. Ask questions. Trust your gut. This is someone you’ll be texting often, so make sure it feels good.
Choosing the Right Venue
The venue is more than a pretty backdrop—it sets the tone for your entire celebration. When touring spaces, think beyond style and ask:
1. What’s included? Some venues include tables, chairs, and even staffing. Others are a blank slate.
2. What are the rules? Are there noise ordinances, end times, or vendor restrictions?
3. How will it feel in your season? A summer barn wedding sounds dreamy…until you’re melting in 95-degree heat. Plan for comfort, not just aesthetics.
Bonus tip: Talk to your planner if you love a space but it’s a tight fit. There are creative solutions that can make a space work beautifully with the proper flow and design
Building Your Dream Vendor Team
Vendors are the people who make your vision come to life, so don’t just hire based on price or popularity. Find vendors who:
1. Listen well. The best ones ask questions about your vision and values, not just your budget.
2. Have a substantial body of work. Portfolios and testimonials tell you a lot, but so does how they show up on email and in person.
3. Play well with others. A good vendor team works like a band—when everyone’s in harmony, the energy on the day is magic.
Ask for referrals from your planner (we love to matchmake!), and don’t be afraid to ask vendors how they collaborate. You want people who love what they do and make your day.
Final Thoughts
Here’s your gentle reminder: You’re not just planning a wedding—you’re planning a memory. And while the decisions can feel overwhelming, you don’t have to do it alone.
As a wedding planner and event coordinator, I believe in creating experiences that reflect your joy, quirks, and story. Planning a wedding can be fun, meaningful, and even—dare we say—empowering, when you focus on the heart of it all.
So grab your notebook, pour a glass of wine or sparkling water, and take it step by step. You’ve got this—and I’m cheering you on the whole way.