How to prepare for your first call with a Wedding Planner

Getting engaged is an exciting milestone and if you’re ready to start planning your wedding, a bit of preparation before your first call with a wedding planner can make all the difference. Knowing your wishes, priorities and the type of setting you envision will help speed up the process and make finding your dream venue much easier.

Here are the key topics to discuss together as a couple before that first call:

1. Day venue versus multiday venue

f you’re flying over with family and friends to a destination like Ibiza, chances are your celebration will last more than one day. Think about how you want to structure your wedding experience.

• Separate venues work well if you’re planning a welcome night, the wedding day, and a relaxed beach or boat day afterward. Think of a restaurant, a beach club, a roof top for the welcome night or a single day villa.

• A multi-day venue (such as a private villa or boutique hotel or agroturismo) is ideal if you want to host multiple events like a welcome dinner, wedding day, and pool party. All in one place or at least celebrate two out of three at the venue.

Keep in mind that hotels and villas often require a full buyout for a minimum number of nights and that the building up and breaking down of the wedding furniture and equipment will take place at the venue you're staying. You’ll need to decide who will stay there with you, and whether accommodation costs will be fully or partially covered by you or your guests.

2. Define your budget

It’s not the most exciting topic, but it’s one of the most crucial. Even if your budget isn’t finalized, your planner will need an approximate range before suggesting venues.

Searching for venues around €20K is a completely different range than exploring options around €60K. Ibiza offers a wide range of possibilities, so the clearer you are about your budget, the better your planner can tailor recommendations that truly fit your vision. Please know that in case the budget won't be sufficient, we are there to tell you that too. Ibiza isn't a cheap island to get married, so we want you to manage your expectations on what's possible with the budget you'll have.

3. Make your guest list

Start by creating two guest lists together:

• A definite list of guests you can’t imagine celebrating without, such as your closest family and friends.

• A “maybe” list of additional guests you’d love to include if your budget allows. Think of the people you don't speak as frequently as the definite list, but you might want them to come as well as you care for them.

The number of guests is essential information for your planner, as venues vary greatly in capacity. An intimate wedding for 50 people will require a different venue than one for 150 guests. According to us, the spaces should always feel warm and fitting the number of guests. There's nothing more annoying than a dance floor that seems too empty because the space is simply too big for your crowd.

4. Decide on your priorities

Once you’ve set a budget, list your priorities to decide where you’d like to allocate it more or less.

• Are aesthetics important to you? Then you might want to invest more in flowers and décor.

• Is live music your focus? Let’s start looking at amazing roaming bands or local musicians with sound and light equipment.

• Would you prefer a long multi-course dinner, or to start the party earlier with a simpler menu? Food & drinks take a big chunk out of your budget and are worth it, but give what you want to be served on the day(s) some extra thought.

Everything may seem equally important, but establishing priorities helps set the tone and ensures your budget reflects what truly matters most to you and what you want you and your guests to remember from the wedding.

5. Which costs are covered for your guests

Consider what costs you’ll cover for your guests and what will be their responsibility.

• Will you pay for accommodation, or will guests cover their own stay?

• Do you want everyone in the same hotel? We might be able to negotiated a good group rate for you.

Most couples choose to cover food and drinks for the wedding day and welcome night, while accommodation and flights are typically paid by guests. If you're budget allows, covering for the accommodation for 2 or 3 nights is always very much appreciated by your guests, but it's not mandatory.

We do recommend to include transportation on the wedding day in your budget, from and to the recommended hotel(s), to ensure everyone arrives on time and returns safely (especially after drinking) without long taxi waits.

How do we manage your budget?

Once we’ve found your ideal venue, that becomes the starting point for your budget overview.

We’ll look into:

• Whether the venue provides furniture or requires rentals and if you like what's available at the venue.

• What technical equipment (lighting, sound) is available

• Whether on-site catering is available at the venue or if external catering is needed.

From there, we’ll prepare a detailed cost overview and guide you on where to invest or save money. Always with your vision and budget in mind. Our goal is to create the wedding of your dreams, beautifully and realistically.

Are you ready to schedule an introduction call with us? Please fill out our contact form. We look forward to bring your love story to life.

With love,

The About Summer team