How Do We Start Planning a Wedding?

Introducing The Big 5: ARC’s Foundational Framework for Seamless Wedding Planning

At ARC Events, we’ve learned that a beautiful, stress-free wedding isn’t just about flowers and great lighting, it’s about a firm foundation. That’s why we use a structured yet flexible approach we call The Big 5. It’s designed to help couples clarify their priorities, avoid costly pitfalls, and create a day that feels utterly personal and deeply intentional.

Whether you're newly engaged or finally ready to dive into the details, here’s how to begin the planning journey—properly.

1. How? – Defining the Reason Behind the Celebration

For weddings, this means understanding the essence of the day:

• Religious or civil ceremony?
  This can determine everything from the venue to the officiant to the timing.

• Is there a cultural or family tradition that needs to be honoured?

• What tone do you want to strike—formal and grand or intimate and relaxed?

Clarity on why you’re gathering makes decision-making much simpler down the line.

2. Where? – Choosing the Right Venue

The venue decision will shape every other element of your wedding: the guest count, overall styling, format, and budget.

Start by discussing:

• What type of location do you envision—manor house, city hotel, private estate, marquee on family land?

• Does the ceremony and reception site need to be in the same location? (We recommend no more than 30 minutes apart for guest comfort.)

• How do your preferences align with practical requirements?

Venue Checklist:

• Exclusive use? (Expect a significant, non-refundable deposit)

• Accessibility (especially for guests traveling from London or overseas)

• Hire charges—do they fit your budget or demand additional spend on styling?

• Marquee required? (Be aware of "dry hire" costs: power, toilets, catering tents, heating, etc.)

• In-house or accredited suppliers only?

• Restrictions on catering, alcohol, music, or curfews?

• Is furniture included?

• Accommodation on-site or nearby?

• Child-friendly?

• Parking, candles, and logistical flow?

Your venue is the engine that powers the event—choose wisely.

3. When? – Setting the Date

Timing is everything. Availability of your dream venue may dictate your date, but you also need to consider:

• Have you consulted with VIP guests—close family, best friends, or key decision-makers?

• Are you avoiding major public events, elections, or school holidays?

• Planning to send Save the Dates? Do so at least 6 months out, especially if guests are traveling.

• Formal invitations typically go out 10–12 weeks before the day.

If you want your day to run smoothly, get ahead of the calendar early.

4. Who? – Building Your Guest List

Your guest list isn’t just about who you want there—it’s about what your venue, budget, and format can support.

Ask yourself:

• Do we want to invite everyone to both ceremony and reception, or separate day/evening guests?

• Are children invited? If not, communicate early so parents can plan.

• Are babes-in-arms included as exceptions?

• Can you realistically expect an 85–90% attendance rate?

This is often the most emotional part of planning. Be strategic and clear from the start.

5. Budget – Being Realistic from the Start

Let’s be candid: Whatever you think it will cost—it’s likely to cost more. But with careful planning, it doesn’t need to be overwhelming.

Key steps:

• Determine who is contributing and how much

• Identify what matters most (must-haves vs. nice-to-haves)

• Build in at least 10% contingency

• Be clear on whether costs include VAT (especially venues and caterers)

• Don’t forget hidden or often-overlooked costs like:

  • Bridal attire and accessories

  • Transport for bridal party or key guests

  • Postage for invites

  • Gifts for bridal party or parents

  • Insurance and legal fees

Budget management is a major part of our job at ARC. Our role is to help you dream big—but also deliver a day that’s achievable and aligned with your means.

Starting your wedding planning journey doesn’t have to feel daunting. By beginning with The Big 5, you’ll quickly gain clarity, confidence, and momentum. And if you’d like an expert on your side to navigate the process with professionalism, creativity, and calm—ARC Events would be delighted to guide you.