Planning your dream wedding involves countless details, especially when selecting a venue. Today on Wedding Secrets Unveiled!, we have Sarah Caravana and Cole Grant from The Wedding Planners to make sure you don’t miss any crucial aspects! Whether you’re envisioning a tent wedding or an all-inclusive venue, your choices will influence everything from the overall aesthetic to specific details such as having space for a live band. The earlier you tune into this episode in your planning journey, the better! Save yourself some stress and listen to today’s episode!
Meet Sarah and Cole.
S: I’m Sarah.
C: And I’m Cole. We are two years into our planning business, The Wedding Planners. Before the business, we worked for venues so we have a different take on wedding planning. We always joke and say that we didn’t choose weddings – weddings chose us. I never thought that I’d be doing this when I thought about my career path, but it’s really awesome. I think this path suits us and was meant to be because it found us. It’s even how we met – I was coming into a position and Sarah was leaving. We met for a week for training and that was it.
S: Yeah, I stepped out of the wedding business for awhile.
C: It just sparked this really beautiful relationship.
S: We became really close and loved the industry, loved doing weddings together… and we really decided to expand and grow with the couples outside of working for a venue.
I love that! Where are you all located?
Mostly in Rhode Island. We do work in Massachusetts, as well, but mostly Rhode Island.
Awesome. And how did we all get connected?
Big shout out to one of our couples, Jill and Easton. She’s an avid listener, and she also wanted you as her photographer for her wedding.
Hello Jill! Yay. I’m so excited that you’re here. I know there’s so many topics that we could talk about with you ladies. But, I think that’s really important is to talk about what people don’t think about when they start planning their weddings.
Oh, 100% – especially when picking and booking your venue, even if it’s a backyard wedding. The venue is your number one vendor. You can’t do anything else until you book your venue. You don’t have a date, you can’t hire anyone else. The venue really sets the stage for your wedding – not only does it set the mood and vibe so it needs to match you as a couple. But, it also sets the tone for your budget.
A great example that I like to use is a couple we have who are getting married at Fort Adams, a gorgeous space.
Fort Adams is in Newport, Rhode Island. If you’re not local, google it – it’s such a unique property and is run by the state. It’s very different and you’re not just walking into a building.
It’s a historical fort, which is so cool. I can’t wait to work there. But, it’s all outdoors and there’s some unique factors to consider. For instance, the couple is getting married on the lawn by the water. Their cocktail hour and reception are in another space. It’s all outdoors, which means you need a lot of rental things. So, the property itself is renting for $8,500 I think. That’s a big chunk of money already. Then you have to bring in the dance floor, the tables, the chairs, the linens and other upgrades you’re doing depending on your guest count. So right there, that’s almost $30k. The bare bones of that wedding – not accounting for anything else – is $30K. That’s a big chunk of your budget gone. Then you have to think about bringing in the food with the caterer and how to account for that.
Again, everything is outdoors. So that’s a lot of walking for your guests – the parking lot to the ceremony to the cocktail hour to reception to the bathroom, and so on. Plus, the weather in Rhode Island can be unpredictable, so you never know. This couple was able to do a tent share, which isn’t something all companies do, but we were lucky. It was a great way to save some money.
If you’ve never heard of a tent share, basically tent companies don’t set up the day of the event. They usually want a day or two before – so if another wedding is using a tent, then you can share the cost and avoid setup again.
I think that’s a great point on the logistical side of things is making sure that you’re working with your venue directly. You have to ensure there’s no events leading up to your wedding that will cause a conflict with your tent setup. So that’s something you need to think about to make sure that your tent goes up without any issues.
I love those thoughts for someone who is planning a wedding in a space like that and needs to think about the cost of rentals or tents. What are some budgeting or thought process tips for someone for a different kind of venue?
There’s different types of venues that allow different types of things. One thing to look for is if the venue comes with its own catering. A lot of bigger venues – or places like country clubs – have in house catering. So, no matter what, you have to go with their food. There’s always going to be a food and beverage minimum if that’s the case. That’s a case where the venue really sets the tone for your budget, because you have to spend a certain amount. It’s not based on your guest count, either. Typically, it’s based on the time of year and the venue itself. So if their minimum is $30K and you only have 80 guests coming, that’s probably not going to be worth it for you. There’s only so many food choices and upgrades you can make to hit that minimum. But, if your guest count is bigger, that’s great. That might work out better for you.
There are a lot of pros to having in house catering, including that they know the venue and do this all the time. It takes a lot of the pressure off, because you don’t have to find another venue, too. Whenever you can get something included (chairs, linens, food), it’s a weight off your shoulders. Usually that’s included in the rental fee, too. Unlike Fort Adams like we talked about where it’s a rental fee plus all the rentals themselves, a venue like that is usually a rental fee that includes your chairs/tables/linens – and then your food/beverage minimum.
Absolutely. And like you said, this is the whole reason why it sets the tone. So what are some other key factors that people should be thinking about when it comes to budgeting?
Once you nail down your budget, you want to start thinking about the vendors that are most important to you. So for certain vendors, it’s about deciding what you want. Like entertainment – some couples are really into a live band, where some are more into having a DJ play their wedding. A band will come with more costs, but it will all vary greatly. We’ve seen bands go as low as $2000, maybe even under that if they’re a new brand coming into the industry and all the way up to $10K. So really, when you think about something big, you want to really make sure it fits in your budget. We also highly recommend making sure you’ve got reviews or references for those kinds of big costs!
You also have to think about the venue itself. Even if you want a seven piece band, let’s say, you have to ask if that will really fit in the venue space you have.
I love that you brought that up. I think you’re already starting to see why sometimes having a wedding planner is really important because they think of certain things you haven’t thought of when planning. That’s why I’m glad you’re here – if you can’t have a planner, hopefully these little takeaways will help you!
This tip also goes for everything else you might want to add in – like a photo booth. Our photo booth at Rock Your Booth is 8 feet by 8 feet. That’s a lot of space. Or if you want to use lounge furniture. Anything like that – you have to consider the space.
Exactly. And continuing to think about those vendors: photography and video can take a big chunk of the budget. We get couples all the time who don’t want video and then decide closer to the big day that they want it after all, but it can be too expensive or too close to the event to book. We actually try to book both for couples at the same time to try and get better packages/deals. Plus, if you have the same company you’re working with the same people and they work closely together on the day – often working well together because they’ve done this for a while.
Another big chunk of the budget is often florals, because wedding florals are very expensive. And for a good reason – they really do transform a room! I’m not gonna lie, we’ll set up a whole room: the linens, the candles, the tables, everything will be done and then typically the florist is the last person to come in and just place the centerpieces. But it’s amazing how much those flowers transform what we already did! So, if you’re debating on whether or not to have florals, do it. Even if it’s just a couple small bud vases. Of course, there is a huge difference between having a florist and DIYing your flowers. Remember, it’s more than just sticking flowers in a vase. They have to be prepared.
I want to give a shout out to Dan, who just got married this spring – since you’re talking about how flowers can change a room. He got married in the courthouse in the town he and his wife grew up in. It’s a nice room, but they had two vases of beautiful arrangements for their ceremony. The florist went above and beyond – but the flowers gave us that wow effect for that space. But like you said, that transformation can eat up the budget!
Yeah, but you don’t need as many florals as people think either. Like you said he just had two and it transformed the room completely. Again, just a couple of bud vases on the table transform the table completely.
There’s a couple other key things that can help with budget too, such as cake. A lot of people aren’t doing the big grand cakes anymore. They’ll do smaller cutting cakes and then cut other cakes in the back to serve. It helps desserts from going to waste. And you don’t need as many favors. I’m really sorry to say this but no one wants anything with your initials and wedding date on it. They don’t take them and you have tons of leftovers. People will take stuff that is edible, though! We had a couple import olive oil from Italy because that was part of their theme. Everyone took that – there was not a single one left over. Other things like wine keys, bottle openers, or playing cards can be cute and usually go, too.
A lot of times, my couples will do a photo booth and the photos are the takeaway. Who doesn’t love a selfie? That’s something they’ll forever remember the experience with. So yeah, you can be creative with your favors! I know a photo booth is more expensive, but it’s an experience. You have to think about what you’re trying to achieve there.
We also had a couple do a caricature artist that was really fun for guests. They got this fun little caricature of themselves.
Love that experience.
The most important thing when it comes to a budget is going to be the guest lists, though. I know that’s probably something that most couples struggle with the most, but just cut it down. I hate to say it: but cut your guest list back.
We actually have an entire podcast on the guest lists! It’s so funny you say that. It also loops back to what you were saying about your venue – some venues cannot hold more than a certain amount of people. Or you need a certain amount to reach your minimums.
Super important. Do that before you even go look at a venue. Even if it’s just a rough overview of how many people could come. That will help narrow down your venue search. Not many venues can hold 300 people and there’s so many beautiful little gems that can only hold like 80 people max.
Tell me about some of the traditions and trends you’re seeing with wedding days!
I love this part. I love when couples choose to do things their own way. There’s a lot of things you may hear from other people who’ve already maybe had their wedding. But really, really make the traditions about you. I feel like “traditions” is a broad word, too. People hear it and think of the “old” way of doing things. But traditions can really be about anything you do for yourself.
I think a big thing that we push for in our current weddings is doing a first look. It helps in other aspects of the day – like being able to attend your cocktail hour and doing some photos beforehand. It’s also personal time between you and your partner. You can do private vows, which can be really personal or a cute touch if you’re shy. But, it can be a nice tradition that you can make together.
We love first looks!
Thinking about first looks – the day goes by really quickly. If you can do anything to extend it just a little bit, it’s worth it. First looks help you get more time together and get your photos done. You don’t have to rush during cocktail hour and you can also relax with your guests, your bridal party, your partner. Typically, you don’t see your partner all morning – so it can be a nice way to get more time with them too.
Something else is to get pre-married. You don’t have to officially be married on the day of your wedding. Go to the courthouse beforehand. It takes pressure off and removes so many details from the planning process. If you do that, then anyone can “marry you” in your ceremony on the day of your wedding. You can literally do whatever you want, because guess what? You’re already married. It’s just a really nice way to relieve some of the pressure.
Also, something else I want to talk about is queerness, gender identity and the wedding industry. Planning your wedding is stressful enough, but if you’re queer – the industry is still catching up to that. I hate anybody hating on anybody for love, it’s just not cool. So when I was planning my own wedding in Florida, I really looked for all my vendors to see if they had a rainbow anywhere, a single gay couple in a photo or review. That’s also why hiring a wedding planner is really helpful, because we protect you, and make sure that we’re giving you the right vendors who make sense for you – the ones that are going to support you and make the day super special.
Yes, absolutely! And ultimately, this is YOUR day. Do whatever the hell you want. Anything that will help make it less stressful, the better. As far as queer weddings, yes. I have a couple getting married next week and it will be the two women and then about 30 people. Their families aren’t coming, but they had to do what felt best to them to protect their joy.
I’m so proud of them. Don’t invite your fear. If your family doesn’t support you, they don’t need to be there. Invite the people that are special to you and your couple that have been with you through your journey, who support you who love you unconditionally.
I got a very interesting question from her too. She goes, “have you photographed a queer wedding before?” And I just thought that was interesting, because I’ve been doing this for 22 years, and I photographed all different size weddings, COVID weddings, and I guess I didn’t realize that she even had to ask me that question.
Well, it’s tough sometimes to get forms for couples who are getting married and it says “bride and groom” but if it’s two grooms or two brides, you literally have to cross that out. Those are the moments I just wish things were gender neutral. Everything is very hetero. Even when you look it up, everything you buy is gonna have Mr. And Mrs. on it and that’s really frustrating to see.
Yeah. And I think that’s why we may serve Rhode Island and Massachusetts, but we also serve everyone as an individual person, for who they are.
When she asked me, I just – I don’t photograph anything differently and I hate that she had to ask me that.
It is a question you have to ask, because you never know though. Most people don’t think about it, because they’re not presented with it. But as a queer person myself, it’s something that we unfortunately have to deal with all the time. Are they going to be okay with this? Will it be fine? This is their wedding day and they don’t want any negativity.
Absolutely.
So we’ve been talking a little bit about customization. So with that said, what type of packages do you offer to your couples?
We’re really excited to be expanding our business! We’re now starting to get into rentals and florals. That means our wedding planning has changed a little bit. We’ve actually dropped our full planning package. We just offer a partial planning and day of package. A lot of people tend to go for the day of package, because they realize (a few months out) that they can’t do this all on their own. Or that they need someone to set up for them!
The biggest question we get during inquiries is that a venue might have a venue coordinator or catering coordinator, so why do they need us? The most important part is that those coordinators are just focused on what they do. A venue coordinator is focused on the venue, the catering coordinator on the catering. We want to focus on you. We want to focus on your family and the day as a whole. Our job is to really make your day about you and make it everything you want.
That’s amazing!
I always joke to tell us everything. If you’re uncomfortable, if you have gas, or diarrhea going on… we’ve got you! We want to make this the best possible day for you. Tell us if someone’s bothering you, tell us if your mother’s driving you crazy. Tell us if you need new shoes or tell us if you hate something that’s happening. We’re going to fix it for you. We’ve got your back and we’re always 10 steps ahead of you.
We typically create a timeline with you, we make sure we include all the important details, and that we make sure that we’re going to hit all those important details. But throughout the day, the timeline is just a general guideline and we’re constantly changing things, we’re constantly moving things as they need to be. So we always recommend not having your phone on you or a watch. Don’t even think about the timeline. We’ll get you, and move you to where you need to be. Our priority is you 100%.
I love that and I love that you’re expanding! I was just looking at your floral package.
Yeah, so thanks to that couple who threw a curveball for those flowers. It really did spark something in me. My background is in design and I worked in the entertainment industry. So, weddings rally take everything I’ve done and put it in this beautiful package. The biggest thing that I’m missing is still that design aspect. I work with people on their vibe, the colors, what they want to portray and I think florals are a great extension and way to get creative with them.
Also, I can work with their budget because I know their budget more personally. So, I can really tell them that I know they want a full arch but it will throw a wrench in their budget, so I suggest something else. Again, florals can transform a room and you don’t need as many as you think – especially for the ceremony. Yes, it’s beautiful, but there’s not a lot you can do with those flowers after the fact. So the main focus should be the reception. I could literally talk about florals forever.
Wrap Up Question
What are some key points that couples should be asking their wedding planners when they are inquiring to make sure that they are working with a professional company to ensure that their wedding day is an absolutely perfect event?
Your main focus should be the venue. It’s going to set the stage and your budget. Make sure it makes sense for you and your guests. Are you going to want to do a lot of work or do you want something more inclusive?
Figure out the vendors that are most important to you – and make sure they’re reputable. Vet your vendors or start with a preferred vendor list.
Stay authentic. Be you and do what makes the most sense for you.
What We Discussed
Meet Sarah and Cole (1:52)
Wedding venues & the impact on your budget (3:50)
Wedding budgets and vendors (12:00)
Florals for your wedding day (14:55)
LGBTQ+ Inclusivity (21:20)
Wrap Up Questions (38:56)
Links Mentioned in the Episode
Find The Wedding Planners: Website | Instagram | Pinterest
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