3 time-saving tools to help you plan for your wedding right away (in 2020)

If you are reading this, it means that you are planning your wedding. You may be feeling a bit stressed. You may be thinking your time is running out, and there are still loose ends.

We have been there. Planning a wedding is not a small job. It takes time, creativity and an eye for details—however, no need to worry. We have you covered!

Today, I’m going to share with you three insider tools I am using right now to simplify my work as a wedding planner in Marbella that you can use too! (in 2020).

01. Checklist

02. Budget Tool

03. Styling Tips

In short, if you are planning your wedding and are looking for some advice on how to move forward, you’ll love this guide.

With the Checklist, you will be able to organise your planning process step by step.
You can use it as a foolproof guide to build your own!

Tool #1: Keep organised and on track with your Checklist (print ours and use it as a guide)

In case you are not familiar, being a wedding planner is a full-time job.

A planner won’t only help you find your suppliers, accompany you on venue tours and coordinate the wedding day from start to finish. But also, she is bringing all her experience and local knowledge to the table.

You’ll also have by your side someone to trust unconditionally.

All the above are valuable resources, mostly if you are planning for a destination wedding.

Every single detail at an event is planned, created and executed. Anything at all happens by chance!

Organisation is critical for your event to look stunning and run flawlessly.

These are the steps to follow to keep everything on track:

Step #1. List all the wedding-related tasks that need tackling from as early as 12 months before

Step #2. Determine how long in advance each task needs to be done. (Example: 6 months, 3-4 months, two weeks)

Step #3. Divide the tasks into ” categories”( Guest List, Budget & Financial, Bride’s Checklist, Beauty, etc.) or into “Due Dates.”

Step #4. Assign each task to whoever is in charge of doing it. For example, there are certain chores that the bride and the groom must do together. Some of these are compiling the guests list or deciding on the wedding budget. On the other hand, when it comes to going shopping for your wedding dress or choosing your bridesmaids, I am sure we can agree your groom can be excused. So, you alone will be responsible for this task.

Step #5. Sync it with your calendar so that you receive notifications when each task is due. Checklists could seem unnecessary, but believe me, it helps to keep everything organised. The chances of missing a planning detail are zero. Another benefit is that everyone will know well in advance what to do each step of the way.

Tool #2: Use a Budget sheet to stay within budget.

As a wedding planner, one of my primary responsibilities is managing the budget for my couples.
Budget planning starts the moment I first communicate with my clients, and it doesn’t end until I pay the last vendor.
Your wedding budget will influence everything during the wedding planning process.
It’s crucial to have a clear idea of your resources early on and make sure they match your expectations for the day.
It’s easy to go overboard if you have no experience planning this type of events.

I suggest an honest talk with a local industry expert such as a wedding planner, to get an overview of updated prices for each item.

(We can schedule a chat anytime without any commitment. I’ll be happy to help you clarify any doubt you may have about destination wedding prices in Marbella).

After you have confirmed your budget is right on point, use a budget sheet following these steps:

Step #1. Create a budget breakdown based on your wedding day priorities.
Have a list of non-negotiables which are those items that are important to you and make your heart beat faster!
It could be the flowers or the music. Who knows!
Make them a priority and allocate the money to them first.

Step #2. Include any wedding vendors you might have already booked.

Step #3.  Always allocate 5% of the budget to “misc.” expenses so that you have a reserve.

Step #4.Write down the fixed expenses :
There are items which costs are “fixed”, and that will not vary a lot.
If you have done your research and talk to a local wedding planner, you’ll have a good idea by now.
For example, a wedding ceremony officiant will cost the same at all times.
Bridal hair & makeup could vary a little, but it’s usually a fixed price per category as well.

Step #5. Sync it with your calendar so that you receive notifications when each task is due. Checklists could seem unnecessary, but believe me, it helps to keep everything organised. The chances of missing a planning detail are zero. Another benefit is that everyone will know well in advance what to do each step of the way.

Tool #3: Styling Tips to style your wedding like a pro.

One of the hardest parts of planning a wedding is taking a couple’s vision and turn it into something real.

Styles like “boho-chic” or “barefoot-luxury” could mean a different thing to every couple.

In our experience, every single detail adds up to the final look and feel of your wedding day.
You need to make sure all the elements of your event work together to create a cohesive theme.
The good news is that this part is more fun than making budget decisions!

Step #1.

Decide on your style, mood and venue and let your personality as a couple shine through.
Maybe you lean towards a classic wedding, more traditional and elegant. Or you have your heart set on a romantic garden as the backdrop for your celebration.
Or even, a barefoot luxury ceremony by the sea.
Keep in mind that whichever road you take, the venue you choose to celebrate your wedding will inform all the decisions to follow.
Among them: your choice of colours, what to wear, music selection, your menu and so on.
For instance, a Marbella beach venue may inspire a luxury casual affair.
A 5* resort may call for a more elegant and glamorous celebration, on the other hand.

Step #2.

Pick a colour palette and stick to it.
The colour palette will set the overall look and style of your day, probably more than anything else. A unified colour scheme will allow you to include all the elements you like – no matter how different in style- and still look cohesive and chic.
After this, all other decisions are easier too. You bring you palette over to the stationery, the flowers, the bridesmaids’ dresses, favour’s packaging etc. From start to finish!
It’s easy to be carried away since there’re so many beautiful colours!
That’s why you should start by choosing two shades you and your partner love.
Then you can pair it with two or three complementary colours. These colours should help you establish the mood you want for your day and work well with your venue or your outdoor setting.
Naturally, beautiful combinations are created by mixing neighbours in the colour wheel such as blue & green, or yellow, peach and orange.
Complementary colours, opposite on the wheel, like lavender and yellow, make charming pairs too.
Black and white can create different moods if put together with a bright red, a pastel pink or a metallic-like silver.
Some places to find inspiration if you are still unsure would be your venue or the season when you are getting married. Still undecided?
You can never go wrong if using your favourite colour in all its shades and having a monochromatic palette. Or if choosing neutrals such as shades of taupe, grey, nude or brown. They always go with everything!

Step #3.

Stick to one tone of metal, stone or wood if you’re incorporating these materials.
Consider also the time of the day and the season.
Silver and gold would be ideal for an evening wedding during winter but would look out of place for a day wedding during spring.

Step #4.

Create a mood board. A mood board will allow you to step back and see the big picture of your wedding design. This element could be physical or digital.
You could decide to create one for each part of your wedding or just one to be your overall inspiration. 

Some mood boards you could create are :
1.Reception (linen, place setting options, tablescape)
2. Florals( All flower elements: bouquet, arch flowers, centrepieces, boutonnieres )
3. Stationary( Save the Date cards, invites, program, menu) 

The best way to go about it is to get pictures of your ceremony & wedding venues. They will be the backdrop for your mood board.
Then add your wedding styling elements preferably on your colour palette.
Now you can assess if they all work together and you’re happy with the full effect. Or if, on the contrary, there’s something amiss.

Step #5. Consider investing in mockups to play it safe.

Some wedding elements to consider for mockups are :

Hair & Makeup

If you can afford a single trial within your budget, hair and makeup is your winner. After all, looking your best is the one thing you shouldn’t have to worry about on your wedding day.

We recommend getting your hair and makeup trial done before the day so you can see your final look all together and decide on any change.

You may realise your initial choice of lip colour is too bright after all or that your hairdo is not going to hold as long as needed.

Hair and makeup trials are also helpful for the hair/makeup artist.
She’ll have the opportunity to get familiar with your hair texture and your complexion.
She’ll be in the position to source the most suitable products for your wedding day and ensure your hair and skin look their best!

Catering & Tastings

If food is your thing, you’ll want to taste the choice of dishes and wines beforehand. It’s an essential step to make sure the caterer’s offer is up to your standards and aligns with the kind of fare you want to treat your guests.
You can decide on any change at this point.
For instance, you may realise a herb they use in the sauce isn’t to your liking or maybe you’d like to substitute the chardonnay wine for a less buttery varietal.
Indeed, it’s not worth taking the risk to be unhappy or- hungry- at your wedding!
The best part here, you don’t need to worry about costs. Most caterers include a tasting trial on their wedding menu fee. It could be for 2, 4 or 6 people depending on your guest’s numbers.


If floral is a big part of your wedding design, you’ll want to invest in a few mockups before the day, at least a bridal bouquet mockup to play safe.

Invitation Suites

Wedding suites aren’t cheap, which is why we suggest investing in a mockup of your final invitation suite before committing to ordering hundreds of them.
(This is especially true if you’re going with custom calligraphy, illustrations, watercolour, rather than just ordering from a pre-designed template.)
It’s always better to be safe than sorry!
Fortunately, there’re many online sites which specialise in wedding stationery. They’ll send you on request, a free wedding sample kit for you to see and feel the design in person.

A favourite of mine is 

  1.  https://www.minted.com/
Either if you go all-digital or with paper invitations, you’re covered.
The range of products and services is enormous. And all is organised with super professionalism & value for money.
I’d mention that they offer free guests’ addressing. A valuable perk!


If you can make room in your budget, we suggest taking the time to put together a complete tablescape mockup.
You/ your planner can collect all of the design details from your vendors (linens, floral, centrepieces, chargers, etc.).
Seeing things altogether can make a huge difference.
Maybe those chargers don’t go well with that linen, after all.
Or maybe your centrepieces are too tall and will disrupt the communication between your guests.

Overall, when it comes to wedding-day design, mockups and trial rounds are such a lifesaver.
You’d find yourself spending money on multiple centrepieces or hundreds of invitations that don’t deliver the aesthetic you are looking for.

All in all, we’re delighted with these tools. We use them every day to make our wedding planning process easier, more efficient and error-free. We guarantee that your wedding planning journey will be smoother if you use them too!

Which tip are you going to try first?

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