How long does it take to plan for a wedding?

IMAGE BY DOTTIE MORRIS

Newly engaged and asking yourself
“How long does it take to plan for a wedding?” 

Engagements can be 4 years, 18 months, 2 months or any other length of time, but on average most couples spend at least a year in the planning stages before they celebrate their wedding. However, that doesn’t mean you have to follow the crowd because that’s actually more time than you really need to plan a wedding. It’s not unheard of to get engaged in the winter and plan a summer or fall wedding just 4-6 months later, as long as you have a clear direction and are flexible with your vendor selection. You will also want some flexibility in your schedule to research vendors, tour venues, email and chat with vendors, go shopping, and keep track of your plans. 

If this sounds like you, here are some helpful tips to get started in your wedding planning today!

Now that you’re engaged, take some time to enjoy your engagement, share the news with friends and family and start to think through your priorities when it comes to celebrating your wedding. In these first couple weeks you will want to think through your wedding budget, talk to any family or friends that might be contributing to your budget, and get a general idea of what your guest count might be. This will all help you when starting to research venues.

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TOTALLY STRESSED OUT OR OVERWHELMED?

We can take your stress away with wedding planning & design or coaching!
As a New York Wedding Planner, I have planned weddings in as little as 3 months and I’m happy to step in if you need our support!

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First things first, you will need to schedule tours at venues that interest you, fit your budget and can accommodate your guest count. We always suggest checking out a few different venues to see what setting feels right for you, matches your style, the vibe and vision for your wedding - but don’t go overboard, after a while it’s hard to keep track of the details at every venue you see, and unfortunately, you cannot lock in a date, select vendors, or announce your wedding until you have booked your venue. So once you have found your dream venue (fingers crossed it’s The Maples Estate!) and a date that works with your schedule, go ahead and lock it in, set your date and sign your contract!!

Now that your venue is booked, congratulations!!
You can start to lock in your vendors, set your guest list and send those save the dates.

Before reaching out to vendors, it’s a good idea to first think through the vision you have for your wedding. What are those must haves, priorities and the overall vibe you are looking to create for your wedding. Once you have an idea of this, start researching.

Here at The Maples Estate our weekend wedding packages include a large list of vendors by category as soon as you book so you can find unique vendors that match your vision - you can always stray from the list if you like, but it’s a great starting point!

I always suggest reaching out to catering first, since it’s likely going to be your largest vendor fee. It’s a good idea to get a few quotes before locking in any other vendors to keep that budget on track. From here you can research and book your photographer, florist, DJ /music and hair & makeup. 

It’s very possible that you will receive some “sorry, we’re already booked” emails, but don’t worry, keep reaching out, with a little work you will find vendors that you love, in your price point, that ARE available! If you are overwhelmed by this step, let us take over your planning and we will contact all these vendors for you. That means you can just select the vendors you love, sign the contracts and enjoy the party!

Once your caterer is confirmed, you can lock in a hotel room block and start to design your invitations. If you have already sent your save the date, it’s a good rule of thumb to send out invitations 6-12 weeks before your wedding so guests can plan ahead for travel, and book their accommodations. Check with your caterer ahead of time if they will need guest meal choices provided with their RSVP card, and think through any other events such as a welcome event, rehearsal dinner or farewell brunch that you might need to include. 

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Quick Note:
If you are on a short timeline and would like to wear a wedding dress on your big day, it’s a great idea to schedule a few bridal appointments as early as you can. Confirm ahead of time what their lead time is like on orders, so you don’t find your dream dress only to learn it’s not available before your wedding. If you are having trouble finding a dress that matches your timeline, consider shopping at a bridal consignment, resale store or even online. You may need to arrange some alterations, but you can likely have the dress in hand much earlier and find a local seamstress to fit your gown to your body. 

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Now that your main vendors are locked in, go ahead and take a look at your budget. Do you have some wiggle room for additional activities, events, personalized touches, fun decor items, etc? This is the fun part when you can get personal - add in a videographer, photo booth, yummy desserts, performers, entertainment, guest transportation, specialty lighting, draping, vintage furniture, signage, programs, linens, table decor, guest favors, etc. No need to go overboard, but it can be fun to add some special touches if your budget allows.

Don’t forget those personal touches like wedding day attire, shoes, jewelry and accessories! What about your officiant, wedding party, their attire as well as any speeches, traditional elements or rituals you would like to include in your wedding events? Also your rings and marriage certificate!

At The Maples Estate we provide all our couples with a digital wedding planning checklist by date, so you can follow along at the appropriate times and check tasks off as they are completed! We also now include coaching - a partial planning package - in your package so we can help you get started and support you along the way. It may feel like a lot of details but our planning checklist breaks it all down into easily digestible items so you can check everything off your list one by one. If it all feels like too much, let us take the worry off your hands with full planning and design!

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So, are you ready to get planning!

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Helpful Planning Tips Continued…

How Many Guests Is Normal?

How Many Guests Is Normal? 

When it comes to your wedding invite list, there is a fine balance between eloping and accidentally inviting hundreds of people. From extended cousins of cousins, to college roommates and old co-workers. So, how do you decide how many guests is too many or too little? At The Maples Estate, our weddings range between 25 and 150 guests.

Though honestly, it’s up to you!! That’s the beauty of your wedding, it’s YOURS and YOU get to decide how you wish to celebrate. However, we know that it can feel super overwhelming with so many decisions to make, so let's dive into some important factors when it comes to setting a guest list. 

Budget

I know you don’t want to blow that wedding budget out of the water unless you have unlimited funds coming your way! With wedding costs tied to each one of your guests such as food, drinks, number of tables and chairs, linens, centerpieces, guest favors, transportation etc. setting an ideal guest count and sticking to it, is super important. If you know you have a finite amount of money to spend, this is a great place to start for your guest count. Food and drinks are one of the most expensive line items in your budget and are almost always priced per person. 

• Say you have a $20,000 budget for food and drink and your caterer quotes $250 per person, you should plan to invite ~80 guests. 

• Maybe your catering budget is $30,000 and the caterer charges $200 per person, you can invite up to 150 guests. 

• Hosting a casual gathering with a caterer quoting $75 per person and a food budget of $10,000, you can host ~130 guests. 

• What about an intimate gathering with a focus on food - $12,000 food budget, $400 per person, that’s 30 guests. 

Venue Capacity

Every venue has a guest cap, here at The Maples Estate, (an upstate New York wedding venue with lodging) this is 150 guests. Our cap is set by the size of our parking lot (50 cars) and the amount of tables and chairs we have onsite. We can raise this amount if you are able to rent some additional tables and chairs and arrange a shuttle for some of your guests, however we do set this number in our contract. Every venue will list this number, and while we have some wiggle room here at The Maples Estate due to the flexibility of our outdoor spaces, most venues are capped by the constraints of their event space, staffing, restroom capacities, fire and codes and it’s legally not possible to invite more guests than is listed in the contract. Therefore, this is a great place to set your guest count. When mom and dad are asking to add on your great aunt, their neighbor down the street or your old friend just got a new girlfriend, you might use the venue capacity as an excuse to say no. 

Vision and Priorities 

Your wedding vision and personal priorities have a huge impact on how many guests you wish to invite. Are you the life of the party who loves to mix and mingle? Maybe you have a huge family that you are super close to or a large friend group that has only grown over the years. Do you want everyone and their brother to be part of your special day? Maybe you are shy in crowds and prefer to celebrate with a smaller group or want a friends only wedding weekend and will celebrate separately with family at a different moment? Maybe you want to stretch your budget across a smaller group so you can throw an over the top weekend wedding experience with incredible food and activities for that special group.

Family Invites, Plus Ones, Kids and Co-workers

We know it’s hard to say no, but sometimes your guest list is a bit too long. It definitely adds up quickly when your parents are adding guests to the list, every guest is allowed a plus one, everyone’s kids are attending the wedding and co-workers are asking for invites. These are some hard and fast rules that can be set as needed. Maybe give your parents each a set number of invites, limit the number of plus ones to specific guests, only invite the flower child and ring bearer or have a no co-workers policy. This will help to reign in the list when it’s feeling overwhelming.

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So, now that you have an idea of those important factors to think through, let’s get started. I always suggest making a few different tiers within your guest list. This will give you a good idea of where to cut first in the case you have to. 

Quick Tip: Use excel or google sheets so you have a digital list you can update along the way and use later for RSVPs. 

List ‘A’ is going to include those people you HAVE to have at your wedding - your direct family members and closest friends. 

List ‘B’ is for extended family and additional friends that you would like to celebrate with but it’s not the end of the world if you do not.

List ‘C’ are those additional individuals such as college roommates that you haven’t spoken to in a while, people that invited you to their wedding so you feel you should invite them to yours, co-workers, etc.

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Learn more about our Upstate New York Wedding Venue and find wedding planning tips below!

Outdoor Wedding. Rain Plans

PHOTOS BY BECCA GLEASON PHOTO

Outdoor Wedding. Rain Plans

An outdoor wedding at The Maples Estate is absolutely stunning, rain or shine!

With coordination services included in your wedding package, we will talk through your rain plans ahead of time for your outdoor wedding, to ensure we have a ‘Plan B’ confirmed before you even arrive. As a NY Wedding Planner, I will also remind you to turn off your weather app the week leading up to your wedding, since it will only just stress you out, and the weather is one of those things we have absolutely no control of on your wedding day. It is guaranteed to change 1,000 times in those 7 days leading up to your wedding weekend.

Instead, we will talk through an alternative ceremony and cocktail hour location in the case it’s needed, and get an idea of how important your ‘Plan A’ is to determine the best time to make the call on your ‘Plan B’. When it came to Rachel and Nick’s Rainy Day Lord of the Rings inspired wedding in fall 2022, they knew they didn’t care about a little drizzle on their wedding day and preferred to stick to their ‘Plan A’ even though rain was guaranteed at some point in the day. I kept a very close eye on the radar and shifted their ceremony back by 30 minutes to catch a break in the rain and hold their ceremony in the tree grove where they had originally dreamed it would be. We then shifted their cocktail hour under their tent to ensure guests were comfortable and dry. With a brand new event pavilion for our 2023 wedding season, couples no longer need to rent a tent and will be covered from the elements with over 4,000 square feet of sheltered event space!

With rain on Nick’s parents wedding day, this couple was prepared to make that call and I’m so glad they did because their photos are absolutely stunning and the drizzly day brought just the right amount of magic! 

If you are a bit more concerned about the chance of rain for your outdoor wedding, we will confirm the location that is best for your ceremony and cocktail hour based on the number of guests you have attending, and also your personal vision and preferences. 

There are a few alternative spaces that could work well for you.

1. With a 4,000 square foot reception pavilion, we could shift your reception layout to allow for a ceremony and/or cocktail hour to be held under the pavilion and out of the rain while still retaining the incredible views of the field and hills. 

2. For smaller groups, our grand veranda could host your ceremony or cocktail hour for approx. 50 guests. 

3. You could put a hold on a tent through a local rental company to have a backup covered structure as needed for your ceremony and/or cocktail hour. 

Photo by Cassandra Daye Photography

Tips to share with your guests to ensure they are prepared for any kind of weather. 

• Remind your guests to have an umbrella or raincoat on hand just in case it’s needed. 

• The temperature can drop a bit when the sun goes down so remind your guests to have a top layer available to cover up on those chilly nights around the firepit. 

• Grass is not the best for stilettos, instead guests should plan to wear chunky heels, platforms or flats on your wedding day. It’s also nice to have a comfortable pair of shoes to change into for late night dancing!

In Summary - Never be afraid of a little weather
It might just add that touch of magic to your wedding day!

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Wanting more planning inspiration? View these blog posts below and learn more about our Upstate New York Wedding Venue!

Wedding Venue Budget 101

Cute dogs make all difficult conversations easier, right?

We know money can be hard to talk about, but when it comes to setting your wedding venue budget it is incredibly important to lay it all on the table before booking any vendors.

Websites will throw all sorts of numbers out there, but when it comes to each individual wedding, budgets are all over the map. Most weekend weddings at The Maples Estate have budgets between $750 - $2,500 per guest with the biggest factors being the overall vision for the day, the number of guests invited and the vendors selected. The good news is that we include the creation of your budget in your package through coaching (partial planning) so you will feel supported as you make decisions along the way.

So when you ask: “Can I afford a wedding at The Maples Estate?

I’m going to respond with: “Let’s chat through your vision.”

That’s because every vision comes at a different price point. Some couples spend $15,000 on catering and some spend $60,000. Some spend $2,500 on music and some spend $15,000. Every vendor you choose is going to come at their own price point, and will impact the vision you have for your wedding.

So, what are factors that might impact your wedding budget?

1. The Vendors You Choose: Every vendor comes with a price point, but it’s up to you what vendors you choose to hire for your wedding. We have couples that keep things simple and those that go all out! You never HAVE to hire a vendor just because Pinterest says you should, but it can be fun if it matches your budget, vision, and feels right for your wedding.

2. Number of Guests: The single greatest impact to your budget is the number of guests you invite. That’s because catering costs (food, dessert, barware, alcohol, linens, plates, silverware, cups, staffing, etc.) almost always are tied to your final guest count. That means the cost of $250 per person will multiply very quickly when that 50 person guest list balloons to 150 guests. Keep in mind that some vendors have a minimum rate in order to offer their services, so confirm that minimum amount before you sign your contract.

3. Staffing: Some vendors work solo, and some have a 10 person staff behind them. Vendors like photographers, videographers, DJs, photo booths, etc. are often flying solo. Some packages even allow you to add a staff member for support such as a second shooter. Staffing can add to your costs but it’s almost always tied to the level of service that will be provided. Think about a photographer, that second shooter adds double the coverage and allows them to be in two places at once! A large catering team usually means you will have a higher level of service, those that prep the food, serve the food, clear plates, wash dishes, cut your cake, fill your water glass, etc. Smaller teams may be more cost effective, but will often come with less support.

4. Number of Hours: Many vendors will have different price points for the number of hours they are onsite. Think about your timeline for the day before you choose your package, to ensure you have all the coverage you desire. Want getting ready photos and also that late night dance party? You may need to add hours to your package to get the images you desire. Want your DJ to play music for your ceremony, cocktail hour and also keep the party going till 11pm? Make sure you hire them for their full package.

When you think about your wedding budget, you can ALWAYS find someone at whatever price point you need. However, the key is to match your vision with that price point. That way you are getting the level of service, quality, the look and feel you desire at the price that you can afford. If you want the highest level of service it will likely come at a greater cost. With that said, switching things up, thinking outside the box and getting your hands dirty, can often stretch your budget further.

So, what vendors do you need to hire besides your venue?

Remember, you do not HAVE to hire a vendor just because Pinterest told you to. It’s all your personal choice and each vendor you choose should match the vision you have for YOUR wedding. However, many weddings will choose to have the following vendors.

1. Catering, Bar Service, Sweat Treats

2. Photographer, Videographer

3. Florist

4. DJ, Live Music

5. Rentals: Vintage Furniture, Dance Floor, Linens, Specialty Decor, Lighting

6. Planning & Design, Coaching

7. Hair, Makeup

What other costs can be associated with weddings?

1. Wedding Attire, Accessories. Rings

2. Stationary: Save The Dates, Invitations, Menus, Programs, Signage, Guest Book

3. Photo Booth, Activities

4. Guest Favors

5. Rehearsal Dinner

6. Farewell Brunch

7. Transportation

8. Officiant

9. Atmospheric Elements Like Lighting or Draping

So remember, as you are planning your wedding venue budget, think first about the amount of money you have to work within, how does that match up to the vision you have for your wedding? Then, think about your vision and move forward first with those vendors that:

1. have the greatest impact on your budget,

2. can only work 1 wedding per day,

3. you are really excited about and cannot envision your wedding without.

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We LOVE transparency, that’s why we provide a budget template to help you get started.

Remember, you will have your own personalized budget based on the vision you have for your wedding, but there are also a couple tabs in the document linked below with sample budgets to work from. Click File 'MAKE A COPY' to edit the document and start your budget.

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More helpful tips for planning your dream wedding!

Best Month to Get Married in New York!

Upstate New York changes greatly with the seasons!

So, what the best month to get married in New York for you?

IMAGE TAKEN On September 24 - BY BAILY Q PHOTO

Growing up in Washington State’s puget sound, I never really experienced the changing of the seasons until I moved to upstate NY in 2007. I fell in love with fall foliage, vibrant colors of spring, and wild flowers in July and August. At The Maples Estate, the scenery changes with each season, so what can you expect from the spring, summer or fall when you are touring the estate in the winter?

View images by month so you can see what the estate looks like year round, and decide what the best month is for you to get married!

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MAY WEDDINGS

Peak Season begins when the trees and plants are popping and full of vibrant greens!

You’ll hear the animals waking with frogs croaking in the evening and fireflies just starting to show their light. Our pool opens for Memorial Day weekend so those looking for a spring wedding with pool parties or dips throughout the weekend, you will definitely want to hold off until late May or early June for your wedding festivities!

Images taken May 20 - by Jessie Casey Photography

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JUNE WEDDINGS

Early June is a great time for vibrant colors with fresh, lush greenery!

The trees will have filled in nicely providing a full canopy in the grove and the pond will be surrounded by mint and cattails. The summer bugs hold of until the humidity hits in July and evenings cool off, perfect for a late night campfire and stargazing! Late June is lush with color from the green trees to the cottage garden surrounding the farmhouse! Bright yellows, white and pinks are budding in the flower gardens and wild flowers are just starting to spring up around the estate. You will hear the frogs in the evening as they call to each other and fireflies settle in the trees! With the heat of the summer setting in, pool parties and dips in the creek will complete your weekend activities!

Images taken June 11 - by Dottie Morris

IMAGES Taken June 18 - BY Natalia Wajda

Images taken June 26 - by Our Two Hearts Photography

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AUGUST WEDDINGS

Wild Flowers are in full bloom in July and August so you will see pops of vibrant colors throughout the estate!

IMAGE TAKEN AUGUST 13 - BY SARAH BRIDGEMAN PHOTO

Images taken August 15 - by Kelsey Campbell

PHOTOS TAKEN August 26 - BY Cheyenne Lee Photo

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SEPTEMBER WEDDINGS

With the sun setting earlier in the evening, golden hour is amazing for photos! The pool closes in mid September so if you are looking for a dip in the pool, definitely schedule for the first two weekends.

Images taken September 3 - by Cassandra Daye Photography & Cassidy Lynne

Image taken September 10 - BY Kelsey & Nate Photo

IMAGES TAKEN On September 24 - BY BAILY Q PHOTO

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OCTOBER WEDDINGS

Fall is absolutely incredible at the estate and golden hour is in full force! As October comes to an end, the leaves are hanging on with yellows and oranges throughout.

IMAGE TAKEN ON OCTOBER 1 - BY RACHEL ROGERS

Images taken October 20 - by Twice Beloved Photography

Images taken October 29 - by Story & Gold

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OFF PEAK SEASON

November through April | Limit 30 guests

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WINTER WEDDINGS

Off Peak events with your closest friends and family can be so intimate and special!

Limit 30 guests.

Winter can mean snow or chill but it’s always so incredibly beautiful!

Images taken by Nicole Nero Photography

Images taken December 8 by Twice Beloved Photo

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APRIL

Though the leaves haven’t yet set in, early spring can be so beautiful with the grass hydrated and open views of the hills.

Images taken April 9 by Clare Elisabeth Photography

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We're Engaged!! What do we do now?

Congratulations!!!

You’re engaged!!! This is such a fun time to celebrate!
Take in the moments, share the news with friends and family and enjoy each other’s love!

Chances are, planning events is not your day job, so where do you start? When you have sufficiently celebrated this incredible decision and shared the news with your loved ones, there are a few things to start talking through before you begin planning your design, searching for a venue or locking in your vendors.

First things first…

WHAT IS MY BUDGET?

Setting your wedding budget is step number one when it comes to planning your wedding. Every choice you make will lead back to this decision and it will help you determine all aspects of your wedding from your guest count to venue choice, vendors, experiences and more.

Some questions to ask yourself:

• Who’s footing the bill? Will you and your fiancé be covering costs yourselves? If so, what amount do each of you have available to allocate to your wedding budget? Do you have a gift coming from a family member or friend that will add to your wedding fund? Though it can be awkward to talk about money, it’s so important to have these honest conversations and set expectations ahead of time.

• Are there any pieces of the wedding that will be covered for you? Sometimes a family member or friend will offer to cover specific costs of your wedding such as your wedding attire, the rehearsal dinner, maybe you have a friend that is a florist or cake designer. Think through any specific gifts so you can accurately determine your wedding budget. When it comes to gifts of service, make sure you can rely on that person offering the service. If you are not sure, politely decline and hire someone else!

• What is included in your budget? Every wedding budget is going to be different, since it is based on the specific vision you have for your wedding. However, there are many common items that couples choose to include in their wedding budget. Some of these more common items include a venue, wedding planner or coordinator, photographer, food, florals, hair & make-up, officiant, rentals such as a tent, dance floor, etc., entertainment, signage, transportation, invitations and your wedding attire.

  This may sound overwhelming, which is why we have included a template budget that you can copy into your own document to start editing. Add in your preferred budget at the bottom and start filling in some numbers to get an idea of where you might like to spend your money. Maybe you love florals and want to go all out here and cut back somewhere else, or maybe you know you want to work with a specific caterer or photographer. Here is where you can start to customize your budget based on your specific wedding vision and responses from vendors.

• HERE is that budget template that you can copy to edit.

The next big questions is…

WHO DO I WANT TO CELEBRATE WITH?

Once you have determined your budget, you are going to want to think through your guest list. Maybe you have a smaller budget and want to trim your guest list to keep costs low. Maybe you have a HUGE family and a ton of friends that you just cannot pare down. This is such an important question since it will help determine what venue you can celebrate at. Most venues have a cap on the number of people they can accommodate, and some venues even have minimums on the number of guests required to attend. These venues with minimums usually offer on site catering, and therefore you will pay for a specific number of guests even if they do not attend. We do not have a minimum at The Maples Estate, though we do cap weddings around 150 guests.

Start creating that list of must have people at your wedding! Then think through those that may not be able to attend. There is usually some drop off from your invite list and often these includes individuals that will need to travel long distances to get to your wedding, maybe they have children and it’s harder for them to get away, or even a crazy job that is demanding of their time. Keep this in mind as you are looking at venues!

And now you wonder…

WHEN DO I GET MARRIED?

There are a lot of things to think through when it comes to setting a date. Here are some questions you may want to ask yourself.

1. Do you love the fall or maybe you enjoy the heat of the summer? Have you always dreamed of a winter wedding or love the refresh of the spring?

2. Do you absolutely hate sweating or maybe you are always cold?

3. Do you have a lucky number or favorite holiday?

4. Is there a time of year or specific date when you know your must have people are not available?

5. Do you know that your best friends are getting married on a specific date and you need to set your date accordingly to ensure you can attend?

6. Does your budget require you to look at off peak dates?

7. Do you want all the time you can get to plan your wedding or maybe you just want to put a ring on it like, yesterday?

8. Are you in the military or have a demanding job that you will need to work your date around?

All these questions can help determine what time of year or specific date(s) might be best for your wedding celebration! Remember to be flexible as your dream venue or dream vendors may not be available this date. It’s always good to have a couple back up dates just incase!

Now ask yourself…

WHERE SHOULD I GET MARRIED?

This is not just a question of venue, but also the location and setting that suites your vision.

Do you love the beach? The mountains? The woods? Historic buildings? Farm life? City life?
Do you love to gamble at the casino? What about adventure? Maybe you love intimate quality time with your family or dancing to your favorite music.
Where do you live? Where do your family and friends live? Do you love to travel? Are you connected to your hometown or have a favorite place to escape to?

Think about your personal tastes, where you like to travel, what you do for fun, where your family and friends are located, etc. This will help you to determine the best location for your wedding day, weekend or week!

I’m feeling overwhealmed…

I THINK I NEED A WEDDING PLANNER!

Planning a wedding can be a challenge! If it is way too overwhelming for you, you have no idea where to start, or you simply do not have the time, consider hiring a wedding planner. At The Maples Estate we offer wedding planning services and coaching as add ons. This means we can work with you to make your dreams come true, without the hassle of planning your own wedding.

For those of you that want to put the work in yourselves, we do include a digital wedding planning check list and comprehensive guide of talented wedding vendors by category so you have a starting point for your planning journey as soon as you book.

Now that you have all these questions out of the way…it’s time to lock in your venue!!

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More wedding planning support!