How To Plan A Fantastic Wedding While Working Full-time?


Cascais | Portugal | Photo by PEDIPortugal Weddings

Planning your wedding is a fun and exciting adventure. But if you are also working a full-time job on top of that, it can quickly turn into a nightmare. Balancing work, life, and wedding preparations requires careful planning and organisation. This guide will help you break the process down into several manageable steps and offer you some handy tips and tricks to make the wedding planning process as stress-free as humanly possible. From mastering how to set priorities to using the perfect technology, here’s everything you need to know to have the wedding of your dreams without sacrificing your career.

Quinta da Suratesta, Venue | Beja, Portugal | Photo by PEDIPortugal Weddings

Prepare Well in Advance

Starting to plan early is going to minimise your stress levels. It is recommended to start several months or even a year before the big day. Whatever you do, don’t leave it to the last minute. The earlier you start preparing, the better. Then you take everything slow without the need to do an insane amount of work right before your big day, which will most likely stress you out.

Make a List

This can be your secret power. Make a list of everything you need to do for your wedding. From choosing a venue to buying decorations and sending an invitation. This way, you can stay organised and do one thing at a time, making it easier to handle alongside your work.

Setting Priorities

Setting priorities is deciding what’s most important and doing it first. Planning a wedding while working full-time may be challenging. But setting priorities makes it much simpler.

From the list you have done, think about what matters most to you and your partner for the wedding. Maybe it’s the venue, the food, or the music. Once you know, focus on those things first.

From there, make a list of tasks and deadlines. For example, this could be booking the venue, hiring vendors, choosing decorations, and so on. Most importantly, remember that you cannot do everything at once. Prioritise tasks based on deadlines and importance, and be okay with the fact that some things might have to wait.

Igreja Matriz de Almargem do Bispo, Church | Portugal | Photo by PEDIPortugal Weddings

Time for Planning

Ensure you allocate time for planning. This means dedicating specific times in your week to focus on wedding stuff. You can make the most of your weekends and evenings, for example. It may be possible for you to spend one hour each day after work or a few hours on the weekends. Your lunch break can also be used to complete different wedding planning tasks like vendor phone calls, checking online inspiration, or finalising the guest list. If you make small efforts every day, you’ll make your way through all of it.

Once you’ve decided on your planning times, try your best to follow them as much as possible to avoid getting stressed. Treat them like important appointments that you can’t miss.

Break down the tasks into smaller, more manageable chunks. For example, one week you might just focus on finding a venue, and the next week you can customise your invitations.

Quinta A Lendária, Venue | Barreiro, Portugal | Photo by PEDIPortugal Weddings

Online Planning Tools

These tools are your wedding assistant, but always accessible at your fingertips! Imagine for a second how great it would be to have a virtual assistant who reminds you about the tasks to be done, ensures you set deadlines, and reminds you of important things. Each of those digital assistants is ideal to make your wedding planning process easier, even if you have a busy schedule.

You can do everything in one place: budgets, guest lists, venue and vendor selections, schedules, searching and many more. They offer some excellent, easy-to-use features, such as customisable checklists, countdown timers, and budget trackers. You can compare vendors, manage RSVPs, and even create a seating chart with just a few clicks. This will save hours of exhausting effort and guarantee that your guests are seated comfortably.

Moreover, they are always available to you anytime you want to check out your plans, whether you’re at work during your lunch break or relaxing at home after a long day.

Quinta A Lendária, Venue | Barreiro, Portugal | Photo by PEDIPortugal Weddings

Stay Organised

Keep all your wedding stuff organised in one place, whether it’s a physical binder or a digital folder. Online planning tools allow you to organise contracts, agreements, and other important paperwork in one place. It will be easier to keep track of everything and find what you want when you need it.

Create a Separate Email

Create one email for wedding planning and leave your work and personal emails untouched. This way, you will stay organised and won’t miss any important messages about the wedding. As a result, it will help you reduce the amount of stress you experience during this time.

Also, you will not get distracted by wedding emails during your working day. You can read them during lunchtime or after work.

Portugal | Photo by PEDIPortugal Weddings

Stay Flexible

Sometimes, plans do not go the way we want. It can be due to work or other surprises. It is always a good idea to be flexible. Do not be scared to think about new suggestions or options. For example, you can try changing dates, searching for other vendors, or even changing the venue. It is better to find other options that could easily work, instead of getting frustrated. There are always many good alternatives.

And most importantly, not everything can be planned out to perfection. Set realistic expectations for what you can do in a given amount of time. If something does not go exactly the way you planned, it is okay.

Ask for Help

Don’t be afraid to ask your friends and family for help. They’ll probably be excited to lend a hand. Maybe someone is great at making decorations or knows a good caterer. Divide the tasks between you, your partner, and anyone else who’s willing to help. This way, you’re not doing everything on your own.

Portugal | Photo by PEDIPortugal Weddings

Choose Flexible Vendors

Flexible vendors will be able to work around your availability. They have no problem planning meetings when you are free. It can be after your working hours or during the weekend. This way, you will be comfortable that you can plan meetings with them that will not interfere with your day job.

Flexible vendors are comfortable with changes. Since life at work is always crazy busy, sometimes you can have last-minute changes. Maybe you need to reschedule a meeting or change a few things on the timeline. Whether it’s through email, phone calls, or video chats, flexible vendors make communication easier for you. This way, you can still keep in touch without stressing out.

Equally important, they also prove their flexibility in the type of services and packages they offer. To that end, vendors adjust their plans and packages to ensure everything works well for you. They understand you may not have enough time to deal with every detail. Therefore, they give you a choice to customise your preferences and budget. This way, you can save time and energy in the long run.

Barreiro, Portugal | Photo by PEDIPortugal Weddings

Communicate with your Employer

If your wedding planning starts to affect your work, you should talk to your employer about it. Be honest and let them know what’s happening. Mention if you need time off for appointments or to handle wedding tasks.

If possible, it would be very good if you could save some holidays for wedding stuff. This will give you extra time without affecting your work schedule too much.

Also, find out if your employer offers flexible working hours or the option to work from home. This can make it easier to attend vendor meetings or handle last-minute wedding tasks.

Try to keep work and wedding planning separate as much as possible. Create limits for yourself so that you don’t go crazy from the amount of work and give yourself time to relax. Stay focused on your job when you’re at work. Save the wedding chats for lunch breaks or after hours.

Be grateful to your employer for any help during this time. A simple “thank you” is always the best form of gratitude.

Sesimbra Natura Park, Venue | Sesimbra, Portugal | Photo by PEDIPortugal Weddings

Take Breaks

Do not forget to take breaks and relax. Yes, planning a wedding is very cool, but it’s also important to take care of yourself. Spend more quality time with your partner or do activities that help you unwind. It’s easy to get lost in the details and forget the reason why you are doing all this at all.

Hire a Professional

If you want things go smoothly then a professional wedding planner should be considered for your big day. They are wedding experts so a lot of the tension can be taken off your shoulders. They can help you on everything from choosing the venue and vendors to setting up a timeline for your wedding day. With their help, you can concentrate on your job and enjoy the wedding planning process without feeling overwhelmed. The wedding planner can also help you to keep costs under control. They are able to offer advice on possible areas where money could be saved and keep a record of what you spend.

Sesimbra Natura Park, Venue | Sesimbra, Portugal | Photo by PEDIPortugal Weddings

Celebrate Small Milestones

It can be tough to plan your wedding while working full-time. However, can be a good way to keep you happy and positive if you celebrate your small wins along the way. Any milestone is a reason to celebrate each week. Whether you have finished your guest list, booked a venue, or decided on your colour scheme, that is something to celebrate. Don’t forget to track your progress and give yourself credit for the hard work you are doing. Celebrate the small wins, and you will manage the entire wedding planning process with so much ease even with a busy work schedule.

Quinta A Lendária, Venue | Barreiro, Portugal | Photo by PEDIPortugal Weddings

To sum up, there is no question that planning a wedding while having a full-time job is extremely hard. Yet, it is completely achievable with the right planning and organisation. If you follow these tips and strategies, you will be able to organise your dream wedding and not lose your mind and job along the way. After all, it’s all about finding a balance and focusing on the things that are most important to you and your partner. As long as you take the right attitude, you can have a happy wedding planning journey as well as your busy business life.

I’m so grateful that you came on this journey with me. If you liked what you read and want to see more of my work, please check out my portfolio here. I’d love to hear what you think. Thank you so much for your support!

Pedro Cruz

Wedding photographer and videographer from Lisbon, Portugal. Here is Pedro Cruz's short bio.

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