You Just Got Engaged—Now How Do I Plan a Wedding?

Your complete guide to turning "Yes!" into "I Do" without losing your mind (we promise it's possible)

You said yes. Or maybe you asked and they said yes. Either way, there's a ring, there are happy tears, and approximately 47 people have already asked "So when's the wedding?" before you've even finished posting the engagement photo.

Congratulations! You're engaged! It's magical! It's exciting! And if you're anything like most newly engaged couples in Kansas City, you're also slightly panicking because you have absolutely no idea what happens next.

Take a breath. We've got you.

As your wedding catering and planning partner, we've walked hundreds of Kansas City couples through this exact moment....that beautiful, overwhelming space between "we're engaged!" and "we're married!" where you need to figure out how to actually plan a wedding. And here's the first thing you need to know: You don't have to figure it all out today.

But you do need to know where to start. So let's talk about how to build the foundation for your perfect wedding day, one decision at a time, starting with the team that's going to make it all happen.

First Things First: Take a Moment to Just Be Engaged

Before You Do Anything Else

Seriously. Before you open a single wedding website, before you text every venue in Kansas City, before your mom sends you the seventeenth Pinterest board, just be engaged for a minute.

Go to dinner and talk about what marriage means to you. Celebrate with friends. Wear your ring and feel this joy. The wedding planning can wait 48 hours. This moment of pure excitement before the logistics kick in? That's precious. Don't skip it.

Okay. Ready? Let's plan a wedding.

Building Your Wedding Planning Team: The Foundation of Everything

Why Your Team Matters More Than Your Theme

Here's what nobody tells you when you get engaged: Your wedding day will have approximately 10,000 moving parts, and you cannot (should not) manage them all yourself.

The couples who have the best weddings aren't the ones who did everything themselves. They're the ones who built a team of professionals they trusted, then actually trusted them.

Your wedding planning team is the difference between enjoying your engagement and drowning in spreadsheets. Between being present on your wedding day and frantically troubleshooting crises. Between a celebration that feels effortless and one where you're exhausted before dinner even starts.

The Core Team Every Couple Needs:

Wedding Planner or Coordinator This is not optional, even if you think you're "organized enough to handle it." A wedding planner manages timelines, coordinates vendors, handles day-of logistics, and solves problems you don't even know exist yet. They're the reason you get to enjoy your wedding instead of managing it.

We offer full wedding planning and day-of coordination. We also love sharing the names of our favorite planners in the city because we've seen what happens when couples try to manage everything themselves. Spoiler: They miss moments.

This job is about making those moments for you, so we care if you miss them!

Wedding Venue Your venue choice impacts everything else: date availability, guest capacity, catering options, décor needs. This is typically one of the first decisions you'll make because availability determines so much of your timeline.

Kansas City has incredible wedding venues ranging from historic estates to modern event spaces to intimate gardens. Your venue should reflect your style and accommodate your guest list comfortably

Wedding Catering Food is how you take care of your guests. It's the experience they'll talk about afterward. It's the fuel for dancing and the backdrop for toasts. Your caterer isn't just preparing meals; they're creating an experience and managing one of the most critical elements of your timeline.

Photographer, these are the memories you'll have forever. Find someone whose style matches your vision and whose personality fits your vibe. You'll spend more time with your photographer on your wedding day than almost anyone else.

Additional Team Members: Depending on your wedding vision, you might also need: DJ or band, florist, hair and makeup artists, officiant, rental companies, transportation coordination.....but you don't need to remember all these vendors because you hired a planner ;)

What to Think About Before Approaching Caterers

The Questions That Save Everyone Time

Before you reach out to wedding catering companies in Kansas City, having clarity on a few key questions will help you get accurate information and find the right fit faster.

Your Must-Knows:

Wedding Date (or Top 3 Potential Dates) Even if you're flexible, having specific dates to discuss helps caterers tell you immediately what's possible. Peak season (May-October) books up fast, so having options is smart.

Approximate Guest Count "Between 100-150" is fine. "Somewhere between 50 and 300" is too broad to price or plan effectively. Get reasonably close to your actual guest list size.

Wedding Venue (or Short List) Some venues have preferred caterers. Some have kitchen limitations. Some require specific rental equipment. Knowing your venue helps caterers give you accurate information about what's possible and what's needed.

Service Style Preference Do you envision plated courses, buffet stations, family-style serving, or food stations? Each creates a different experience and impacts pricing, timing, and logistics differently.

Dietary Considerations If you know you'll have significant dietary restrictions among your guests (vegetarian, vegan, gluten-free, allergies), mention this upfront. Good caterers build this into planning from the beginning rather than treating it as an afterthought.

Budget Reality You don't need an exact number, but "We're thinking around $X per person" helps caterers recommend appropriate menu options. Wedding catering ranges dramatically in price based on menu complexity, service style, and event logistics.

What You Don't Need to Know Yet:

You don't need your complete menu decided. You don't need to know every logistical detail. You don't need your color scheme or décor finalized. Good caterers will guide you through menu development once you've established the basics.

What matters most is choosing a catering partner you trust, then working together to create the experience you're envisioning.

Why Wedding Planning and Day-of Coordination Matter

The Difference Between "Fine" and "Flawless"

Let's talk about why professional wedding planning and coordination isn't a luxury; it's the difference between being a guest at your own wedding and being the event manager who happens to be getting married.

What Full Wedding Planning Actually Does:

Timeline Development: Your planner creates the master timeline that coordinates every vendor, every moment, every transition throughout your day. This isn't just "ceremony at 4, reception at 6"; it's when the florist arrives, when hair and makeup starts, when the photographer captures getting ready shots, when appetizers come out, when the DJ needs the room cleared for dancing.

Vendor Coordination: Your planner communicates with every vendor, ensures everyone has the information they need, and manages the relationships so you don't have to field 47 separate emails about timing and logistics.

Budget Management: Wedding costs add up shockingly fast. A planner helps you allocate your budget strategically, knowing where investing matters most and where you can save without compromising quality.

Problem Prevention: Planners see potential issues before they become actual problems because they've done this before. They know which rental companies are reliable, which venues have tricky logistics, what timing actually works versus what sounds good in theory.

What Day-of Coordination Provides:

Maybe you want to plan your own wedding, but need someone to manage the execution.

That's where day-of coordination becomes essential.

Your Coordinator:

• Manages the entire wedding day timeline

• Coordinates all vendors and ensures everyone's on schedule

• Handles setup and breakdown logistics

• Solves problems before you even know they exist

• Ensures you're where you need to be, when you need to be there

• Manages family members, bridal party, and guest needs

• Lets you be fully present instead of mentally managing logistics

We offer both full planning and day-of coordination because we've seen what works. The couples who enjoy their weddings most are the ones who delegate the management to professionals, then show up ready to celebrate.

Kansas City Wedding Planning Timeline

When to Book What (And Why It Matters)

Now that you understand who you need on your team, here's when to actually book them:

12-18 Months Before:

• Choose your wedding date

• Book your venue

• Hire your wedding planner (if doing full planning)

• Secure your photographer

• Book your wedding catering

  
  

Yes, wedding catering books this far out. Kansas City's best caterers have limited weekend availability, especially during peak season. If you're getting married May through October on a Saturday, you're competing with every other couple who chose the same timeframe.

9-12 Months Before:

• Book your florist

• Secure DJ or band

• Order your wedding dress

• Book hair and makeup artists

• Arrange ceremony officiant

6-9 Months Before:

• Send save-the-dates

• Book transportation if needed

• Order bridesmaid dresses and groomsmen attire

• Finalize ceremony and reception details with vendors

3-6 Months Before:

• Send wedding invitations

• Finalize menu with caterer

• Complete rental orders

• Confirm all vendor details and timelines

1-3 Months Before:

• Hire day-of coordinator (if not already done)

• Final dress fittings

• Confirm final guest count with caterer and venue

• Create seating chart

• Finalize wedding day timeline with all vendors

The Week Before:

• Final vendor confirmations

• Rehearsal and rehearsal dinner

• Get marriage license

• Pack for honeymoon

• Trust your team to handle everything else

The Wedding Catering Conversation

What to Expect When You Contact Us

When you reach out about wedding catering in Kansas City, here's typically how the process works:

Initial Consultation: We'll discuss your vision, guest count, venue, service style preferences, and budget parameters. This helps us understand what you're creating and whether we're the right fit.

Menu Development: Based on your preferences and any dietary needs, we'll propose menu options that match your style and budget. This is collaborative, we bring expertise about what works well, you bring knowledge of your guests and vision.

Tasting: Before finalizing your menu, you'll taste the actual dishes we'll serve at your wedding. This ensures you're confident in the food quality and confirms flavor preferences.

Timeline Coordination: We'll work with your planner (or serve as your day-of coordinator) to ensure food service timing integrates perfectly with your overall wedding timeline.

Final Confirmations: About a month before your wedding, we'll confirm final guest count, any last-minute dietary needs, and review the complete timeline one more time.

Wedding Day Execution: We arrive with everything needed, set up seamlessly, serve your guests beautifully, and handle all food-related logistics so you never think about it.

Choosing Your Wedding Catering Team

What to Look for in Your Caterer:

Experience with your venue or venue type. Different spaces have different challenges and opportunities. Caterers familiar with your venue (or similar venues) execute more smoothly.

Flexibility in menu development. Your caterer should guide you while accommodating your preferences, dietary needs, and cultural traditions.

Professional coordination capabilities. The best caterers don't just drop off food; they manage timing, coordinate with other vendors, and integrate seamlessly into your wedding day.

Clear communication and responsiveness. Planning a wedding is stressful enough without vendors who are hard to reach or unclear about expectations.

Genuine care about your experience. This sounds soft, but it matters enormously. You want a catering team that treats your wedding like it matters, because it does!

Your Wedding Planning Journey Starts Here

Ready to Start Planning?

Contact us for a consultation about wedding planning and catering in Kansas City. Let's talk about your vision, your timeline, and how we can help you create a wedding day you'll actually get to enjoy.

Congratulations on your engagement. Now let's plan a wedding that's as beautiful as this beginning.