Virtual vs. In-Person: What Wedding Planning Tasks Should You Complete Online?

We’ve entered a time where anything can happen virtual or in person. Wedding planning is no different! There are so many tasks to consider that it can seem daunting to figure out how to conquer them all. While some can benefit from a quick click online, others should come back into the real world. Today on the blog, we have expert wedding vendors sharing with you their ideas on what tasks are better left online and which ones should happen in person!

A good rule of thumb: larger budget items in person, smaller budget items online.

“In our modern fast-paced world, time is the ultimate luxury. In between work and all of life’s commitments, planning a wedding can feel overwhelming! Our best piece of advice is to create a mood board and stick to it. Even better, separate it out into the timeline of the day. The larger budget must-haves should be done in person and all of the smaller detailed items can now be easily done online and delivered straight to your door. One of the best parts of your day will be getting ready with your ladies in the morning, and what better way to make this experience yours than with matching getting ready personalized robes or pajamas?! They not only make your morning moments magical, but they are the perfect gift for your ladies to wear long after the bouquet is thrown.” – Kristy Breed & Helen Semovski, Director & Designer, Le Rose Stories

Consider your five senses.

“When in doubt, use the five senses rule — if you need to touch it, smell it, or taste it, make the meeting in person. Tastings should be a priority, if at all possible. Being able to experience the plating, service process, and (sometimes) even taste the wine or cocktails you’re planning on serving alongside your chosen entree(s) are great quality assurance checks. That added layer of fine-tuning the details with your planning team will ensure an excellent guest experience.” – Ashley Lachney, Owner of Alston Mayger Events

Virtually find the venue of your dreams.

“Throw on your yoga pants, grab your laptop, and scope out a comprehensive list of wedding venues on websites like Here Comes The Guide! Find venues by area, budget, guest count, or style—from rustic barns to non-traditional industrial spaces and even woodsy retreats. See prices, get deals, view gorgeous photos, and watch wedding videos that basically offer a virtual tour of the event space. Then, book a site visit right there from the comfort of your couch.” – Jenna Miller, Creative Director of Here Comes The Guide

Take advantage of virtual options whenever you’re pressed for time!

“When your wedding planning it can seem like there isn’t enough time in the day, so take advantage of virtual opportunities when you’re pressed for time. You might not be able to taste a cake virtually, but you can tour a venue virtually, or plan out your wedding attire online. A lot of vendors have figured out how to replicate your planning process online, and thanks to efficient delivery services you can get free swatches to help color match, you can get a free Home Try-On delivered to your door, and have everything shipped to you and your wedding party well in advance of your big day. So sit back and relax…. When you can.” – Matt Ramirez, SVP of Marketing, Generation Tux

Get estimates virtually first.

“After over a year of doing just about EVERYTHING online, it’s clear that while some things have become easier to do virtually, others should be left for in-person meetings. I’ve found that Zoom meetings with my couples are much more schedule-friendly for everyone involved and you still feel like you’re meeting in person! I also love to get estimates, order linen swatches and utilize all the free vendor research tools online. Having so many virtual tools has made everyone’s lives easier and made planning tasks take way less time than they used to.” – Melanie Levin, Owner of LuckEleven Events

Get help virtually with online communities.

“Sometimes wedding planning can be overwhelming, and the thing you need most is just a little help! Joining online groups can give you an instant community, and they can also be a resource for inspiration and even help you secure vendors and shop for your wedding. There are so many types of groups tailored to different interests, so you can find the best virtual group for your needs! For instance, our Facebook group “Sensible. Sophisticated. Sustainable Weddings” is focused on budget-savvy and eco-conscious weddings.”- Maya Holihan, CEO & Founder, EWedded

Limit online tasks for when you’re certain of the quality.

“Online resources can make gathering supplies for your wedding a breeze, but I would limit your use of this to things like gifts (Etsy is my favorite for customized wedding party gifts) or other items that you can be certain of the quality! The risk you take in ordering things like linen or accent decor offline is that it could show up and not capture the look you had envisioned. This can cause extra work on your end rather than saving time.” – Alexandra Denniston, Owner & Lead Planner of Eventlightenment Planning

Meet with your planner at least once in person.

“It is super important, if you can that you meet your planner in-person at least once, or have enough calls that you feel comfortable and confident enough with them.” – Charlotte Ricard-Quesada, La Fête

Do the food tasting in person.

“Here is a crazy statistic for you: one in ten couples meets with their vendors 100% virtually, never meeting them in person before the wedding day. The bulk of wedding planning today can be done virtually! There are a few meetings I highly suggest taking place in person, one of them being the food tasting. Having a tasting delivered isn’t going to give you the same experience and going off descriptions is difficult. Carve out the time to visit with your caterer, see with your own eyes the presentation and taste the flavor profiles to make sure you love it! It’s much easier to make any modifications at a tasting, rather than on the day of.” – Nora Sheils, Founder Bridal Bliss + Co-Founder Rock Paper Coin

Your registry is a virtual no-brainer!

“There is no doubt that once you and your fiancé make it official, you will need various things to make your house a home. The best part is that this is something that can be done completely online and easiest to do virtually.” – Lisette Gatliff, Lisette OC Photography

Do the floral mock-up meeting in person.

“The floral mock up is a meeting that should take place in person. You will want to see the colors and textures without digital effects, and also ensure you love the touch and feel of everything together. Both of these meetings are as fun as they are informative, so I highly suggest making the time!” – Nora Sheils, Founder Bridal Bliss + Co-Founder Rock Paper Coin

Wedding dress shopping is usually best done in person.

“Wedding dress shopping is a task that you can do online, but I would recommend heading to a bridal store near you to find the perfect wedding dress for your big day. When you try on a dress in person, you have a good idea of how it looks on you, and how the textures look, and you can make a day out of it with those closest to you! It’s best practice to see your dress in person and how it looks on you before swiping your card.” – Lisette Gatliff, Lisette OC Photography 

Timelines & budget tracking can always be done online.

“A hybrid planning schedule can allow you to manage your time efficiently while focusing on all those tasks that require your full attention. There are several planning to-do’s that can be checked off your list virtually, such as finalizing timelines, keeping track of your budget, and design planning.” – HoneyFitz Events

Do any tastings, HMUA trials, and attire fittings in person.

“There are still some tasks though that can only be done in person and enjoy these! Cake tasting, caterer tasting, hair and make-up trial and of course your attire fittings! Try and do as many meetings in person if time permits it, but also do not feel guilty about using online, it fits within our daily lives today much better and makes our lives easier.” – Charlotte Ricard-Quesada, La Fête

vendor love

Image 1 Bridal Robes
Le Rose Stories
Image 2 Planner
LuckEleven Events
Image 2 Photographer
Kaycee Maye Photography
Image 3 Planner
Bridal Bliss
Image 3 Photographer
Amanda K Photography
Image 4 Planner
Alston Mayger Events
Image 4 Photographer
RT Faith Photography
Image 5,6 &7 Planner
HoneyFitz Events
Image 5,6 &7 Photographer
West Imagery