Planning a wedding in Wisconsin while living out of state can feel overwhelming. For couples in Chicago and beyond, Wisconsin has a lot to offer, from unique venues to its relaxed Midwest vibe. But handling the details from afar? That takes some strategy. As Wisconsin wedding planners, here’s our tips on how to make it happen without the stress.
Start with Your Wedding Vision
Decide on Your Style and Priorities
What kind of wedding do you want? An al fresco dining experience, a modern reception venue in Milwaukee, or a lakefront ceremony in Madison? Pinning down your style and priorities early will make decisions easier as you move forward. Think about the mood you want to create and what details are non-negotiable for you as a couple. Whether it’s botanical, greenhouse vibes at The Tinsmith or an outdoor, European-inspired celebration at the Villa Terrace, this first step will guide every choice you make.
Also, consider the guest experience. A venue with ample accommodations and fun local attractions can make your wedding feel like a mini getaway for your loved ones.
Set a Budget That Works
Wisconsin weddings can fit a range of budgets, but it’s important to account for things like travel, in-person planning trips, and shipping items if needed. Having a clear budget upfront will help you stay on track. Don’t forget to allocate funds for unexpected costs, like last-minute decor changes or extra rental fees. A realistic budget will also help you prioritize what’s most important to you, whether it’s an open bar at your Milwaukee Art Museum reception, a top-tier photographer (we love Wanderlynn Photography), or a show-stopping floral installation by Daffodil Parker.
Build Your Local Vendor Team
Work with a Wisconsin-Based Wedding Planner
A planner who knows the area is a game-changer. They can handle the local details, recommend vendors, and keep everything running smoothly so you don’t have to make constant trips. A good planner acts as your boots on the ground, scouting venues, attending vendor meetings, and troubleshooting any hiccups. Plus, they’ll have insider knowledge about venue limitations, seasonal availability, and cost-saving tips that you wouldn’t easily find on your own.
Research Vendors Thoroughly
When you can’t meet vendors in person right away, lean on reviews, online portfolios, and video calls to get a feel for their style and professionalism. A good planner can also connect you with trusted vendors, from photographers to caterers. Ask lots of questions during virtual consultations—What’s their approach? How do their payment process work? What’s included in their packages? These conversations will help you feel confident in your choices.
Don’t hesitate to ask vendors for references or examples of past weddings similar to yours. This is especially helpful when choosing a florist, baker, or rental company that will bring your vision to life.
Pick the Perfect Wisconsin Venue
Conduct Virtual Tours
Many venues now offer virtual tours or video walkthroughs, which can help you narrow your options before visiting in person. As your wedding planner, we offer this service to our clients! It’s a great way to see how a space aligns with your vision without leaving home. Make note of the venue’s layout, lighting, and available amenities during these tours. Is there a good space for your ceremony? How does the reception area flow? These details can help you visualize your day more clearly. Check out our favorite modern wedding venues in Madison and luxury wedding venues in Milwaukee.
Think About Guest Convenience
Choose a venue that’s easy for your guests to get to and has nearby lodging options. If most of your guests are traveling from Chicago, proximity to airports or major highways can make a big difference. Venues in cities like Milwaukee, Madison, or Lake Geneva often strike a good balance between accessibility and a beautiful setting.
Also, consider parking options and transportation to and from the venue. For larger guest lists, providing shuttle service can simplify logistics and enhance the overall experience.
Book Early
Popular Wisconsin venues tend to book up quickly, especially during peak wedding season (spring through fall). Lock in your date as soon as you can to avoid disappointment. When signing contracts, be sure to ask about cancellation policies, rescheduling options, and what’s included in the rental fee (tables, chairs, linens, etc.). Having this information upfront will help you avoid surprises later.
Use Planning Tools and Resources
Stay Organized with Planning Tools
Tools like Zoom, shared spreadsheets, and online design boards (hello, Pinterest!) can help you stay on top of planning without being physically present. These tools also make it easy to collaborate with your planner and vendors. Consider using a wedding planning app to track your budget, manage your guest list, and store important documents. For our clients, we provide a custom planning portal, Aisle Planner, to house all of their wedding details, including their budget, floor plans, planning documents, planning checklists, guest seating arrangements, vendor contracts, and so much more.
If you’re a visual planner, create a mood board that includes your color palette, decor ideas, and inspiration photos. Share this with your vendors to ensure everyone is on the same page.
Plan In-Person Visits
Try to schedule one or two trips to Wisconsin to tackle key decisions like tastings, dress fittings, or finalizing venue details. Coordinate these visits with your planner to make the most of your time. If possible, combine these trips with engagement photos or a mini getaway to make the experience more enjoyable.
Communicate Clearly
Frequent check-ins with your planner and vendors will keep everyone aligned. Don’t be afraid to ask questions or clarify expectations along the way. Detailed email summaries after meetings can be a helpful way to confirm what was discussed and agreed upon.
Make It Easy for Your Guests
Share Travel and Stay Details
Set up a wedding website with everything your guests need to know: venue addresses, hotel options, transportation tips, and fun things to do in the area. This makes it simple for them to plan their trip. Include maps, local restaurant recommendations, and a schedule of events to ensure your guests feel prepared and excited. Don’t forget to include information about your rehearsal dinner. Check out our favorite rehearsal dinner spots in Madison.
Add Personal Touches
Give your guests a taste of Wisconsin with thoughtful details, like:
- Cheese curd appetizers at cocktail hour from Curd Girl
- A signature Wisconsin Brandy Old Fashioned cocktail
- Local beer from New Glarus Brewing or wine from Wollersheim Winery
- Late night snacks from Culver’s
These small touches can make your wedding feel more personal and memorable while giving your guests a true Wisconsin experience.
Stay Flexible and Enjoy the Process
Planning a wedding from out of state doesn’t have to be overwhelming. With the right team and tools, you can stay on top of the details and focus on what matters most—celebrating YOU! Remember, it’s okay to lean on your planner and vendors. They’re there to help bring your vision to life.
Embrace the unexpected, too. Things might not go exactly as planned, but often those moments create the best memories. Whether it’s a funny travel mishap or a spontaneous dance-off at your reception, these experiences will add to the story of your wedding.
We’re pros at helping out-of-state couples plan their Wisconsin weddings. From finding your venue to handling all the details, we make sure your day is exactly how you want it—without the stress. Reach out to us today to get started on planning your Wisconsin wedding, no matter where you’re coming from!
