Artificial intelligence is revolutionising wedding planning, but knowing where to start can feel overwhelming. This comprehensive guide walks you through exactly how to use AI to plan your wedding, from initial setup to your big day.
Whether you're just engaged or months into planning, this step-by-step approach will help you leverage AI to save time, reduce stress, and create the wedding of your dreams.
Step 1: Choose Your AI Wedding Planning Approach
Before diving in, decide which AI approach aligns with your planning style:
Option A: Purpose-Built AI Assistant (Recommended)
Use a dedicated wedding AI like Franck that remembers everything and can take actions on your behalf.
Best for: Busy couples who want comprehensive assistance
Time investment: Minimal ongoing effort
Option B: General AI + Manual Organisation
Use ChatGPT or similar for advice while manually organising the information.
Best for: Couples who enjoy the planning process but want AI insights
Time investment: Significant manual work required
Option C: Hybrid Approach
Combine purpose-built AI for logistics with general AI for creativity.
Best for: Couples who want the best of both worlds
Time investment: Moderate
Step 2: Set Up Your AI Wedding Assistant
Regardless of which AI you choose, proper setup is crucial for success. Here's how to maximise your AI's effectiveness:
Essential Information to Provide
Basic Wedding Details:
- Wedding date (or preferred time of year)
- Guest count (approximate is fine initially)
- Budget range
- Location/region preferences
- Venue type preferences (church, barn, hotel, etc.)
Style and Preferences:
- Overall vibe (formal, casual, rustic, modern, etc.)
- Colour schemes or themes you're drawn to
- Must-have elements (live band, specific cuisine, etc.)
- Absolute no-gos (things you definitely don't want)
Logistics and Constraints:
- Dietary restrictions or cultural considerations
- Accessibility requirements
- Photography/videography preferences
- Transportation needs
- Accommodation requirements for guests
Sample Setup Conversation with AI
You: "Hi! We're getting married in September 2026. We have about 85 guests and a budget of £18,000. We love the rustic barn aesthetic and want something in or around Surrey. I'm vegetarian, and about 15 of our guests are too. We definitely want a live band for the reception and professional photography. We're both pretty busy with work, so we need help with the research and coordination. Can you help us plan?"
AI Response: "Congratulations! I'd love to help you plan your rustic barn wedding in Surrey. Based on what you've shared, I can already see some great directions for your planning...
Step 3: Use AI for Venue Research and Selection
This is where AI truly shines, handling the time-consuming research that traditionally takes weeks.
Effective AI Prompts for Venue Research:
"Find barn wedding venues within 45 minutes of Guildford, Surrey that can accommodate 85 guests, have vegetarian catering options, and fit within a £6,000 venue budget. I need availability for September 2026."
Follow-up Questions to Ask Your AI:
- "Which of these venues has the best reviews for vegetarian food?"
- "What are the typical additional costs I should expect?"
- "Can you draft an availability inquiry email for my top 3 choices?"
- "What questions should I ask during venue visits?"
Step 4: Vendor Research and Coordination
Use AI to streamline the vendor selection process across all categories.
Strategic Vendor Research with AI:
Photography:
"Find wedding photographers in Surrey specialising in rustic/outdoor weddings, with packages under £2,500, who are available September 2026. Look for natural, candid photography styles rather than overly posed shots."
Catering:
"Research caterers who excel at vegetarian and vegan options, can work at barn venues, and fit our budget of £50-65 per person. We want locally sourced, seasonal ingredients if possible."
Entertainment:
"Find live wedding bands in the Surrey area that play acoustic/folk music during ceremony and indie/rock for reception. Budget around £1,200-1,500. They need to be comfortable playing at outdoor/barn venues."
Step 5: Budget Management with AI
Use AI to create and maintain a realistic budget that adapts as you make decisions.
AI Budget Planning Prompts:
"Create a detailed wedding budget breakdown for an £18,000 rustic barn wedding with 85 guests in Surrey. Prioritise photography, food quality, and live music. Include a 10% contingency fund."
Ongoing Budget Management:
- Update your AI with actual quotes as you receive them
- Ask for reallocation suggestions when you overspend in one category
- Request cost-saving alternatives that maintain your priorities
Step 6: Timeline and Task Management
Let AI create and manage your wedding planning timeline.
Timeline Creation Prompt:
"Create a comprehensive wedding planning timeline for a September 2026 wedding. We're starting planning in February 2026. Break it down by months and include all major tasks, booking deadlines, and decision points."
Weekly Check-ins:
Schedule regular conversations with your AI to:
- Review completed tasks
- Identify upcoming deadlines
- Address any emerging issues
- Update preferences based on what you've learned
Step 7: Guest Management and Communications
Use AI to streamline guest-related tasks and communications.
Save-the-Date and Invitation Management:
- Draft save-the-date text
- Create invitation wording
- Develop RSVP tracking systems
- Write follow-up messages for non-responses
Guest Experience Planning:
"Help me plan the guest experience for our wedding. We have guests traveling from London, Manchester, and Birmingham. What accommodation and transportation options should I research? How can we make the day special for everyone?"
Step 8: Last-Minute Coordination
In the final weeks, use AI to ensure nothing falls through the cracks.
Final Month Checklist with AI:
- Confirm all vendor details and timing
- Finalise seating arrangements
- Create day-of timeline for vendors
- Prepare contingency plans for weather/issues
- Draft thank-you note templates
Pro Tips for AI Wedding Planning Success
1. Be Specific with Requests
Instead of "find photographers," say "find natural light wedding photographers in Surrey under £2,500 who specialise in rustic barn venues."
2. Provide Context and Constraints
Always include your budget, location, date, and any special requirements in your requests.
3. Ask for Multiple Options
Request 3-5 options for vendors or venues to give yourself choices while avoiding overwhelm.
4. Use AI for Decision-Making
When stuck between options, describe your priorities and ask AI to help you evaluate the trade-offs.
5. Keep Learning and Adjusting
As you learn more about your preferences, update your AI with new information.
Common Pitfalls to Avoid
- Under-utilising AI capabilities: Don't just ask basic questions; use AI for complex analysis and decision support
- Not providing enough detail: Vague requests lead to generic, unhelpful responses
- Failing to follow up: AI can provide great starting points, but you need to verify information and take action
- Ignoring your instincts: AI is a tool to inform decisions, not make them for you
Measuring Success
You'll know your AI wedding planning approach is working when:
- You're spending less time on research and more on decision-making
- You feel confident about your vendor choices
- Your budget is on track with realistic expectations
- You're hitting timeline milestones without stress
- You're actually enjoying the planning process
Conclusion
Using AI for wedding planning isn't about removing the personal touch from your special day—it's about eliminating the tedious, time-consuming tasks so you can focus on the decisions and details that truly matter.
By following this step-by-step approach, you'll harness AI's power to create a wedding planning experience that's efficient, organised, and surprisingly enjoyable. The key is to start early, be specific with your requests, and use AI as your intelligent assistant rather than trying to do everything yourself.
Your dream wedding is absolutely achievable with the right AI tools and approach. Start today, and transform your wedding planning from overwhelming to exciting.