Wedding Planners: Your Schedule, Sorted

Wedding planners can be a huge help when it comes to organizing your big day, and one of their many tasks is scheduling appointments. A good wedding planner will guide you through the entire process, from selecting a venue to tracking your budget and handling logistics.

If you're wondering whether a wedding planner schedules all appointments, the answer is yes. Wedding planners are responsible for creating a comprehensive schedule and ensuring that everything runs smoothly on the wedding day. They will work with you to determine the order of appointments, such as hair and makeup, and coordinate with vendors to avoid any delays.

However, it's important to note that the level of involvement of a wedding planner may vary depending on the services you require. Some couples may opt for a full-service planner, while others may prefer a month-of or day-of coordinator. It's essential to communicate your expectations and needs clearly to ensure that your wedding planner can provide the necessary support.

Ultimately, a wedding planner is there to help reduce your stress and make your wedding day as enjoyable and memorable as possible.

Wedding planner vs. coordinator

Wedding planners and coordinators both play a crucial role in ensuring that a couple's big day goes off without a hitch. While there is some overlap between the two roles, there are also distinct differences that are important to understand when deciding which to hire.

Wedding Planner

A wedding planner is a decision-maker and creative force who helps to bring a couple's vision for their wedding to life. They are involved throughout the entire planning process, typically starting around 12 months before the wedding. Wedding planners help with everything from managing the budget and selecting vendors to overseeing the execution of the couple's vision on the day of the wedding. They also attend all vendor meetings, create detailed timelines and floor plans, manage the rehearsal, and handle any issues that arise. In addition, some wedding planners also offer design or styling services, helping to create the overall aesthetic of the event.

Wedding Coordinator

A wedding coordinator, on the other hand, focuses primarily on the logistics of the wedding day itself. They typically begin helping the couple prepare about a month before the wedding and function as the point-person on the day of. Coordinators will confirm the scope of services with vendors, create a timeline for the day, and ensure that all the details are in order. They fill in any gaps in information and make sure that everything goes according to plan. Wedding coordinators do not typically offer guidance during the planning process and are not involved in tasks such as budget management or vendor selection.

The decision to hire a wedding planner or coordinator depends on several factors, including budget, time availability, and the level of guidance desired. Wedding planners are typically more expensive due to the greater number of hours they put in, but their experience and guidance can also help to save money in the long run. For couples with busy schedules or limited time to dedicate to planning, a wedding planner can be a valuable asset. On the other hand, couples who are excited to plan their own wedding but want someone to handle the logistics on the day may prefer a coordinator. Ultimately, both professionals can help to ensure that the couple can enjoy their wedding day stress-free.

Pros and cons of a wedding planner

Planning a wedding can be a stressful and time-consuming process. Hiring a wedding planner can be a great decision as long as you find someone you click with and can fit into your budget. Here are some pros and cons of hiring a wedding planner to help you make that decision:

Pros of Hiring a Wedding Planner:

• You'll have the help of a professional who can guide you through every step of the planning process.
• Wedding planners have industry knowledge and contacts that can save you time and money. They may be able to score you exclusive deals and discounts.
• They will take care of the small details and notify you of important decisions, ensuring a smooth planning process.
• You can bounce ideas off them and benefit from their expertise in wedding trends and design ideas.
• You'll have more time to focus on other things, like your job or personal life, reducing stress levels.

Cons of Hiring a Wedding Planner:

• It is an additional expense that may not fit into your budget, especially if you are already struggling financially.
• You will need to relinquish some creative control and may not be able to implement all your specific ideas.
• Your wedding may not feel as personal, and you might end up feeling detached from the planning process, missing out on the fun of creating a DIY wedding.
• It can be challenging to find a wedding planner who truly understands your vision and with whom you can connect.

Pros of Planning Your Own Wedding:

• You will have complete control over every detail, from the save-the-dates to the wedding favors, allowing you to create a personal celebration.
• You can save money by not hiring a professional, which is especially beneficial if you are on a tight budget.
• You can handpick every aspect of your wedding, from the vendors to the decorations, ensuring it aligns with your unique vision.

Cons of Planning Your Own Wedding:

• You won't have the professional insight and industry contacts that a wedding planner would provide. This may be more challenging for a destination wedding.
• It will require a significant time commitment, which could be overwhelming for busy individuals.
• You may encounter unexpected issues that a professional would have foreseen, and you'll need to think on your feet to resolve them.

When to hire a wedding planner

Planning a wedding can be an exciting yet overwhelming experience. A wedding planner can help you coordinate, manage your budget, and access exclusive vendors. They can also save you time and money. So, when is the best time to hire a wedding planner?

• 12-14 months before the wedding is the ideal length for an engagement. This gives you enough time to research and find the right planner for your needs and preferences. It also allows the planner to help you secure your desired vendors and venues, which may book up quickly.
• If you have a shorter engagement, condense the wedding schedule and try to complete tasks earlier. For example, if you are getting married in six months, try to accomplish all the tasks for the first six months of a typical wedding planning timeline within the first month.
• If you are getting married in over a year, you may want to wait until you are about a year out from your wedding date to hire a wedding planner. Some planners may not contract outside of 18 months.
• Keep in mind that the sooner you hire a wedding planner, the more help they can provide. They can keep an eye out for sales and specials and ensure you get the vendors you want at a price you can afford.
• If you already have a planner in mind and want to save money, it may be a good idea to hire them further in advance. This way, you will have a better sense of your budget and can lock in their services at the current rate.
• If you are feeling overwhelmed or stressed by the planning process, it may be a good time to hire a wedding planner. They can help you navigate the numerous decisions and provide support and guidance.
• If you are getting married during or after the Covid-19 pandemic, a wedding planner can be especially helpful. They can assist with downsizing your guest list, communicating with guests, distancing guidelines, screening guests and vendors for symptoms, and coordinating safe food practices.

How to find a wedding planner

Finding a wedding planner can be a daunting task, but it doesn't have to be. Here are some tips to help you find the perfect planner for your big day:

• Start your search early: It is recommended that you find a wedding planner at least 12 months before your wedding to give yourself plenty of time to work together.
• Ask for referrals: A great way to find quality recommendations is by asking friends, family, or coworkers who have recently been married. You can also ask other vendors like photographers (not venues) for recommendations.
• Check online resources: Look for wedding planners on websites like The Knot Marketplace or Zola, which offer helpful tools for finding top-rated vendors. You can also search on social media platforms like Instagram, Facebook, and TikTok.
• Utilize local resources: Attend bridal shows or open houses at different venues to see how planners engage with prospective couples. Check local brides' Facebook groups for recommendations.
• Match your aesthetic: Ensure that the prospective planner has experience with weddings that fit your desired theme and style.
• Discuss budget and fees: Be clear about how much help you need (day-of coordination, partial planning, or full service) and ask about the planner's pricing model.
• Identify shared values: You will be spending a lot of time with your planner, so it's important to find someone you like and trust. Make sure their values align with yours and that you feel comfortable communicating with them.
• Double-check services: Confirm that the planner can provide the services you need, such as drafting timelines, reviewing contracts, and coordinating with vendors.
• Prepare for the first meeting: Ask the planner what they would like you to bring to the first meeting. This may include information about your vision, budget, and what you have booked so far.

What a wedding planner does

A wedding planner can be an invaluable asset when it comes to organising your big day. From creating a structured timeline to managing all the logistics, a wedding planner will guide you through the process and ensure that no detail is overlooked. Here's an overview of what a wedding planner does:

• Help to establish a realistic budget and provide market research to inform your decisions.
• Assist in selecting a venue that aligns with your vision, guest count, and budget.
• Create a comprehensive wedding checklist and timeline to ensure that tasks are completed in a timely manner.
• Source and coordinate vendors, including caterers, photographers, florists, musicians, and entertainment. This includes managing contracts, payments, and day-of logistics for these vendors.
• Guide you in selecting a theme or style for your wedding, from colour palettes to decor.
• Handle the administrative tasks, such as insurance policies, permits, and marriage license requirements.
• Manage the guest list and create a seating chart to ensure a seamless experience for your guests.
• Organise transportation and accommodation for the wedding party and guests, if needed.
• Oversee the rehearsal dinner and ensure that all participants are aware of the schedule and their responsibilities.
• Manage the flow of the wedding day, including the ceremony, reception, and any other events, ensuring that everything runs smoothly and on time.
• Handle last-minute changes or issues that may arise, allowing you to relax and enjoy your special day.

A wedding planner's role is to ensure that your wedding day is stress-free and joy-filled, allowing you to celebrate with your loved ones without worrying about the logistics. They will work with you to bring your vision to life and create a memorable experience for you and your guests.

Frequently asked questions