Wedding Planner's Rehearsal Dinner Invite: Necessary?

The rehearsal dinner is a pre-wedding celebration that usually takes place right after the wedding ceremony rehearsal. It is typically hosted by the groom's parents and is a great way to kickstart the wedding festivities. The guest list for this event can be tricky, and while some invitations are obvious, others are ambiguous. This raises the question: does the wedding planner get invited to the rehearsal dinner?

Wedding planner's contract

This contract is between [Client Names] and [Wedding Planner Name], collectively referred to as "the parties". This contract outlines the services that the wedding planner will provide for the rehearsal dinner and wedding of [Client Names].

Services

The wedding planner will provide the following services for the rehearsal dinner:

• Attend the rehearsal and stay for the dinner to oversee the event and ensure it runs smoothly.
• Assist with setting up the venue, including any decorations, seating arrangements, and audio-visual equipment.
• Coordinate with vendors, including caterers and rental companies, to ensure timely delivery and setup.
• Greet and direct guests upon arrival, ensuring they are comfortable and have everything they need.
• Act as a point of contact for the couple and their families, handling any last-minute requests or changes.
• Manage the timeline of the event, ensuring that toasts, gift-giving, and other activities stay on schedule.

Fees and Payment

The wedding planner's fees for the rehearsal dinner services will be [amount], which includes the cost of their meal. Payment is due in full by [date].

Additional Provisions

The wedding planner will not be held responsible for any issues arising from vendor no-shows or cancellations. They will make reasonable efforts to find alternatives but are not obligated to do so.

The wedding planner will dress appropriately for the event, adhering to any dress code requirements communicated by the couple.

Acceptance

By signing below, the parties agree to the terms and conditions outlined in this contract.

[Signature of Wedding Planner]

[Date]

[Signature of Client 1]

[Date]

[Signature of Client 2]

[Date]

Additional Notes

The wedding planner is invited to attend the rehearsal dinner as a guest and is encouraged to enjoy the evening while remaining available to provide assistance if needed. This contract can be amended at any time by mutual agreement between the parties.

Wedding planner's presence at the reception

Wedding Planners Presence at the Reception

The presence of a wedding planner at the rehearsal dinner is not compulsory but is often welcomed. It is a nice gesture to invite them, especially if you have a good relationship with your planner. It is a chance for them to get to know people and see interactions between guests, which can be helpful for the wedding day. However, it is not necessary to invite them, and some planners may decline the invitation, preferring to rest or prepare for the wedding.

If your wedding planner is also coordinating the rehearsal dinner, they will be in attendance, but their role will be more focused on the smooth running of the event rather than socialising.

Some couples choose to invite their wedding planner to the rehearsal dinner if it is a more casual affair, such as a cookout or pizza night, especially if it is held immediately after the rehearsal at the same venue. This can be a convenient way to thank them for their hard work and include them in the celebrations.

On the other hand, if you are having a formal sit-down dinner, your wedding planner may feel out of place, especially if they do not know many people besides the couple. In this case, it might be more appropriate to offer them a separate invitation to join for a drink or dessert after the main dinner, if they wish.

Ultimately, the decision to invite your wedding planner to the rehearsal dinner is a personal one and depends on your relationship with them and the nature of the event. If you are unsure, you can always ask them if they would like to attend, giving them the option to accept or decline.

Wedding planner's relationships with guests

Wedding planners can have a variety of relationships with their clients, and their presence at a rehearsal dinner may depend on several factors. While some couples may view their wedding planner as a trusted friend and happily invite them to the rehearsal dinner, others may prefer to keep the event more intimate and limited to close friends and family. Ultimately, the decision to invite the wedding planner rests with the couple.

Inviting the wedding planner to the rehearsal dinner can be a nice gesture, especially if a close working relationship has been established. It can be an opportunity for the planner to bond with the couple and other guests, gain insights into their interactions, and better understand their vision for the wedding. However, some planners may politely decline the invitation, preferring to use the time for last-minute preparations or to rest before the big day.

It is worth noting that the presence of a wedding planner at the rehearsal dinner may also depend on their contract. Some planners may include their presence at the rehearsal dinner as part of their services, while others may only specify the wedding and reception. Clarifying the planner's role and expectations can help manage everyone's expectations.

In terms of etiquette, the rehearsal dinner guest list typically includes the couple's immediate family, wedding party, and officiant. Close friends, extended family, and out-of-town guests may also be included, depending on the couple's preferences and budget. While it is not mandatory to invite the wedding planner, doing so can be a way of expressing gratitude for their hard work and dedication to making the couple's special day a success.

When deciding whether to invite the wedding planner to the rehearsal dinner, it is essential to consider the planner's role, the nature of the relationship, and the couple's preferences for the event. Open communication and respect for each other's wishes are key to ensuring a harmonious and enjoyable celebration.

Wedding planner's preference

As a wedding planner, I appreciate that my clients see me as an integral part of their wedding planning journey. Being invited to the rehearsal dinner is a lovely gesture and I would never want to offend a client by turning down their invitation. However, I do not expect to be invited, and there are several reasons why I would politely decline.

Firstly, the rehearsal dinner is an opportunity for the wedding party to relax and enjoy an intimate gathering with their closest friends and family. As a wedding planner, I am not there to socialise, and my presence may be an unwelcome distraction from the celebrations. I have often found that I do not know anyone besides the couple, and it would be awkward for me to be there when the couple should be focusing on spending quality time with their loved ones.

Secondly, the rehearsal dinner usually takes place immediately after the rehearsal, and I would much rather use this time to make any last-minute preparations to ensure that everything is perfect for the big day. I may also use this time to rest and recharge so that I can be fully present and energetic for the wedding.

Finally, I am being paid for my services, which include the rehearsal, so I do not expect to be hosted at the dinner. I would, however, be delighted to be offered a meal during the rehearsal so that I can maintain my energy levels and continue to be productive.

If I have a particularly close relationship with the couple, I may accept the invitation to the rehearsal dinner, especially if I have been involved in the wedding planning process for a long time and have gotten to know the couple and their families well. In this case, I would ensure that I do not overstep any boundaries and remain professional while also enjoying the festivities.

In conclusion, while it is a kind gesture to invite the wedding planner to the rehearsal dinner, it is not necessary or expected. As a wedding planner, my priority is to ensure that the couple's vision for their wedding is realised, and I would not want to take away from their special day in any way.

Wedding planner's payment

When it comes to wedding planner payments, there are a few different ways to structure the fee. Here are some options to consider:

All-Inclusive Service Planning:

This package is suitable for clients who want to hand over their vision and budget to the planner and have them execute everything. This option requires the most work from the planner and the fee should reflect that. A flat project fee is often used for this type of package, covering all stages of the planning process, from client communication and pre-wedding planning to day-of management and post-event wrap-up. Alternatively, a commission-based fee structure can be used, where the planner charges a smaller flat rate plus an additional percentage of the total cost of the event.

Partial Planning:

With this package, the wedding planner comes in a few months before the event to offer guidance and work with vendors to confirm details. The fee structure can be a flat fee, similar to the all-inclusive package, or an hourly rate. If charging an hourly rate, it is recommended to set a minimum number of hours and offer additional hours at an extra cost.

Day-of Coordination:

This package is typically for clients who have handled most of the planning but need someone to be their point of contact on the wedding day. A flat fee or hourly rate can be charged for this service, with the understanding that there should be a limit on the number of hours worked.

Wedding Planning Consulting:

This package is for clients who want to plan their own wedding but need occasional advice and assistance with specific aspects, such as working out kinks in their plan or deciding on major elements. An hourly rate is typically charged for this service, without a minimum number of hours.

Regardless of the package chosen, it is standard for wedding planners to require a non-refundable retainer fee, usually around 50% of the total price, to secure the booking. It is also common for the final payment to be made before the wedding, although some planners may be open to receiving the final payment on the wedding day.

Frequently asked questions