Wedding Planners: Your Dream Job, An Sstb?

Wedding planning is a complex and demanding task, and as celebrations become more elaborate, the role of a wedding planner is increasingly in demand. Wedding planners are professionals who assist in the design, planning, and management of weddings, ensuring that the event runs smoothly and meets the couple's vision. They are often hired to save couples time and reduce stress, especially for those with busy work schedules or destination weddings. Planners can be involved from start to finish or hired for specific tasks, such as month-of or day-of coordination. Their responsibilities include finding vendors, creating schedules, negotiating contracts, and managing the wedding budget. The average cost of a wedding planner varies, but it is typically a significant expense, and couples should expect to spend a considerable amount to ensure a well-organized wedding.

Full-service wedding planners are involved from start to finish and are the most popular type

Full-service wedding planners are the most common type of wedding planner hired, with 31% of couples opting for this service. They are involved from the very beginning of the wedding planning process, guiding couples through every aspect of their to-do list, from choosing a venue and handling vendor correspondence to setting up escort cards and managing the bridal party on the wedding day.

Full-service wedding planners are often hired by couples who have limited free time to dedicate to planning their wedding and want an expert to handle the smaller details, such as choosing flowers and colours. They also provide a stress-free plan leading up to the wedding day, managing everything from schedules and timelines to overseeing guest transportation and room blocks.

One of the key benefits of a full-service wedding planner is their ability to manage the financial investment. They help couples develop a budget, manage payments, and protect their investment by negotiating contracts and reviewing the fine print. They also have relationships with trusted industry partners, which can lead to discounts and minimised hidden costs.

Full-service wedding planners also provide expert advice and ensure that the couple's vision is executed flawlessly. They bring design elements together to create a cohesive look and can advise on etiquette and what is appropriate for each family to pay for.

On the wedding day itself, full-service wedding planners are responsible for overseeing everything, from ensuring everyone adheres to the timeline to handling any issues that arise and executing the couple's vision on-site. They act as the point of contact for all vendors and are there to assist the family, wedding party, and guests as needed.

Month-of wedding planners are hired closer to the event and handle last-minute tasks

Month-of Wedding Planners: Last-Minute Tasks and Details

While full-service wedding planners are hired at the beginning of the wedding planning process, month-of wedding coordinators are brought on board later in the process, usually around one to two months before the wedding. They are responsible for handling last-minute logistics and details to ensure the wedding day runs smoothly. Here are some of the tasks that a month-of wedding planner can be expected to handle:

• Finalising the guest list and seating chart: Month-of wedding planners will help finalise the guest list and create a seating chart that takes into account the venue's floor plan and the couple's preferences.
• Vendor coordination: The planner will confirm with all the vendors, including caterers, florists, photographers, musicians, and transportation services, ensuring they have all the necessary information and are on the same page regarding the wedding day timeline and setup.
• Final walkthrough and venue setup: The planner will conduct a final walkthrough of the venue to ensure it meets the couple's requirements and oversee any venue setup, including the placement of decorative pieces such as guest books, escort cards, favours, and signage.
• Rehearsal coordination: Month-of wedding planners often take charge of the wedding rehearsal, ensuring everyone in the wedding party knows their cues and positions for the ceremony.
• Day-of emergency kit: Planners come prepared with emergency kits to handle any last-minute issues, including items like safety pins, stain removers, and basic first aid supplies.
• Final payments and tips: The planner can assist in organising final payments to vendors and preparing tip envelopes to be distributed on the wedding day.
• Managing the wedding timeline: On the wedding day, the planner will manage the timeline, ensuring that events stay on schedule and addressing any issues that may arise.
• Point of contact: The wedding planner serves as the main point of contact for vendors, the wedding party, and guests, handling any questions or concerns that may arise.
• Cake and food coordination: While the planner won't cut or serve the wedding cake, they will ensure the cake table is stocked and confirm with caterers regarding the handling of the top tier.
• Clean-up and breakdown: Although the planner may not physically clean the venue or bus tables, they will work with the venue staff and catering team to ensure trash is cleared, and tables are bussed. They will also assist in assigning tasks related to event breakdown and decor disposal to family and friends.

Hiring a month-of wedding planner allows couples to hand over the reins during the final stretch of wedding planning, ensuring that all the details come together seamlessly. With a professional handling the last-minute tasks, the couple can focus on enjoying their special day.

Day-of wedding coordinators manage the wedding day, but don't get involved in the earlier planning

Day-of wedding coordinators are responsible for ensuring that weddings are executed perfectly. They oversee vendors, manage timelines, and troubleshoot any last-minute challenges or problems that arise. They are the point of contact for vendors, handling their questions and concerns, and ensuring they do their jobs according to their contracts.

Unlike wedding planners, day-of wedding coordinators are not involved in the earlier planning stages of a wedding. Wedding planners work with the couple to plan their wedding months or years in advance, helping with everything from budgeting and booking vendors to sending out invitations and designing the wedding. They are involved from day one of the planning process, whereas day-of wedding coordinators usually begin helping a few weeks or even months before the wedding.

Day-of wedding coordinators are responsible for overseeing the execution of all the couple's wedding plans on the day. This includes managing the wedding timeline, attending and coordinating the wedding rehearsal, overseeing the final walkthrough of the venue, ensuring all decorative items are in place, managing vendors, ensuring everyone is lined up for the ceremony, cueing the officiant and musicians, coordinating the couple's grand entrance, and overseeing the breakdown and cleanup of the venue.

While day-of wedding coordinators are not involved in the earlier planning, they should still be brought in early to help anticipate and address any potential problems. They can also be used for pre- and post-wedding festivities, such as rehearsal dinners and brunches.

The cost of a day-of wedding coordinator varies depending on their responsibilities and the number of locations, hours, and expected guests. They typically charge between $800 and $3,000 for their services.

Wedding weekend coordinators are for weddings with multiple days of festivities and activities

Wedding weekend coordinators are an essential part of the team for weddings with multiple days of festivities and activities. They are responsible for overseeing the smooth execution of the entire wedding weekend, ensuring that the couple's vision and scheme are brought to life.

The role of a wedding weekend coordinator is distinct from that of a wedding planner or designer. While planners address logistics and design throughout the planning journey, and designers focus purely on aesthetics, coordinators step in closer to the wedding date to ensure a flawless experience for the couple and their guests. They are the point of contact for vendors, handling any last-minute details, and managing the timeline and logistics during the festivities.

For weddings spanning multiple days, a wedding weekend coordinator becomes even more crucial. They help create a seamless experience by managing the various activities, meals, and accommodations across the entire duration. This includes overseeing welcome dinners, post-wedding brunches, and other events that are often part of a wedding weekend.

The complexity of a multi-day wedding means that the coordinator's role is more extensive than for a single-day event. They may be involved in creating a detailed timeline for the entire weekend, coordinating transportation and activities, and ensuring that guests have all the necessary information.

Additionally, wedding weekend coordinators can provide valuable support in the lead-up to the wedding. They can identify any potential issues and work with the couple to address them before the big day. This proactive approach ensures that the couple can fully enjoy their celebration without worrying about logistics.

Overall, wedding weekend coordinators play a vital role in ensuring that weddings with multiple days of festivities run smoothly and memorably. By handling the behind-the-scenes details, they allow the couple, their families, and guests to focus on creating lasting memories.

Destination wedding coordinators are crucial for couples planning a wedding from afar

Planning a wedding is hard work, and it can be difficult to tackle the long list of tasks involved—especially if you're planning from a distance. This is why destination wedding coordinators are crucial for couples planning a wedding from afar.

Destination wedding coordinators are local experts who can save you time, money, and stress by handling the intricacies of planning a wedding in a location that is not local to you. They can help you design the celebration of your dreams and manage all of the logistical details.

For example, a destination wedding coordinator can:

• Help you produce a realistic budget based on your needs and desires, and offer suggestions on where to splurge and where to cut back.
• Offer travel guidance and advice to help you and your guests plan the trip with confidence.
• Create a detailed wedding timeline for the day to ensure everyone involved knows what they are doing and when.
• Manage the wedding-day logistics, including supervising vendors, managing setup and deliveries, and handling emergencies.
• Help with wedding invitation details, from the wording and ordering to the addressing and mailing, as well as tracking RSVPs.
• Handle the shipping and transportation logistics of wedding items to and from the wedding location.
• Connect you with the best wedding vendors, including caterers, florists, photographers, bands, and DJs.
• Vet vendor contracts and use their relationships with vendors to advocate for the couple and get the best deals.
• Act as the point of contact for other vendors and as the spokesperson for the couple, fielding requests and answering questions in the days and hours leading up to the wedding.

By hiring a destination wedding coordinator, you can ensure that your big day goes well and that the entire process stays fun and exciting but also organized and streamlined.

Frequently asked questions