The Wedding Planner's To-Do List: A Comprehensive Guide

Wedding planners are lifesavers when it comes to planning your big day. They are responsible for organising and coordinating all aspects of a wedding, from budget management to vendor selection and creative input. Wedding planners are highly useful in reducing the stress of wedding planning for couples, allowing them to enjoy a more streamlined and enjoyable experience.

The role of a wedding planner varies depending on the specific needs of the couple. Some planners offer full-service planning, handling all aspects of the process, while others provide partial planning or day-of coordination. They can also act as mediators, therapists, and stylists, ensuring that the couple's vision is realised within their budget.

The responsibilities of a wedding planner include: developing design elements, managing finances, offering fashion advice, scheduling meetings, creating a wedding website, sending invitations, managing RSVPs, and coordinating with vendors. They also assist with guest experience, provide etiquette advice, oversee sound checks, and ensure that no special moments are missed during the wedding.

Wedding planners are experts in their field, using their knowledge and contacts to make the planning process seamless and enjoyable for couples. They can save couples time and money by leveraging their industry connections to secure the best deals and stay within budget.

So, if you're wondering whether to hire a wedding planner, consider the level of assistance you need and the budget you're working with. A good wedding planner will tailor their services to your unique requirements, ensuring that your special day is flawlessly executed and memorable.

Budgeting and financial management

Developing a Realistic Budget

With their expertise and experience in the field, a wedding planner can give couples a solid estimate of how much their desired event would cost in their location. They will help couples work out a budget that matches their expectations and what they can afford. This is a crucial step to ensuring a positive outcome and providing the foundation for a successful wedding.

Tracking Expenses

Wedding planners can advise on pricing and estimates and keep track of when deposits and payments are due, so no deadline is missed. They can also help couples add and edit categories and track their spending as they go, ensuring they don't go over budget.

Saving Money

Wedding planners can help couples save money by utilising their industry insider status to get the best deals. They bring volume to favoured vendors, so the vendors often reciprocate by reducing prices or throwing in extras. Planners can also help couples avoid costly mistakes and unnecessary purchases.

Vendor Payments

A wedding planner will also manage vendor payments, keeping track of what's been paid and what's pending. They will also add specific notes and details for all vendors, such as price.

Financial Tools

There are also free online tools and calculators to help couples track their wedding expenses and stay within their budget.

Vendor selection and coordination

Recommending Vendors:

Wedding planners have extensive industry knowledge and a network of trusted contacts. They recommend vendors such as caterers, florists, photographers, videographers, musicians, and other service providers that align with the couple's vision, budget, and specific requirements. Planners may have existing relationships with these vendors, which can lead to discounted rates and other benefits.

Arranging and Accompanying on Vendor Meetings:

Wedding planners schedule and attend meetings with vendors, ensuring the couple's time is used efficiently. They may accompany the couple to these meetings, providing valuable guidance and support during negotiations and discussions. This hands-on approach ensures the planner has a thorough understanding of the couple's needs and can effectively communicate them to vendors.

Contract Review and Negotiation:

An essential aspect of vendor coordination is contract review. Wedding planners carefully review vendor contracts, ensuring that the agreed-upon services, rates, and other details are accurately reflected. They may also negotiate contracts on the couple's behalf, leveraging their industry knowledge to secure favourable terms and identify potential red flags or discrepancies. This protects the couple from unexpected costs or issues.

Coordinating Vendor Logistics:

Wedding planners handle the coordination of vendor payments, schedules, and logistics. They ensure that all services are delivered as planned, managing the complex web of vendor deliveries, arrivals, and setups. This includes overseeing vendor arrivals on the wedding day, ensuring they adhere to the timeline and addressing any last-minute issues or delays.

Troubleshooting and Problem-Solving:

Even the most carefully laid plans can encounter unexpected challenges. Wedding planners are adept at troubleshooting and addressing issues that may arise with vendors. Whether it's a delayed delivery, a missing item, or a last-minute substitution, the planner steps in to find solutions and ensure the couple's vision remains intact.

Post-Wedding Vendor Coordination:

The wedding planner's role extends beyond the big day. They assist with post-wedding tasks such as final vendor payments, returns of rented items, and coordination of the venue cleanup. They ensure that all loose ends are tied up, and vendors are properly compensated and appreciated for their contributions.

Design and decor

Planners provide recommendations on design trends and help source decor items and rentals. They also create floor plans to ensure the best flow for the space, taking into account legal egress requirements and the number of guests.

Some full-service wedding planners also provide design or styling services, helping with the creative specifics of the wedding day. They guide their clients through the entire planning timeline and execute their vision step by step. Higher-end full-service companies may also offer services such as RSVP handling and destination wedding concierge services.

Planners can also connect couples with event stylists who can help with design elements if they do not offer these services themselves.

Timeline and checklist creation

The wedding planner will create a detailed timeline and checklist that outlines all the tasks and deadlines leading up to the wedding day. They will ensure that the couple is aware of important milestones such as sending out invitations, booking fittings, finalising the menu, and arranging transportation.

The planner will also create a full minute-by-minute timeline of the wedding weekend. This timeline will be shared with everyone involved in the planning process, from vendors to members of the wedding party, family, and more, so that everyone knows where to be and what to do.

The planner will also ensure that the couple is on track with their tasks and deadlines, providing support and guidance along the way. They may also provide limited assistance in the weeks leading up to the wedding, such as confirming vendor contracts and finalising the timeline.

• Initial consultation: The wedding planner will meet with the couple to understand their vision, preferences, and budget for the wedding. They will discuss wedding date options and establish a realistic timeline.
• Budget management: The wedding planner will assist the couple in creating a comprehensive budget and help them allocate funds for different aspects of the wedding.
• Vendor selection and coordination: The wedding planner will recommend and coordinate with vendors such as venues, caterers, florists, photographers, and musicians.
• Wedding design and decor: The wedding planner will collaborate with the couple to create a cohesive and personalised wedding design, including colour schemes, decor elements, floral arrangements, lighting, and overall ambiance.
• Timeline and checklist creation: As mentioned, the wedding planner will create a detailed timeline and checklist to ensure that all tasks and deadlines are on track.
• Wedding day coordination: On the wedding day, the wedding planner will manage all the logistics and details to ensure a smooth and successful event.
• Guest management: The wedding planner will assist with guest list organisation, RSVP tracking, and seating arrangements.
• Wedding rehearsal: The wedding planner will plan and coordinate the wedding rehearsal, ensuring that all members of the wedding party understand their roles and the flow of the ceremony.
• Wedding day emergency support: The wedding planner will be prepared to handle any unforeseen emergencies or last-minute changes that may arise on the wedding day.
• Post-wedding tasks: After the wedding, the wedding planner will assist with post-wedding tasks such as vendor payments, returns of rented items, and coordination of the cleanup of the venue.

Day-of coordination

A day-of coordinator is responsible for executing the timeline, managing vendors, and overcoming any obstacles or challenges throughout the wedding day. They will manage the vendors, answer any questions, and organise the various contributors to the wedding. They ensure the couple and their families can relax and enjoy the day, without worrying about the smooth running of the event.

A day-of coordinator will also ensure the wedding ceremony is ordered correctly, with each member of the wedding party entering in the right order, at the right time. They will also ensure the wedding reception starts smoothly and on time, with guests and the wedding party in the right place for photos.

A day-of coordinator will also be responsible for the following:

• Creating a detailed timeline for the day, incorporating the photographer's timeline, DJ or band's timeline, and their own timeline for the entire duration of the wedding.
• Ensuring everyone who is in the wedding party attends the wedding rehearsal, usually the day before the wedding.
• Arriving at the venue early on the day of the wedding to supervise all vendor set-up and answer any questions.
• Being the liaison between all the vendors and the couple on the wedding day.
• Distributing the personal flowers and ensuring everyone is in place according to the timeline.
• Ensuring each person in the wedding party is fulfilling their responsibilities and that guests are being treated properly.
• Cueing the music and keeping the processional flowing as planned.
• Ensuring guests are ushered to the reception venue promptly and overseeing the set-up of seating cards, menus, table numbers, and favours.
• Working with the band/DJ to establish the timing for the grand entrance, first dance, cake-cutting, bouquet and garter toss, and last dance.
• Collecting gifts and personal items, creating an inventory, and ensuring their safe removal.

A day-of coordinator will be the last person to leave and will ensure the day runs smoothly, allowing the couple to relax and enjoy their wedding.

Frequently asked questions