Wedding Planners: Behind-The-Scenes Event Prep

Wedding planners are there to make sure your big day goes off without a hitch. They can help with everything from selecting a venue, to optimising your budget, to making sure everything runs smoothly on the day itself.

The role of a wedding planner is to be your coach, offering expert advice and guidance, and taking care of all the little things you might need an extra pair of hands for. They can help you select a colour palette, create floor plans, choose decor, and curate an overall aesthetic that carries throughout the event. They can also help with the logistics of the day, such as scheduling meetings, sending invitations, and managing RSVPs.

A wedding planner can be particularly useful if you're planning a destination wedding, or if you're short on time and need to condense your planning timeline. They can also help mediate any family dramas, and ensure that no guests are accidentally missed out on key moments.

In short, a wedding planner is there to make your life easier and ensure that your wedding day is as stress-free as possible.

Budgeting and financial management

Firstly, figure out who is contributing financially. This could be you and your partner, or perhaps family members want to chip in. It is important to have respectful conversations about money and be prepared to hear "no". Once you have an idea of how much financial assistance you will receive, focus on your own contribution. Be realistic about how much you can afford to spend, based on your income and expenses.

Next, estimate your guest count. The cost of a wedding is largely determined by the number of guests, as this affects the venue size, food, alcohol, invitations, rentals, and wedding favors. Being strategic about the guest list is a good way to cut down on costs.

Then, choose your non-negotiables. Decide on the top priorities for you and your partner, whether that is an open bar, gourmet food, a live band, or something else. You can then allocate a bigger percentage of your budget to these priorities and spend less on other areas that are less important to you.

It is also crucial to be aware of hidden costs. For example, there may be cutting fees for the wedding cake, setup and breakdown charges for the venue, and tips for vendors. Research the prices in your chosen location and season, as costs vary depending on where and when you are getting married.

Throughout the process, it is important to track your spending. Create a spreadsheet to include everything that makes up your big day, and divide each category's cost into its component parts. For example, under "bride's attire", make line items for the dress, accessories, and alterations. Fill in the columns with vendor contract information, estimated cost, actual cost, service fees, tips, transportation costs, and taxes.

Finally, give yourself some wiggle room in your budget for unexpected additional costs, must-have upgrades, or last-minute changes. As a rule of thumb, plan to have a 10-15% buffer for unforeseen fees.

Venue and vendor selection

When it comes to venue selection, it is important to consider the couple's guest count, style, and budget. The venue should be able to accommodate the number of guests the couple is planning to invite, and it should also fit within their budget. It is also important to trust your gut when selecting a venue; go with a place that feels right and aligns with the couple's vision for their wedding.

Vendor selection is another crucial aspect of wedding planning. Vendors can include caterers, florists, photographers, bands or DJs, and rental companies for items such as chairs, linens, and dance floors. It is important to research and compare different vendors to find those that align with the couple's budget and vision. Reading reviews and asking for recommendations from friends and family can also be helpful.

A good wedding planner will be two steps ahead, scheduling any vendor or venue meetings leading up to the big day. They will also attend these meetings and help the couple make decisions that fit within their budget and timeline. Additionally, wedding planners can help with contract negotiations and tracking deposits and payments for all vendors.

Overall, venue and vendor selection are key components of wedding planning, and a skilled wedding planner can make this process seamless and stress-free for the couple.

Design and aesthetic

When it comes to design and aesthetic, it's important to start by determining your wedding style. This will help you make decisions about the overall look and feel of your wedding, including the colour palette, decor, and attire. You can find inspiration online, in magazines, or on bridal websites. It's also a good idea to create a mood board to help visualise your ideas.

If you're working with a full-service wedding planner, they may also provide design services or be able to connect you with an event stylist. They can help you select colour palettes, create floor plans, and choose decor that fits your vision and budget.

To ensure a cohesive aesthetic, it's important to consider all the design elements, from the invitations and place settings to the lighting and attire. Here are some specific areas to focus on:

• Colour palette: Choose a colour scheme that reflects your style and theme. This will help create a cohesive look throughout your wedding.
• Decor: Select decor items such as specialty chairs, linens, draping, lounge furniture, and a dance floor that complement your colour palette and theme.
• Lighting: Don't underestimate the importance of lighting! The right lighting can transform your venue and create the perfect ambiance. Consider hiring a lighting technician to ensure your venue is lit to perfection.
• Flowers: Meet with potential florists to discuss your floral vision. They can create floral samples, including a mock table setup, centrepieces, and bouquets, to ensure they understand your style and budget.
• Attire: Choose wedding attire that fits the formality of your wedding and the theme. Don't forget to consider the attire for the wedding party, including bridesmaids and groomsmen.
• Cake: Select a cake design that reflects your style and tastes (pun intended!). You can also consider a groom's cake or alternative dessert options.
• Stationery: Your wedding stationery, including invitations, place cards, and menus, should reflect the overall aesthetic of your wedding.

Remember, it's important to give yourself enough time to make design decisions and finalise all the aesthetic details. Start early and enjoy the process of creating a beautiful and memorable wedding!

Guest experience

The guest experience is a crucial aspect of any wedding, and a dedicated wedding planner can ensure that your guests have a memorable time from start to finish. Here are some ways in which a wedding planner can enhance the guest experience:

Travel and Accommodation

Wedding planners can take the hassle out of travel and accommodation arrangements for your guests. They can coordinate travel plans, including transportation to and from the venue, and assist with booking hotel room blocks. This ensures that your guests have a smooth journey and comfortable stay during the wedding festivities.

Welcome Bags and Guest Comforts

Planners can also prepare welcome bags or baskets for your guests, containing items like snacks, water bottles, local treats, and information about the wedding itinerary. These thoughtful touches can make guests feel appreciated and well-cared for. Additionally, planners can suggest and arrange for small comforts, such as providing pashminas, flip-flops, or sunglasses for guests to use during the event.

Communication and Information

Effective communication is essential for keeping guests informed and involved. Wedding planners can manage guest communication by sending out save-the-dates, invitations, and reminders. They can also assist in creating a wedding website that serves as a central hub for all the important information, such as dates, locations, dress codes, transportation details, and accommodation options.

Guest Management

Wedding planners are adept at managing guest-related logistics. They can help create and manage the guest list, track RSVPs, and handle any special requests or requirements your guests may have. Planners can also assist in creating a seating chart that considers relationships and dynamics, ensuring that your guests are comfortably seated and enjoy their time at the reception.

Day-of Coordination

On the wedding day itself, wedding planners work tirelessly behind the scenes to ensure a seamless experience for your guests. They will manage the timeline, ensuring that events run on schedule, from the ceremony to the reception activities, such as speeches, cake cutting, and the couple's first dance. Planners also oversee the setup and coordination of vendors, including caterers, photographers, and entertainment, so that your guests can relax and enjoy the celebrations.

Handling Unforeseen Issues

Finally, wedding planners are adept at handling any unforeseen issues or challenges that may arise during the event. Whether it's a last-minute change of plans, a guest who has had too much to drink, or a missing vendor, your wedding planner will work discreetly to resolve the issue without disrupting the overall guest experience.

Etiquette and family mediation

Wedding planners can play a crucial role in etiquette and family mediation, ensuring that the couple's vision and preferences are respected while also managing complex family dynamics.

Initiating Family Mediation

Weddings can bring up complicated family dynamics and emotions. A wedding planner can act as a mediator, facilitating conversations and finding compromises to ensure everyone is on the same page. This includes navigating tricky situations and initiating necessary conversations to clarify expectations and resolve potential conflicts.

Etiquette Advice

Wedding planners are well-versed in proper etiquette and can offer guidance on a range of topics, ensuring the couple and their guests follow appropriate protocols. This includes advice on seating charts, wedding stationery wording, and navigating "plus one" invites, ensuring that the event adheres to social norms and respectful behaviour.

Managing Wedding Finances

Planners can also provide valuable assistance in managing wedding finances. They help develop and oversee the wedding budget, offering advice on pricing and estimates, and ensuring that deposit and payment deadlines are met. This financial guidance can be especially useful in maintaining positive family relationships by providing a clear framework for financial contributions and expectations.

Scheduling and Coordination

One of the critical tasks of a wedding planner is scheduling and coordinating meetings, not just for the couple but also for extended family members who may be involved in the planning process. This includes organising vendor meetings, venue tours, and menu tastings, ensuring that all relevant parties are informed and involved.

Website and Invitation Management

Wedding planners can also take on the task of setting up and managing the couple's wedding website, ensuring that all essential information for guests is included and presented seamlessly. They can also handle the sending of wedding invitations, saving the couple time and stress.

Vendor Vetting and Management

A crucial aspect of a wedding planner's role is vetting and managing vendors. They can connect the couple with reputable professionals, review contracts, and ensure that the couple's vision is executed flawlessly. This includes caterers, florists, photographers, and other specialists, creating a cohesive team for the event.

Overseeing the Guest Experience

Creating a memorable guest experience is a priority for wedding planners. They coordinate travel, hotel accommodations, transportation, and welcome bags, ensuring that guests have a smooth and enjoyable time. Planners also ensure that guests are guided and managed appropriately during the event, including handling unruly guests discreetly.

Sound Checks and Styling

Wedding planners oversee technical details like sound checks to prevent any audio issues during the event. They also collaborate closely with photographers and videographers to style paper products and ensure that the couple and wedding party are picture-perfect, with no unsightly hair or wardrobe malfunctions.

Grand Exit Coordination

Finally, wedding planners can orchestrate the couple's grand exit, ensuring a magical conclusion to the event. They also take care of practical details, such as transporting overnight bags and personal belongings to the couple's hotel, allowing them to focus on savouring their special day.

Frequently asked questions