Wedding Planner: Roles And Responsibilities Explained

Planning a wedding can be a daunting task, and it's easy to get overwhelmed by the sheer number of details and decisions that need to be made. This is where wedding planners, coordinators, consultants, and organizers come in—they are professionals who can help turn your dream wedding into a reality. But what's the difference between all these roles?

A wedding planner is someone who assists with the planning, design, and management of a wedding from start to finish. They handle all aspects and logistics of the event, including budget creation and management, task list creation, vendor recommendations and negotiations, site visits, and guest management. Wedding planners are often involved in the entire planning process, acting as a project manager to ensure the couple's dream wedding becomes a reality.

A wedding coordinator, on the other hand, focuses on the coordination and execution of the wedding plans, usually starting their work a month or two before the event. They ensure that everything progresses according to plan, alleviating stress during the final planning days and on the wedding day itself. Coordinators manage vendors, create timelines and floor plans, complete final checks of the venues, and oversee all aspects of the wedding day.

A wedding designer has a more specialized role, focusing solely on the aesthetics and overall design of the wedding. They help create the visual impact of the event by managing the décor budget, outsourcing specialty décor or props, and executing the setup and tear-down of all décor items.

A wedding consultant is similar to a wedding planner but may specialize in a specific area, such as venue scouting or vendor referrals. They assist couples in planning and implementing their weddings and can provide advisory services such as budgeting.

Whether you choose to work with a planner, coordinator, designer, or consultant, these professionals can help reduce stress, save time and money, and ensure your special day runs smoothly.

Wedding planner duties

Wedding planners are responsible for handling the logistics of a wedding, from the early planning stages to the day of the event. They work closely with the couple to understand their vision and priorities, and provide a range of services to make their dream wedding a reality.

• Budget creation and management: Planners work with the couple to set a realistic budget and help them make informed decisions about how to allocate their funds. They also track expenses and manage payments to vendors.
• Task list creation: Planners create a comprehensive to-do list, outlining tasks to be completed at different stages of the planning process.
• Vendor recommendations and negotiations: With their industry connections, planners can suggest reliable and talented vendors that match the couple's style and budget. They also attend meetings and negotiate contracts on the couple's behalf.
• Site visits and venue selection: Planners scout and visit potential venues for the ceremony and reception, ensuring they meet the couple's requirements and preferences.
• Guest management: This includes coordinating guest accommodations, transportation, and activities to ensure the comfort and enjoyment of the wedding guests.
• Timeline and floor plan creation: Planners create detailed timelines for the wedding day, including the order of events and the placement of décor and furniture.
• Rehearsal management: Planners oversee the wedding rehearsal, ensuring that everyone is familiar with their roles and responsibilities for the big day.
• Wedding day management: On the wedding day, planners are the point of contact for vendors, handling any issues that arise and ensuring that the event stays on schedule and aligns with the couple's vision. They also manage the setup and teardown of any items brought in for the event.
• Post-wedding tasks: Planners assist with post-wedding tasks such as clean-up, rental returns, and ensuring vendors receive their tips.

Wedding planners typically invest a significant amount of time and effort into making each couple's dream wedding a reality, with most planners putting in over 150 hours of work for a single wedding.

Wedding coordinator duties

Wedding coordinators ensure that everything runs smoothly on your wedding day, allowing you to simply relax and enjoy the celebrations. They are responsible for overseeing the logistics of the day, and often start work one to two months before the wedding.

Before the Wedding Day

• Meet with the couple to understand their plans and expectations.
• Communicate with vendors to confirm logistics and review contracts.
• Create a comprehensive timeline and floor plans for the day.
• Perform a final check of the ceremony and reception venues.
• Address any overlooked details, such as hiring a coat-check attendant.
• Manage the rehearsal, including communicating all program details to the couple and wedding party.

On the Wedding Day

• Arrive at the venue early to ensure vendors are set up on time and to answer any questions.
• Inform the couple, photographer, and band or DJ of the schedule, including grand entrances, cake-cutting, and the first dance.
• Ensure everyone is in place when the ceremony begins, and that everyone is fulfilling their duties.
• Queue music and maintain the processional flow.
• Ensure the wedding party is ready for the photo shoot and direct guests to the reception.
• Keep the wedding on schedule, making adjustments as necessary.
• Communicate with each vendor as they arrive, and ensure they have everything they need.
• Keep tabs on the wedding party, ensuring they are where they need to be at the correct time.
• Keep track of important items, such as the marriage certificate.
• Oversee the set-up and tear-down of the event, coordinating with all vendors.
• Assist with guest management, including seating guests and answering questions.
• Create a contingency plan for emergencies and resolve any last-minute issues.

Wedding designer duties

A wedding designer's role is purely aesthetic and does not include things like contract negotiations or attending appointments with the couple. Wedding designers help with the creative specifics of the wedding day, consulting on everything from floor plans and lighting design to the flowers, furniture, linens, and attire. They have an artistic eye that allows them to conceptualize the whole event and transform a space.

• Create the wedding's design concept
• Provide colour palette guidance
• Oversee the décor budget and vendors (florist, rentals, lighting, stationery)
• Source special props and equipment
• Attend a site visit to visualize the layout and identify potential problems
• Create detailed floor plans
• Ensure all décor elements are in place on the wedding day

Wedding planner costs

Full-Service Wedding Planner:

Full-service wedding planners offer comprehensive services, covering all aspects of the planning process from start to finish. They typically charge anywhere from $5,000 to $25,000 or more, depending on their market tier and the complexity of the wedding.

Destination Wedding Planner:

Destination wedding planners provide assistance for couples planning a wedding in a far-flung location. They usually offer full-service packages and their prices reflect that, often costing upwards of $5,000.

Month-of Wedding Planner:

Month-of wedding planners offer coordination services closer to the wedding date, helping with final walk-throughs, tastings, reception layouts, and day-of requirements. Their fees can range from $1,000 to $8,000, depending on the services provided and the planner's experience.

Day-of Wedding Coordinator:

Day-of wedding coordinators execute the couple's plans on the wedding day, handling logistics and troubleshooting any issues that arise. Their fees typically range from $800 to $3,000, with higher rates if they also assist with rehearsal dinner preparations.

Hourly Rates and Other Fee Types:

Some wedding planners charge by the hour, with rates ranging from $75 to $275 per hour for higher-end professionals. Planners may also use a hybrid model, combining a flat fee with a percentage of the total wedding costs. It's essential to discuss fee types and structures during the initial consultation to understand how costs are calculated.

Wedding planner types

There are several types of wedding planners, each offering different services and levels of involvement. Here are some of the most common types:

• Full-Service or All-Inclusive Wedding Planner: This type of planner will be with you every step of the way, from the initial planning stages to the wedding day itself. They help with everything from selecting vendors, creating and managing budgets, designing the aesthetic of the wedding, and coordinating the logistics on the day-of. Full-service planners are ideal for couples who don't have much free time to plan their wedding or need help with small decisions like colour palettes, linens, and flowers.
• Month-of or Partial Wedding Planner: These planners come on board a month or so before the wedding day to help with last-minute tasks and details. They can assist with finalising contracts, confirming vendors, creating timelines, and handling any issues that arise. Partial planners are a good option for couples who want to be actively involved in the planning process but need some extra support closer to the wedding.
• Weekend Wedding Coordinator: A weekend wedding coordinator helps ensure your wedding weekend runs smoothly. In addition to overseeing the wedding day itself, they can assist with guest management, planning wedding-related events like the rehearsal dinner, and coordinating any other activities for the wedding party and guests.
• Day-of Wedding Coordinator: Day-of coordinators focus solely on the wedding day, ensuring that everything runs on schedule and addressing any last-minute issues. They are not involved in the planning process but are crucial for executing the plans and allowing the couple to enjoy their day stress-free.
• Destination Wedding Coordinator: If you're planning a wedding in a different state or country, a destination wedding coordinator can be a lifesaver. They meet with vendors, scout venues, and handle all the logistics, taking the stress out of planning a wedding from afar.
• Venue and Vendor Referral Wedding Planner: This type of planner specialises in helping you find the perfect venue and reputable vendors. They are usually well-connected in the industry and can negotiate contracts to get you the best deals.
• À La Carte Wedding Planner: Some planners offer customisable packages, allowing you to choose the specific services you need. This flexibility can be helpful for couples who want to plan certain aspects themselves or have a limited budget.

Each type of wedding planner offers unique benefits and services, so it's essential to understand your needs and priorities before deciding which one is right for you.

Frequently asked questions