Friends' Roles In Wedding Planning: Tasks To Delegate

Planning a wedding can be a daunting and demanding task, especially if you're working or taking care of family. With over 200 hours of planning involved in the average wedding, it's essential to ask for help. Your friends and family are likely just as excited as you are about your big day and would be happy to lend a hand. While it can be challenging to relinquish control, delegating tasks to your loved ones can make the experience much more manageable and enjoyable. So, what should you delegate to friends during wedding planning?

Confirming details with suppliers

One Month Out

Ask a trusted friend or family member to call all your suppliers to check they have everything they need—directions, details, etc.—and confirm the times they will be arriving. If they have any final questions, they can pass them on to you. This will save you time and energy in the final weeks before your wedding.

Two Weeks Out

Now is a great time to touch base with your suppliers and confirm your wedding day schedule and make any last-minute adjustments. Confirm the final headcount with your caterer, venue, and any other providers who need this information for their preparations.

One Week Out

Confirm final details with your suppliers, such as arrival times and set-up requirements. If you are making any final payments on the day, prepare cash payments in individual envelopes with the supplier's name and payment amount, and delegate this task to a trusted friend or family member.

On the Day

Assign specific tasks to your wedding party and family members, such as coordinating with suppliers and managing guest arrivals.

Collecting and returning decor

Planning a wedding can be a daunting and demanding task, especially if you are also working or taking care of your family. It is essential to hand over some of the planning responsibilities to friends and family members who are eager to help. This will make the experience much quicker and more fun.

Crowdsourcing your decor can be more trouble than it's worth, so if you are planning on doing this, appoint a friend to collect and return them, keeping track of what you've got and who provided what. If you are DIYing your decor, crafting in bulk can be a mammoth task, so rope in a few friends to make the experience quicker and more enjoyable.

In the run-up to your wedding, there will be plenty of comings and goings. It is invaluable to have someone trustworthy to collect important items for you. Make sure to let your suppliers know who will be picking the item up, and when, and ensure they are fully briefed on how to transport and store the items without damaging them. Many companies offer a pick-up service for decor, but if not, pre-arrange for someone to return any that need to go back.

If you are planning to repurpose certain items between your ceremony and reception, like decor, be sure to outline this in your wedding timeline, and simply hand this over to a trusted friend or family member who won't be in your bridal party or family photos immediately after the ceremony.

Creating a wedding playlist

Planning a wedding can be a daunting and demanding task, but your friends are there to help! One of the tasks that can be delegated to friends is creating a wedding playlist. Here are some tips for creating a wedding playlist with the help of your friends:

Decide on a DJ or DIY:

First, decide whether you want to hire a professional DJ or create the playlist yourself. Hiring a DJ can be expensive, but they are professionals who will take care of the logistics, timing, and MC'ing. If you decide to create the playlist yourself, you'll need to put in some time and effort to curate the perfect playlist.

Define the Vibe and Musical Journey:

Work with your friends to define the overall vibe and musical journey you want to create for your wedding. Do you want a romantic and relaxed atmosphere, or an upbeat and energetic party? A mix of both? This will help guide your song choices.

Gather Song Suggestions:

Ask your friends and family for song suggestions via your wedding website, RSVPs, or in person. Create a collaborative playlist on Spotify or a similar music platform where everyone can add their suggestions. This will give you a diverse range of songs to choose from and ensure that your guests feel involved.

Create a Must-Play List:

Go through the suggested songs and create a list of your favorite tracks that you definitely want to hear on your wedding day. These are the songs that you and your fiancé love and that reflect your musical tastes as a couple. Remember to include the song for your first dance, making it a truly special and romantic moment.

Create a Do-Not-Play List:

In addition to the must-play list, create a list of songs that you do not want to be played at your wedding. This could include songs with negative associations, explicit lyrics, or simply songs that you and your fiancé dislike.

Mix Up the Genres and Beats:

Variety is key to a great wedding playlist. Mix up the genres to appeal to your diverse guest list and include a mix of fast and slow beats to give your guests a break from dancing and allow for romantic moments on the dance floor. Play with the order of the songs to build energy and create a musical journey.

Final Touches and Testing:

Once you have your final playlist, take the time to listen to it in full to check for any awkward transitions or silences. Make any necessary adjustments to perfect the flow of the playlist. If you're not hiring a DJ, consider doing a few run-throughs with your designated playlist manager to ensure they're familiar with the songs and the order.

Alphabetising escort cards

Planning a wedding can be a daunting and demanding task, and it's important to remember that you don't have to do it all alone. Alphabetising escort cards is a task that can be delegated to a friend or family member. Here are some detailed instructions to ensure this task is completed efficiently:

Firstly, understand the purpose of escort cards. Escort cards indicate to guests which table they are seated at for dinner. They are usually arranged alphabetically by the last name of the guest at a central table. It is important to note that escort cards are different from place cards, which are used to indicate a specific seat for a guest at a table.

Next, decide on the format of your escort cards. They can be traditional cards, or you can get creative with bud vases, hanging tags, seed packets, potted plants, or mini envelopes with table numbers inside. If you choose a non-traditional format, organise the escort cards into small, manageable groupings and clearly label them, for example, "A–F, G–M, N–T, U–Z".

Then, gather the guest list and ensure you have the full first and last names of each guest. It is important to use the guest's full first name, for example, "Samantha" instead of "Sam". Decide on a consistent format for titles, such as including "Dr." or "Mr." before the full name. For couples or families, you can address the escort cards as "Mr. and Mrs." or "Robert and Samantha Smith".

Finally, alphabetise the escort cards by the last name of the guests. If you are using groupings, sort the cards within each group alphabetically. Provide clear instructions and a master list of guests, their seating assignments, and meal choices (if applicable) to the friend or family member setting up the escort card table. This will ensure they can easily organise the cards and make any last-minute changes if needed.

By delegating this task, you can save time and ensure a stress-free wedding planning experience. Remember to show your gratitude to your helpers with a thank-you note, a thoughtful gift, or a shout-out in your wedding speech!

Planning guest activities

Games and Entertainment

Delegate a friend to organise and source giant games such as Jenga, Connect 4, checkers, and cornhole. These games are not only fun for kids but can also be enjoyable for adults. Your friend can also be tasked with setting up a small play area with toys, balls, or a sandbox if the wedding is outdoors.

Music and Dancing

If you're planning to have a DJ, ask a friend to create a bespoke playlist for the wedding. They can source song suggestions from the guests via RSVPs or a wedding website and then curate those tracks into a fun playlist for your DJ. Alternatively, if you have musically inclined friends, they might even be able to DJ the wedding themselves!

Photo Booths

Photo booths are a fun way to entertain guests and create lasting memories. Delegate a friend to set up a photo booth corner with a backdrop, props, and a camera. Polaroid cameras can be used, and guests can write advice or well wishes to the couple on the photos.

Magicians and Face Painting

Hire a magician or face painter to entertain your guests, especially if there are children attending. A friend can be tasked with researching and booking these entertainers, ensuring they fit within your budget and wedding theme.

Rides and Amusement

If your venue allows, consider renting rides or hosting your wedding party at an amusement park. A friend can be in charge of researching and coordinating these activities, ensuring they comply with venue restrictions.

Babysitting and Kids' Entertainment

If your wedding is more formal, consider hiring a babysitter or kids' coordinator to supervise and entertain the children. A friend can take charge of finding and booking these professionals, ensuring the kids have a safe and enjoyable time.

Remember, when delegating tasks to friends, provide clear instructions and a spreadsheet listing who is doing what. This will ensure that everyone is on the same page and that no task is forgotten!

Frequently asked questions