Why do you need a wedding planner and what do they do?

Day of Coordinator

Most brides have looked forward to their wedding day since they were little girls, and many refuse to let anyone else plan the details of their wedding other than themselves! Having said that, these brides also recognize that their wedding day should be about enjoyment and bliss, not stressing over every detail going according to plan and choreographing each segment of their wedding to perfection. In this case, they’ll need some help.

Since these brides have already taken care of all the pre-wedding preparations, and all they need is help on the day of their wedding, what they’ll be looking for is a Day of Coordinator.

So let’s go over exactly what is included as part of my duty as a Day of Coordinator.

Pre-Wedding

As a Day of Coordinator, first responsibility will be to look over the contracts for each vendor the client has chosen to hire. I will then contact the vendors approximately one week prior to the wedding and introduce myself and ensure you have accurate day of contact information for each of them.

To ensure a smooth wedding day, I will create a detailed timeline incorporating the photographers timeline, DJ or band’s timeline and their own timeline for the entire duration of the wedding. The bride, groom, their families, the photographer and DJ should approve the timeline to ensure everyone is in sync. A copy should be handed out to everyone in the wedding party at the rehearsal, as well.

I will ensure that everyone who is in the wedding party or will be escorted in to the ceremony attends the wedding rehearsal, if possible. The phrase “Day of Coordinator” is a bit of a misnomer as I will be in charge of the wedding rehearsal as well, which usually takes place one or two days before the wedding. This is your last chance to hammer out all the scheduling details with my bride and groom.

Wedding Day

On the day of the wedding, the wedding I will arrive at the venue early enough to supervise all vendor set-up and answer any questions that may arise. I will ensure that the bride, groom, DJ/band and photographer are all informed in advance (grand entrance, first dance, cake cutting, garter toss, etc.).

I will be the liaison between all the vendors and the bride/groom on the day of the wedding. This will enable the bride/groom to enjoy the day with their friends and family instead of having to chase after vendors. After all, that is why you need to hire me! It is the wedding planner’s duty and privilege to ensure that the bride/groom vision is implemented.

Once the time for the ceremony approaches I begin distributing the personal flowers and ensuring everyone is in place according to the timeline. I am responsible for ensuring each person in the wedding party (ushers, greeters, etc.) are fulfilling their responsibilities and that guests are being treated properly. Once it is time for the ceremony to begin I (or assistant) will be ready to queue the music and keep the processional flowing as planned.

After the ceremony is complete I will ensure the guests are quickly ushered to the reception venue and the wedding party is at the appropriate place for photos to begin. This is one of the most crucial segments of the wedding, I will ensure a smooth and timely start to the reception. One of the skills I have as a wedding planner is the ability to keep the wedding moving according to the timeline but also knowing when to speed up or slow down.

I look at weddings as a kind of choreographed dance–all parts must move in sync and any acceleration or deceleration can disrupt the flow of the dance.

Wedding venues and vendors are typically very strict on scheduling, and delays of more than 15 minutes might not only result in angry venue managers, but also any applicable late fees associated with the venue. And guess who’s going to shoulder the blame for venue late fees? Yep, the wedding planner! I will see to it all is taken care of so the bride/groom can enjoy their day without being bothered with incidences. That is my job!

Wrapping up

My job continues after the guests and newlywed couple have exited the reception. Even after everyone clears out, I make sure all of the client’s personal property and wedding gifts are properly packed and secured in a vehicle, hotel room or storage room. Bride/groom will plan ahead and give me a list of recruit volunteers if there are a lot of items to be packed or stored.

Nothing ruins a honeymoon like finding out that all of the gift envelopes were stolen or that the expensive, rented flower vases were forgotten at the reception hall. It's my job to keep brides happy and ensure that proper care is taken to conclude the event smoothly and responsibly. Even though I am not personally responsible for certain items to be taken care of, I make sure that whoever is responsible for them hasn’t forgotten their duties.

Full Service Planner

Of course, not all brides envision their wedding as Disney fairy tales, or perhaps they have but are too busy with their careers and just can’t be hassled with the details of planning their perfect wedding, so they’ll ask me to take care of them each step of the way. This kind of wedding planning is a mammoth task to undertake. Luckily, I have 20 years of experience.

Full Service wedding planning is comprised of everything included the Day of Coordination in addition to months of planning and perfecting prior to the big day.

Let’s get started!

Budget

In some way or another, the budget will affect every decision of the wedding. Very early in the planning stages, I initiate a detailed discussion with the client as to their budget for the wedding. Some clients will handle the budget themselves and some clients will want or need my assistance.

I keep up with any changing expectations and craft their proposals accordingly.

Venues

Once the budget is agreed upon, it is time to begin researching venues. Comparing venues can be one of the most complicated jobs a wedding planner has to do, but it is also where they can be provide the most value to their client.

Each venue the bride/groom are considering will probably include different rental items, price their food and beverage differently and may figure tax, tip and service charges at different rates. Venues are often booked over a year in advance so don’t delay for too long!

I ask venues to hold a date while my bride/groom make a decision and encourage them to decide quickly and pay a deposit as soon as possible. We do not want to start looking for venues all over again because the wedding date was taken the day before the deposit was received.

And yes, it has happened. And no, it’s not pretty!

Turning Magic Into Reality

After the vendors are secured, I help with everything else that makes a wedding the magical day you always envisioned.

You may want me to assist with the selection of the bride and bridal parties attire. This may include attending appointments at the bridal salon or simply giving my opinion on photos etc.. I will attend at least one appointment with the florist. I want to be familiar with the ceremony and reception décor. I will help with wedding cake and tasting. I will help choosing linen colors, food selections or the way in which the food will be served. All this while keeping the budget in the back of my mind!

So many details and we have not even mentioned the printed materials! I’m talking about the Save the Dates, wedding invitations, rehearsal dinner invitations, menus, place cards, programs and welcome letters. If you do not require my help with all of these details I will ensure you stay on track with getting everything done in a timely and cost-effective fashion.

Conclusion

Since every wedding will be entirely unique, the answer to the question, “What does a wedding planner do?” will never be entirely complete. But nevertheless, take away this message: my primary duty as a wedding planner is to satisfy the concerns that the bride had when she decided to look for a wedding planner. These concerns will always change, and that is OK. As long as I'm there to meet them, I have fulfilled my duty of making someones dream come true.