The role of a planner in the wedding industry is a unique one because it differs from the majority of the other vendors/creative partners that couples will book for their event. You see, we are looking at a 365 degree view of the event and advocating for our clients interest from the moment they contract our services. While the majority of the wedding industry works to educate clients on the myth of the “day of coordinator” the term is still used often and can be very misleading because it just isn’t possible to coordinate an event without all of the details needed in advance.
Before we get to that, let’s chat more about what a planner does (in no particular order)
Meets/consults with the couple’s vision/must-haves and estimated budget
Reviews services that have already been booked if any and makes recommendations on additional services fitting the couples desired style, preferences & budget
Reaches out to additional wedding professionals to confirm availability, rate information and assists with scheduling consultations, obtains quotes & arranges a consultation if needed
Updates budget with estimates, payments, remaining balances and tracks payments due
Consults on design process, sources rentals & creates overall layout of items & decor
Creates draft timeline based on client preferences, length of photo coverage, number of hours in venue and approximate sunset then sends to photo/video team, caterer, DJ and supporting vendors for review
Assists with wedding website, invitation wording and general stationery etiquette
Attends vendor appointments, tastings, fittings and site visits as needed
Updates guest count totals with rentals, caterer, florist and venue
Submits final approved timeline and layout two weeks with any pertinent vendor details
Reviews packing list, final payment details and prepares for ceremony rehearsal
Oversee set-up of event & ensure that the details run according to the timeline
Assist wedding party & family with pre-ceremony preparation
Confirm all details are in place and assist with guest seating for ceremony, line up wedding party according to processional plan
Transition decor from ceremony to reception as needed during cocktail hour
Ensure photography timeline is running smoothly according to shots list
Check in with catering details for dinner service
Assist with all reception formalities
Post reception - organize personal decor, execute breakdown according to strike plan
Much of our work is on behalf of our clients, advocating for their interests when it comes to quotes for services and overall design details to ensure their day is everything that they imagined it would be. This role is incredibly rewarding because of how closely we get to know our couples and how fun it is to experience this day with them! What we can’t do is replace the work of wedding pro’s so we need to emphasize that we are not florists, lighting/sound technicians. DJ’s, caterers or rental companies and it is important to stay on the same page about where our focus will be..and that is laser focused on the logistics that make your day super smooth!
Of course our preference is to be a part of the planning process as early as possible so that we can be there for these decisions and details rather than be on the later end and need to step in to resolve some of the missing links or remaining questions that might end up being stressful or more costly with a time crunch.
Thanks for reading a long on this post and we hope that no matter who you choose to support you on your wedding day, you have an amazing experience!
~ Happy Planning!