A Day in the Life of a Wedding Planner: What the Big Day Looks Like
If you’re thinking of becoming a wedding planner, you’ve probably daydreamed about saving the day time and time again like we’ve watched Jennifer Lopez do in the movie The Wedding Planner.
Well your dreams are not so far off! The wedding planner is the bride and groom’s personal hero or heroine before, on, and after the day of the wedding. Step inside a day in the life of professional planner and QC tutor, Athena DeVonne, as she takes you through the important wedding planner duties you need to know about and how to keep your busy day organized on the day of.
Wedding Planner Duties:
Take a look at one of Athena’s timelines from a real wedding she coordinated. Here are the tasks that she and her staff will be completing on the day of the wedding:
- Completing setup: decor and layout
- Confirming weather status
- Meeting wedding guests in hotel lobby and ensuring everyone boards the Charter bus
- Welcoming and seating guests
- Assisting with bouquet toss
- Setting out dancing shoes for guests
- Gathering and transporting wedding gifts
- Ensuring guests are loaded onto bus to go back to the hotel
- Clean up
Be prepared for a long day ahead of you! As you can see from The Wedding Timeline, Athena’s day starts at 8am and ends at midnight! Make sure you have a good night’s sleep the night before so that you are alert and ready for anything that may come your way on the day of the wedding.
Before the Big Day
As the wedding planner, you should schedule a Final Details Meeting at least two weeks before the day of. Athena’s personal preference is 30 days prior to the wedding. This is a time to sit down with your clients and go over all the details of the wedding and the timeline. You should go over the design, the payments that have been made to date and any balances still owing, discuss their expectations for the wedding, review the timeline, etc.
Meeting well in advance will give you time to adjust any last-minute details or requests by your clients. This is also a great time to show your clients that everything is on track and they should feel very relaxed and assure them that all is taken care of. After you’ve met with your clients, work out the final communications with your vendors and provide them with the timeline.
The Wedding Timeline
The Wedding Timeline is the most important tool that you and all your vendors should have on the wedding day. This will list everything you and the vendors will be responsible for and at what times.
Important notes about The Wedding Timeline:
- Include important details like the date and time of the wedding, the address of the venue, and your emergency contact details
- All of the vendors, the bride and groom, yourself, and your staff should have a copy prior to the wedding and with them on the day of
- Include the times of every activity and responsibility of everyone involved
- Color code the vendors for easy identification of duties
The Wedding Timeline is how you will be successful on the wedding day and ensures everyone is on the same page. This is not something you want to overlook or do last minute. Make sure you have communicated with your vendors in advance to know how much time they need for setup and preparations, to complete their tasks, and for clean up so that you can allot the appropriate amount of time. Giving your vendors a timeline will show very clearly what your expectations are of them and when they need to complete each task so that everything runs smoothly on the big day.