What Does a Wedding Planner Do After the Vendors are Booked?

October 11, 2019

So your vendors are booked… Why do you need a wedding planner Planning is so much more than booking vendors. After the perfect vendors are booked, the hard work begins…

Image: Erin Jean Photography

Floral + Design

  • Meeting with the florist to execute the vision
  • Come up with a layout design for the type of wedding you are having
  • Design the perfect head, kings or sweetheart tables
  • Talk about sweet treats/cake and how those are presented/displayed
  • Floral reuse + transfer discussions + plan
  • Detailed place settings
  • Instagrammable Photo Ops in room for guests + bride + groom
Photo: Erin Jean Photography

Venue + Catering

  • Discussion on courses, number of servers, passed items, signature cocktails or ways to ease bar lines
  • Attend tasting to discuss timeline of the wedding day + expectations of catering + venue
  • Walk the event space + explain decor plan, what is coming in, when + how everyone will work together for a successful event
  • Communication of music + audio/visual for the event – who is MC, what sound system will be used, background music needed if no live musician or cocktail/dinner music is being played at that time
  • Dessert service expectations
  • Beverage service including number of bartenders, bar locations for efficiency of service + coffee
  • Late night snack coordination if using outside vendor

Timeline Creation + Details Through Day

  • Who, what, when, where. There are so many details that go into a wedding day. Every wedding is different, with different details. We work with you + all your vendors well in advance to get the schedule perfect.
  • Make a lasting impression – show your guests how organized + memorable this can be.
Image: Erin Jean Photography

Paper, Paper + Etiquette – Informing your Guests

  • Assistant ordering Save the Dates (it is just not a postcard – this is the first glimpse of the wedding to your guests!)
  • Creating a wedding website + keeping it up to date with shuttle information, timelines, things to do in the area + registry (after all, this is the only place your registry should be listed – not on the invite!)
  • Extensive etiquette on Invitations – mailing, design, proper wording + addressing services (the wedding invitation sets the tone for the event to your guests).
  • The stationery doesn’t end at the invitations – we help you design seating charts, menus/place cards, table numbers, ceremony programs, welcome bag inserts (with important shuttle information for guests).
  • Don’t forget a proper thank you must be done as well to all guests + vendors

The Last Month

  • Final details from vendors coming into place
  • Final count received from RSVPs
  • Seating chart/layout finalization – final walkthrough of space + expectations from venue
  • Menu, seating chart + ceremony program finalization
  • Review hotel lodging lists + schedule transportation accordingly
  • Welcome bag inserts complete now that transportation is scheduled- informing guests of all the weekend’s events
  • Rehearsal dinner + welcome celebration final details
  • Last minute details + accessories/reminders to families
  • Bridal party schedule (who has pics when + where)
Image: Erin Jean Photography

The Last Week + the Day

  • Double check every detail
  • Deliveries to venue
  • Deliveries to hotels
  • Transportation communication
  • Coordinate the rehearsal (help assist musicians timing + order of everyone down the aisle)
  • Sourcing backup photo areas in case of rain

The Wedding Day!

  • Communication with bride/mom/groom + all vendors
  • On site from setup to clean up to assist with every detail
  • Photography sticking to the schedule – staying on time
  • Transportation moving people accordingly
  • Venue decor + floral setup as expected vision – last minute adjustments are always needed to make the vision come to life.
  • Floral on cake – cake table decor
  • Perfect room lighting for ambiance (this takes work at most venues)
  • Details set out: place cards, table numbers, favors, cake knifes, toasting flutes, picture frames – incorporating all of your personal items that are not rentals
  • Review of bridal party entrance, speech timing + execution in front of guests when the doors open to dinner with MC
  • Review of plan with catering to ensure the best service from the kitchen
  • First dances coordination – perfect lighting, songs + location of special people during dances
  • Transfer of gifts + personal items to hotel room by planner
  • Supply kit for emergencies
  • Takedown – making sure you are not left with a mess at the end of the night or the next morning.

Post Event

  • Assistance with reviews, deposit returns, decor rents
  • Thank you assistance
  • Making sure you have your pictures + videos

A wedding day should be spent mingling + making memories with your guests that have traveled to spend this day with you. The day goes so quickly and should be enjoyed. It should not be spent worrying if the dessert bites will be set out promptly with the cake – and when the late night snack is coming out.

Everything in the planning process is what makes the wedding day flow seamlessly, this is why I highly discourage any day of wedding planning service. Highly experienced planners do not offer this service, as it often ends up being a disservice on the day of the wedding.

Alliey Kline-Weichelt, Master Wedding Planner