What does a wedding planner handle during your wedding day coordination?
Photo: @emilycphotography
After months of planning, the moment has finally arrived: your wedding day!
To make sure everything runs smoothly, you may rely on your vendors, your witnesses, your friends and/or your family.
But there is another option available: hiring a wedding planner.
If you wish to organise your wedding yourselves, it is absolutely possible to hire a wedding planner only for the coordination of your wedding day. But what does this service actually involve? What are the responsibilities? What is their role on the big day?
Below, I answer all these questions.
Before the Wedding
The First Meeting
First of all, an initial meeting is essential.
Whether it takes place in person or via video call, this first meeting allows us to review the current stage of your wedding planning: the expected number of guests, the venue, the decoration and the vendors you have already selected.
We will also discuss the key moments of the day, such as the couple’s preparations, the guests’ arrival, and the ceremony or ceremonies.
Finally, we will talk about decoration. If you have decided to handle the decoration yourselves, I will need an overview of the elements you have planned so I can set them up exactly as you envision and advise you on how to arrange them in the different spaces.
We will also discuss the setup and dismantling of tables and chairs, the possible organisation of a welcome dinner the day before, or a brunch the day after, and whether you would like my presence during these additional moments.
Contacting Your Vendors
Once this meeting is completed, I contact your vendors to introduce myself and review the details of their services.
We go through their responsibilities, their needs on the wedding day, as well as their arrival, setup, departure and breakdown times.
Venue Visit (if possible)
A venue visit together is highly recommended.
This allows us to determine where each part of your day will take place (ceremony, cocktail hour, dinner, etc.). I can also advise you on placements, decoration and logistical details while considering the needs of your vendors.
Contacting Your Loved Ones
I also get in touch with your loved ones to learn about any speeches, videos, games or surprises they may have planned, which I will keep secret until the wedding day.
I can answer their questions, guide them and even help them with ideas for their interventions so that they happen at the right moment and align perfectly with the caterer’s schedule.
For example: avoiding speeches between the starter and the main course so the meal stays warm.
I also help them with the timing of each surprise, ensuring they are neither too long nor too short.
Creating Your Timeline and Documents
All of this information allows me to create your wedding day timeline, which is an essential tool, along with several documents necessary for the smooth running of your day.
This timeline includes (non-exhaustive list): the precise schedule of each key moment (down to the minute), everyone’s responsibilities, and the contact details of each vendor.
On the wedding day, this document allows me to monitor the progress of the event in real time.
I send the timeline to each vendor so they have all the information they might need and so we can double-check that everything is perfectly aligned.
The Final Meeting With You
Once the timeline is created, we review it together so you can clearly visualise how your wedding day will unfold.
I take the time to explain each moment in detail and why it matters.
This way, on your wedding day, you can fully enjoy your preparations, ceremony and celebration without worrying about anything. Everything will be under control, allowing you to avoid unnecessary stress.
The Technical Visit With Vendors
Ideally held a few days before the wedding, the technical visit is essential to review the venue and ensure everything is as expected.
Since the first visit, some elements may have changed (decoration, furniture, renovations).
This visit allows the vendors to familiarise themselves with the venue and finalise the organisation of your wedding day. During this moment, I check the final details and make sure everything is consistent with what you initially planned.
On Your Wedding Day
On the wedding day, I am present from the morning to oversee the setup and welcome your vendors throughout the day.
For example, if you are getting ready at your venue, I will welcome your hairstylist and guide them to your room.
My role on that day is to be the conductor of your wedding.
If your witnesses have questions, they can simply come to me or call me.
I then set up your decoration: the seating chart, table decorations, the photobooth, the guest book table, guest gifts, and decorative elements for your ceremony.
When your guests arrive, I introduce myself so they know who to contact if needed.
Throughout the day, I make sure everyone (vendors, guests, witnesses and the couple) is in the right place, at the right time, and that nothing is forgotten.
For example, during the evening entertainment, I remind witnesses about the schedule and call them when it is time for their speeches.
I also manage any unexpected situations and keep the timeline running smoothly, always with discretion.
Once the key moments of your wedding have taken place, I stay until the dance floor opens, allowing you to enjoy the rest of the evening and celebrate with your guests.
The Benefits
By hiring a wedding planner to coordinate your wedding day, you:
• Delegate a large number of tasks• Benefit from the guidance of a professional• Save time and energy• Reduce the stress of the preparations• Ensure nothing is forgotten• Fully enjoy your wedding day and your guests• Allow your family and witnesses to enjoy the celebration as well• Avoid being affected by unexpected issues
If you would like to discuss the coordination of your wedding day, feel free to contact me here or by email at:
Charlotte