The day of a wedding planner can be hectic and chaotic, but it is also one of the most rewarding careers out there. You get to be part of a magical day for so many people. Not only that, you get to help make that day happen.
When it comes to what that special day entails, it’s essential to have your thoughts and all your paperwork organized. Everything from the original consultation to the bouquet toss needs to be planned, and chances are it’s you who will be doing that.
Wedding planning takes a lot of time and hard work, but with the right tools, guidance, and drive, you will not only succeed — you’ll excel. If you’re wondering how to even begin this journey and what the day of a wedding coordinator is all about, you’re not alone. Hear from the experts themselves and the advice they have to share below.
Perfect Your Checklist
When it comes to your wedding planning checklist, it’s all in the details. There isn’t a day of a wedding planner’s working life that isn’t filled with some sort of list. After all, you have a lot to keep track of!
A great way to keep your checklists, to-do lists, and all other wedding day information organized is by using a tablet. You will be able to carry everything with you wherever you go. Plus, it’ll be fast and easy to access all your information through apps like Evernote and AllSeated.
Not every couple will be the same, so the first thing you’ll need to focus on is what they will need. Is the couple going to require you to handle their RSVPs for them? Will they be relying on you to book the venue and all the vendors involved in the reception?
Just know that you won’t be able to use the same checklist for everyone. Some couples may want more control over certain aspects of their wedding than others. That’s less to-dos for you to deal with, but make sure your service is tailored to each couple’s needs and desires.
Your checklist needs to include everything they want, from preparing a budget to coordinating the collection of gifts received on the wedding day. Make sure you get as much detail from your clients as you possibly can. This will avoid last-minute additions.
What To Do Before the Big Day
When it comes down to the wire, there is still a lot to do and plan for. After all, you need to cross your t’s and dot your i’s.
Two or three days before the wedding, you’ll want to call all of your vendors and those providing other services. Even if you’ve paid the deposits and they’re in your calendar, you always want to confirm that everything is okay and on track.
You’ll also want to make sure they have the correct information, like the venue address, what they are providing, contact phone numbers, and the time that they need to be there. Go through everything twice, just to be sure you’re all on the same page.
In case something has gone horribly wrong, make sure you have a backup arsenal. These are bakeries, florists, DJs, and such that you can pull out at a moment’s notice. Hopefully, you won’t have to use them, but it is much better to be over-prepared than scrambling at the last minute.
Go over all of your lists and timetables thoroughly. Check off what you have done to make sure you’re not missing anything, and make sure your timing actually makes sense.
Last but certainly not least, reach out to the wedding couple the night before. This can be just a simple good luck or congratulations text, wishing them a pleasant night’s sleep and reassuring them you have everything handled.
The Day of a Wedding Planner
It’s the big day, the wedding you’ve been planning for months. Your job the day-of as a wedding planner is to play puppeteer. You have all the strings to pull, and you need to make sure everyone is doing exactly what they are supposed to be doing.
Get there early before anyone else. Your job is to make this as stress-free an experience as possible for your clients and their guests. If there are issues, you’ll want to get them resolved as quickly as possible.
After all, did you know that more than 40 percent of couples categorize their big day as “extremely stressful” according to a study by Zola. Its your job to minimize this.
You want to do quality control as well. Are the flowers arranged just right? Are there any hazards that weren’t noticed by the installation crew, like wires, cables, or blocked walkways? Does everything look like it’s supposed to? Reference your notes and orders as you do so.
Make sure you are keeping in contact with the venue and vendors throughout the day. With the venue, inform them before anyone arrives that the wedding party and guests are heading their way, especially if the party is running late or will be a little early.
Also, try to enjoy yourself. Check in with the couple when necessary, but otherwise, pat yourself on the back for another wedding. Well done!
Advice for Recently Graduated Wedding Coordinators
When it comes to being a wedding planner and coordinator, there are many things to consider. One thing you should always look for is guidance from those who have done it before. The Wedding Planner Institute has countless success stories, and they are here to help.
Andrea King of Memorable Memories reminds budding wedding coordinators to be unique and different. With five years in the industry, she knows that standing out is key to success.
“Focus on building your own content on social media and showcase your own work,” she recommends. Building a following is vital to maintaining a client base, though Andrea admits that things can get slow every once in a while. It’s important, however, not to give up.
Julie Riley from Something Bleu Wedding and Event Planning suggests getting a mentor when first starting out. Not only will you learn from an industry veteran, but you’ll be able to make important contacts through networking.
Barring finding another wedding planner, you could get a job or internship with a wedding florist, venue, or caterer. All of these services will become part of your life as a wedding coordinator. What better way to fully understand what goes into every aspect than to experience it yourself?
“I find it so important to have a good relationship with the vendors you work with,” Andrea adds. “Time will often be tough, and you may feel like giving up, but having a good support network around you from like-minded business owners and vendors helps keep things in perspective.”
It’s something Stefanie Thasler of Lacuna Weddings in Sydney, Australia, agrees with. Networking is so important, as is really shooting for the stars.
“Stepping out of your comfort zone is the only way to grow and see change,” she says. “It’s daunting starting something new, and in most cases, the only thing in the way of achieving greatness is yourself.”
The Day of a Wedding Planner Requires Flexibility
When it comes to the day of a wedding planner, there is no one-size-fits-all approach. Every wedding will be different, as will every client.
Sometimes you’ll need to be flexible, and other times a couple may want a straightforward package. Regardless, one thing is for sure: there’s no job like wedding coordinator.