What does a wedding planner actually do?
So you and your partner are planning a wedding, but you don’t know if you need a wedding planner or day of coordinator or neither?! You have probably asked yourself, “What does a wedding planner actually do??!” Well, I’m glad you asked! No we are not wedding planners but as a full time vendor in the wedding industry we can tell you from lots of experience that Planners/Coordinators bring so much added value to your wedding day; even in ways most couples wouldn’t think of. They truly are worth their weight in gold and we are going to walk you through why. We even have some advice from some of our preferred planners in the Tampa Bay area! Let’s dive in…
“Pretty much we're your right hand lady, another bridesmaid along the way...we're with you from time of booking, all the way until the wedding day. We keep you on track and aligned with a monthly calendar, do a monthly check-in, create a budget breakdown with market knowledge (not just the Knot/Wedding Wire knowledge where it's across the US), narrow down your vendor options to choose from within budget, help you find a venue (again within budget), design your wedding, create floor plan, create timeline, unlimited guidance (giving things to think about that you didn't know to think about), setting hotel blocks, confirm all details with vendors, make sure everything is accurate, your advocate/voice, coordinate travel/visit/vendor meetings, attend tastings and trials, attend and often times run the rehearsal and present the full day of the wedding (executing anything and everything that goes on during the day).” Chantilly Chic Celebrations
What are the duties of a full wedding planner?
Planning Schedule: A full wedding planner will give you a checklist of items that need to be done and when. From when the invites need to be ordered and sent out to when your dress needs to be fitted. No detail left out! And no sleep lost of your end :)
Budget: No one likes to talk money, but a wedding budget is SOOO important. Planners will help you make the right budget for you as well as keep you on that budget and keep track of all your payment schedules. They also can give guidance on where you can cut some and where you might want to spend a little more. Their experience can even estimate how much something is probably going to cost before you even ask a vendor for a quote.
Vendor Recommendations: An experienced planner has worked with tons of vendors and can help you find excellent ones that are right for your style and for your budget! Their little black book of names is priceless!!
Vendor Communication: Your planner will also handle all communication with your vendors on times and money so that you don’t have to worry about juggling it all.
Wedding Design: Planners are verse in styling events and can help when it comes to choosing the right wedding details and creating a style or feel. Maybe you have a Pinterest board full of amazing ideas! They can help make those a reality and even have the eye to tell you if it will be out of your budget or doable. Some planners charge extra for this so be sure to ask. Another piece of that is setup and tear down of your wedding decor - be sure to ask what is included in their packages.
Meetings and Consults: All of your meetings and consultations from the venue to the photographer, whether on the phone or in person, your planner will coordinate and can even be present during them.
Etiquette: Do you how far ahead to mail out invites for your wedding? When Leo and I got married we sure didn’t know ha. You may not know all the proper etiquette when it comes to wedding planning, but no need to worry! Your planner will be well versed in all things wedding etiquette.
RSVPs: Most planners will not only help you create your guest list BUT they also might help with the RSVPs and seating chart. This can be one of the more stressful parts of the planning process.
Reminders: Seems simple, but reminders are the LIFE in your wedding planning. Don’t worry about when a payment needs to be made or something has to be purchased because a planner will act as your amazing to do list.
Wedding Day Timelines: A well created timeline will make or break your wedding day! But you probably don’t know where to start in making one. The experience of a wedding planner will create the best timeline to fit all the details of your wedding. They will even confirm with all the vendors on what times works best for them and taking all the tiny parts and turning it into a masterpiece.
Ceremony and Rehearsal Coordination: Coordinating the wedding party and your family through a rehearsal and the wedding ceremony is a huge responsibility of a planner. Telling someone where to stand or what part of the music to walk into is not something you need to be doing! Especially on a wedding day. But wanting the ceremony to go smoothly is always something couples ask for.
Wedding Day Execution: Phew, if planning the wedding with you wasn’t enough, planners are also master jugglers on the wedding day. Making sure every tiny detail that was planned is executed properly and ensuring that you just enjoy the process.
Gifts: At the end of the night your planner will make sure your gifts and cards are packed up safely! You don’t want any of the valuable gifts left behind or lost!
Take Away Stress: What if someone is late? What if there is a drunk and disorderly guests? What if there is some drama or unwanted stress that arises from any way possible? Planners help take on the burden of these situations and handle for you the best they can while allowing you to enjoy your wedding day.
Longer list than you expected??? Yeah, its a ton!
“I like to think of us wedding planners as conductors putting on a big show. Whether it’s month-of coordination or full planning- it all comes down to executing ONE day and flawlessly at that! We offer complete guidance throughout the entire process, vendor correspondence, create extensive timelines and layouts, and most importantly- The Day of, you can expect us to be the first ones in and the last ones out to ensure a seamless & beautifully styled event.” One Love By Erica
“Our Full Planning Package includes everything from a design board, to vendor procurement, to budgeting and day-of logistics. It’s a balance, making sure our couples are getting exactly the day THEY want, combined with all of the support we can provide to make it happen.” Piper Marie Events
How do I know if I need full planning, partial planning or just a day of coordinator?
All wedding planners offer a consultation to discuss your wedding day needs and budget but also help you decide if you need full planning, partial planning or just a Day of Coordinator. If the idea of planning a wedding freaks you out and you have no idea where to start or who to call, hire a full wedding planning service. They’ll make this overwhelming (but joyous) experience a lot easier by suggesting vendors, rentals, looking up venues etc.
Now let's say that, you can’t afford that luxury (or maybe you’d rather spend a bit more on the honeymoon ha, it’s what Leo and I did). Just be honest about your budget and ask if they can do partial planning. The planner can then suggest which parts of the planning process they could help with.
Or maybe you're just a type A personality and LOVE the idea of planning your own wedding. Theres nothing wrong with that! But if there’s a lot of moving parts to your wedding day you may want a little peace of mind. This is where a Day of Coordinator comes into the fold. You do most of the planning but the DOC joins you towards the end of planning process to help with things like timeline, rehearsal, wedding day execution and setup/tear down.
The option is yours! We just cant stress enough how important is to have a planner help make your wedding dreams come to life!
“We get this question A LOT. A couple looking for Day-Of Coordination has likely booked almost all of their vendors and has a solid design plan, but wants someone to tie loose ends as their date approaches and also needs a team to manage logistics on their Wedding Day. Partial Planning (our most popular package) would be for the couple who has booked their venue and knows their aesthetic, but needs help with procuring vendors, solidifying their design, and everything else that day-of Coordination includes. Full Planning is for the busy couple who wants to provide us what is most important to them and allow us to propose the perfect event from top to bottom. “ Piper Marie Events
“Everyone needs a Planner!!! And there is NO SUCH THING AS A DAY OF PLANNER!!! All legit/seasoned planners will start working with you 6-8 weeks out from your wedding day, hence the term Event Management (we are Managing your event from start of contract to wedding day execution). Anything less than that is ludicrous! Majority of venues/vendors want floor plans by 4-weeks out, so planners who start earlier than that are of value! For couples that are more type A, 'planners' by nature, the Event Management Package is for you! For those that feel comfortable hiring their photog/video/dj/venue/caterer on their own, however need help designing their wedding, the Partial Plan is perfect for them (keep in mind some planners have different packages in regards to what a partial plan will entail. Our sweet spot with our couples was the design so our partial plan is that)..This way we can help budget the decor, design and give you vendors within that budget. If you are busy, have a very demanding job/kids/school schedule, overwhelmed with the process and need guidance across the board, the Full Plan is perfect for you. “ Chantilly Chic Celebrations
How do I choose the right planner for my wedding, personality and budget?
This can be tough! There are lots of great options in our Tampa Bay Area and all over the USA. Browse Instagram and websites and take a look at weddings they have done in the past. Do they have lots of experience? Do the photos speak to your style? Choose 2-3 and then setup consultations with them. Have an open conversation with them and get to know them a little. Those things should help you choose the right one for you!
Some venues offer “venue coordinators” for your wedding, either included in the cost or at an additional fee. This can be good, but also misleading; here’s why: “Venue coordinators” are only responsible for things related to the venue and not actually the wedding itself. Make sense? Lets give an example. If the venue needs to be unlocked or the lights turned on, the venue coordinator will get that done. BUT if you need someone to go and drop off some decor at the wedding venue, the wedding planner will take care of that. a Venue Coordinator has the venues best interests in mind. A wedding planner will have YOUR best interests in mind. So, if a venue is offering a venue coordinator, be sure they clarify what their responsibilities are.
“First impressions are everything to me! This is why I love to meet with a couple initially to really share a little bit about myself and the overall process behind their investment. I feel that communication is so so important. If you’re on the same page from the get-go and vibe well, I find that it’s such an enjoyable adventure working together from beginning to end.” One Love By Erica
“Recommendations and consultations! If you have already booked any vendors, ask them who they love working with. Venues, photographers and caterers are great resources for planner recommendations since they work so closely during the planning process and on the day-of. After receiving recommendations, be sure to schedule a phone or in-person consultation to make sure you “mesh!” Piper Marie Events
“To keep this simple, the first question you should ask a planner is do they do this full time or as a second job. If full time, then you know they have invested in the business and are in it to win it. If it's their second job, then ask them if they are new to the industry (working to do this full time) or if this is a hobby. The answers to these questions will tell you from the beginning why the planner is charging what they do for their services and their passion for what they are doing. The average cost in the area for a planner that does this full time is $1,800 - $2,500 for an Event Management Package. Some planners have their starting out pricing listed online, some don't. Do your best to educate yourself on the planner, everyone has a budget and priority list and yes, sometimes planners are not high on the list, however there are so many horror stories of planners charging less and not doing a good job. Honestly, hire a planner first and they'll help you with all your other vendors to keep you in budget. Also verify if a Planner (or any of your vendors) are registered with the state, AKA LEGIT! Go to http://search.sunbiz.org/Inquiry/CorporationSearch/ByName to find the right planner for you, will take time. We all know you interview other planners, so you should! We encourage it. The same way I encourage my couples to meet with 2-3 photogs, I'd expect the same with choosing a planner. You want someone that you have a connection with, that understands you and your vision, that you genuinely have a good time talking to, that puts you at ease, that gives you confidence that they'll execute your day and vision, that has experience, that has good vendor relations, is knowledgable of the area and market, has great reviews and gives you all the warm and fuzzies. We want you to like us, trust US! We'd rather you find the planner that you like and connect with best and not because we were the cheapest or offered a deal, added on extras, etc...Take the time to do your research and find the best fit. It can be overwhelming because we all may offer something a little different, so go in prepared with questions that will help you make a right decision based on your needs.“ Chantilly Chic Celebrations
Will a planner help style my wedding?
Yes….and no. This is one question that you need to ask during your consultation with a planner. Some full planners also do styling and it is actually their favorite part! But not all offer this. Day of Coordinators will not offer this at all since they do not come in until the very end of the planning process.
“Yes. Whether you have a million Pinterest Boards or NOT! We can help style/design your wedding. We have a few questionnaires to fill out and during all our meetings we get to know you as a couple, see what you truly like/want as well as surprise you with things you didn't know were out there in the market or that you could use to style your wedding.” Chantilly Chic Celebrations
“We sure do! In fact, the styling aspect/process is my favorite part of our planning adventure together. This is where the couple and I collaborate and truly bring their vision and personal design aesthetic to life through florals, decadent food displays, layered tables capes, and so much more.” One Love By Erica
“If you’d like! Some couples have a very clear idea of what they want, while others welcome ideas and recommendations. We always keep in mind that it is YOUR wedding, but we’re available to help make the best version of the vision you have.” Piper Marie Events
Do vendor connections and relationships really help?
FOR SURE!! Knowing vendors really well will not only help them show you who is best for your style and budget, but also who is best in the area. They have worked with 100s of different vendors and know the best of the best! Plus their connections would potentially help with budget restrictions! Which is always a plus!
“Yes! Every vendor we recommend to our couples we’ve worked with multiple times. They’ve proven their professionalism and quality and are trusted by us to make our clients’ Wedding Day perfect and memorable. There are also some vendors that provide industry discounts for planners.” Piper Marie Events
“Absolutely! Over the years, we have developed incredible relationships with “friendors”(I prefer friendor, because they truly are friends) near and far that complete your wedding day to the fullest. A big part of our initial planning process is finding and offering the best vendors that work within the clients budgetary needs. Whether you’re doing an intimate gathering or an over the top extravagant event, we can help guide you in the right direction with vendors.” One Love By Erica
“A lot of vendors and venues have preferred vendor lists. Some pay to be on these lists, some don't. Our preferred vendor list consists of vendors we've worked with several times, that we know will show up and do a fabulous job, that are registered with the state and they receive no kick-back...it's a true thank you to our vendors - by being amazing, you're on our list. By making our job easy, our couples happy and being a team player - you are the chosen ones. We offer a wide range depending on taste, personality, style, budget, product availability. We have a great working relationship with our venues and vendors and there is no truer testament than a vendor sending a couple our way because they have seen and know that we care for our couples and do a wonderful job to not only make the couple happy, however make their job easy as well. “ Chantilly Chic Celebrations
We are HUGE advocates for wedding planners and day of coordinators. They bring so much value and expertise and are absolutely amazing at what they do! We hope this post has outlined the many tasks they handle and shed some light on why full wedding planners are the coolest. Along with the planners mentioned in this article we have a list of amazing planners and day of coordinators that we highly recommend. All of our clients are welcome to this list! Thanks so much for reading!
