What We Do as Wedding Planners!

Initial Planning & Strategy

  • Conduct in-depth initial consultation to understand couple's vision, priorities, and budget

  • Develop a full-service wedding planning timeline from engagement to post-wedding

  • Provide a personalized planning checklist and task calendar

  • Help define the wedding style, theme, and aesthetic

  • Recommend a realistic guest count based on venue and budget

  • Advise on wedding insurance, etiquette, and legal considerations

Budget Management

  • Create and manage a detailed wedding budget spreadsheet

  • Suggest budget allocation based on couple’s priorities

  • Track deposits, balances, and due dates for each vendor

  • Offer cost-saving tips and alternatives for splurges

  • Adjust budget in real time based on evolving plans

Venue Selection

  • Research and recommend venues that match couple’s style, budget, and guest count

  • Schedule and attend venue site tours

  • Compare venue pricing, packages, and inclusions

  • Review and explain venue contracts

  • Assist with securing venue booking and permits (if needed)

  • Coordinate ceremony and reception if at separate locations

Vendor Coordination

  • Build a curated list of vendor referrals based on couple's style and budget

  • Schedule and attend vendor meetings (florist, caterer, photographer, etc.)

  • Review and negotiate vendor contracts and pricing

  • Maintain consistent communication with vendors

  • Confirm logistics, delivery times, and setup requirements

  • Provide vendors with the final timeline and floor plan

  • Coordinate vendor load-in/load-out times

  • Serve as vendor point of contact before and during the wedding

Design & Styling

  • Create a cohesive wedding vision board/mood board

  • Assist with color palette and seasonal design choices

  • Provide inspiration and source design ideas for floral, rentals, tablescapes, signage, etc.

  • Design floor plans for ceremony, cocktail hour, and reception

  • Coordinate linen, chair, tableware, and lighting rentals

  • Help source specialty decor elements (arches, lounges, backdrops)

  • Recommend signage styles and placements (welcome signs, seating charts, etc.)

  • Advise on DIY vs. rental items

  • Ensure design details are set up as planned on the wedding day

Guest Management

  • Assist with save-the-date and invitation selection

  • Offer etiquette guidance for wording, RSVP deadlines, and addressing

  • Help track RSVPs (especially if digital RSVP platforms are used)

  • Coordinate guest transportation if needed

  • Recommend accommodations and help set up hotel room blocks

  • Assist with welcome bags or guest favors

  • Guide clients through seating chart creation

Wedding Party Coordination

  • Provide wedding party timeline and role expectations

  • Communicate call times for hair/makeup and photos

  • Assist with attire ordering and tracking for wedding party

  • Create a wedding weekend itinerary for the bridal party

  • Coordinate rehearsal and teach everyone the processional order

Timeline Creation

  • Build a master wedding day timeline (start to finish)

  • Include hair/makeup, vendor arrivals, transportation, photo sessions, ceremony, and reception flow

  • Create separate timelines for:

    • Couple

    • Wedding party

    • Vendors

    • Parents/family

  • Distribute and confirm timeline with all parties involved

  • Include buffer times and “just in case” windows

  • Adjust timeline based on weather, delays, or travel time

Wedding Rehearsal

  • Schedule rehearsal with the venue and officiant

  • Run the rehearsal, including:

    • Processional and recessional order

    • Seating arrangements

    • Timing and cues for music

    • Placement of wedding party

  • Finalize ceremony timeline and cues

  • Confirm arrival times for wedding party and family

Wedding Day Management

  • Be on-site for the entire day (often 10–15+ hours)

  • Oversee vendor arrivals and setup

  • Ensure décor, florals, and rentals are styled properly

  • Keep everything running according to the timeline

  • Direct the wedding party and cue events

  • Troubleshoot any issues (weather, wardrobe, vendor delays, etc.)

  • Assist guests with directions, seating, etc.

  • Cue ceremony processional, music, and transition

  • Coordinate cocktail hour flow and transitions

  • Manage reception milestones:

    • Grand entrance

    • Dinner service

    • Toasts and speeches

    • First dances

    • Cake cutting

    • Bouquet/garter toss

    • Send-off

Post-Wedding Tasks

  • Oversee vendor breakdown and pickup of rentals

  • Pack up décor, personal items, and gifts for couple

  • Deliver cards/gifts to designated family member or planner’s vehicle

  • Return rented or borrowed items (if previously arranged)

  • Follow up with vendors for payments, reviews, or issues

  • Collect vendor images and tag vendors on social media (with permission)

  • Send thank-you notes or post-event wrap-up email to couple

Optional Add-On Services

  • Wedding website creation and management

  • Travel and transportation booking

  • Engagement party, bridal shower, or bachelorette planning

  • Welcome dinner or farewell brunch coordination

  • RSVP follow-up and meal tracking

  • Monthly planning check-in meetings or coaching sessions

  • Design and assemble favors, signage, or welcome kits