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What Does a Wedding Planner do after the vendors are booked?

December 2, 2019

photo: Jessica Bedore Photography

WHAT A PLANNER DOES AFTER THE VENDORS ARE BOOKED

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…

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 

• Detailed place settings 

• Instagrammable Photo Ops in room for guests + bride + groom

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? Will background music be needed if there is no live musician or cocktail/dinner music 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.

PAPER + ETIQUETTE – INFORMING YOUR GUESTS 

• Assistance in 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, and 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 

• 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 completed 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)

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 rental returns 

• Thank you assistance 

• Making sure you have your pictures + videos

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