We love helping our brides and know some people struggle with understanding “what does a wedding planner do?” So….we took notes at one of recent weddings to show the list of tasks a planner does in a day.
Wednesday-
Pack the car with any last minute items: extra vases, emergency kit, tool kit, etc.
Thursday-
8am- leave for the site
Arrive at site to review and make any final adjustments to floorplan before delivery
Give rental company directions to venue
2nd pick-up of rentals before actual delivery
Rental company arrives for setup
Oversee whole rental setup (make sure tent is set in right spot, ceremony chairs are in correct area, tables are in proper locations, custom lights are hung in proper spots)
6:30pm- arrive back at the hotel to get dinner and early to bed :)
Friday-
8am- Finalize welcome bags, add name tags to each bag, deliver to the front desk
Get flower delivery for rehearsal dinner and view florals for Saturday
Assemble flowers for rehearsal dinner
Deliver flowers and table assignments to rehearsal dinner; setup- to help the bride and groom's families
Drive back to hotel, get ready and head to the rehearsal
Do the rehearsal (greet and instruct musicians, review with minister, and organize wedding party)
Drive back to hotel
Assemble programs: fold, cut ribbon, make holes in each one, tie ribbons on each program
End at 9:30pm
Saturday-
9:30am- Leave the hotel for the reception site
Meet helpers to organize their to-do list – start them on setting up ceremony chairs
Start setting up alter/chuppah area (add draping, flowers)
Start putting out furniture to certain areas (also get other décor items)
Eat a quick lunch!
Organize helpers to start hanging lanterns, and finalize flowers
Finalize vignette areas, setup cocktail tables, cake tables, cakes arrive
Call catering company and give directions and get ETA for catering/bar
Put out beer, help fluff food tables, put out table arrangements, put on tablecloths
Photographer arrives, give him instructions and start putting on bouts
Bring the bride her bouquet and check on her status of being ready
Couple's first look- assist in handing off gifts for each other and getting them set
Caterers arrive – get beverages from bar on ice first thing
Assist photographer in some pics
help organize family and wedding party for pictures
Move cakes from inside to out and finalize cake tables
Finalize every last décor item, light candles, etc.
Make sure guest book and pens are out
Give ushers/groomsmen last minute explanation of duties (remind to hand out programs)
Start seating guests; instruct guests to take their seats
Get grandmother/mothers organized
Start seating grandmothers, followed by mothers, wedding party (cue the musicians the whole time)
Bride walks down the aisle
Take additional décor shots myself during ceremony to get all the shots before guests get to reception
Alert caterer that ceremony has begun
Direct wedding party away from reception area
Assist guests in reception area
Help photographer organize additional shots
Assist in signing the marriage license
Get the bride’s dress bustled
Cue the back they are about to be introduced
Lead the couple back to the reception for introductions
Open the buffet, insure all guests are being cared for, buffet is full
Get a plate for the couple to have a bite
Put the bouquets on the cake table
Get photographers, family and couple ready to cut the cake; cue the caterer to be ready to cut the cakes
Cut the cakes
Cue the band about to do dances (remind them songs, names, etc.)
Get the couple, family and photographers ready
First dances (wanted them at sunset)
Start gathering cake toppers, flutes, etc. to get safely back to the couple
Get photographers to take certain shots the couple requested
Hand out all checks to vendors
Make sure all the votives are lit
Assemble leave items (take wrappers off and assemble candles, sparklers have to be removed from boxes and individual wrapping)
Make sure the caterer has to-go food for the couple
Make sure their suitcases are in the leave vehicle
Make sure all food is out and full, guests are happy, cake is being replenished
Get additional shots of the couple and assist photographer in getting décor shots at night
Tell the bride and groom about to do garter/bouquet
Cue the band, get a chair for the garter
Do the garter and bouquet
Start gathering the “leave” items and lighter, tell the photographers
Make sure the leave vehicle is working, there and ready
Tell the band last song and then leave announcement
Announce Last song
Line up guests to leave, instruct them light their candles (leave item)
Pick up the remaining candles
Assist in caterers cleanup
Have leftover plates for the band (they decided not to break during the reception as planned)
Make sure rented items get returned
Put bride’s bouquet in water
Get all bouquet vases and vases that need to be returned to florist
Load up all items to be returned to the office
Give final instructions to the bride’s family where every item is
11:30pm- Get back in the car and head home….arrive home the next day J
Think it’s exhausting seeing it…it is as exhausting doing it. We do love it, but it sure is a lot of work. We do it because it is a passion and a gift…that makes our job less of a job and more joy!
