When it comes to wedding planning, you need to learn a whole new language, and some phrases you thought you knew take on an altogether new meaning. The differences between a wedding planner, a wedding designer, and a wedding coordinator are among the most important for a bride to understand. The experts would be the best people to ask, after all. Need help planning your wedding? Check out our list of Wedding Event Planners here. Wedding planners, who are often called coordinators and event planners, will assist you organise your wedding in the most basic sense. What they actually do, however, varies widely.
What Exactly Is A Wedding Planner?
One of the biggest and happiest days in a couple's lives is their wedding. It's also one of the most nerve-wracking times, unfortunately. A wedding planner is there to assist the couple in all aspects of the wedding's preparation and execution. If you want to make sure that everything runs smoothly on your wedding day, it's worth it to invest in a wedding planner.
You may find success in the wedding planning industry if you are an excellent listener, have a warm disposition, and enjoy lending a helping hand. Throughout the hectic planning phase, the bride and groom will look to their wedding planner to be a steadying influence and voice of reason.
What Is The Role Of A Wedding Planner?
A wedding planner is someone who assists with the preparation, coordination, and management of a wedding. A wedding planner would initially chat with the couple to learn more about their preferences and needs for the big day. All events leading up to and including the wedding day are included in this (the rehearsal and rehearsal dinner, the next day brunch etc.). The planner will enquire as to the couple's financial limitations and outline the range of possible services. It is crucial to get a sense of the couple's taste and general vision, which is where your attentive listening abilities come in.
An agreement defining the wedding planner's services will be given to the couple. A professional wedding planner will have many industry connections and a track record of organising several weddings. As a result, he is in a position to provide insightful recommendations for wedding and reception venues, such as those with a particularly picturesque setting. They are aware of what is possible within the given budget and can introduce the couple to suppliers and services that can support a luxurious wedding or vendors and services that specialise in catering to tight budgets. They are also frequently eligible for service discounts, which they gladly pass on to their customers.
What Is A Wedding Planner's Workplace Like?
To accommodate their clients, wedding planners often operate outside of the standard 9–5 time frame, including on evenings and weekends. Clients often have day jobs and prefer weekend or evening appointments with their planner.
A wedding planner should expect to work nearly every weekend throughout the busy months of the year, as most weddings take place on Saturdays. The most active months are not consistent across the board. Spring and October, when the weather is at its best, are peak seasons in the south. The northern hemisphere summer is the busiest time of the year.
The actual wedding day will likely include a lot of strenuous physical labour. Event coordinators spend all day and night on their feet (It's not a good idea to show up in sky-high heels.). The idea is always for the bride and groom to be blissfully ignorant of any disturbances, so they may be helping with setting up flowers, moving boxes, table linens, lighting candles, or putting out any number of tiny fires and overseeing a multitude of small things. Planning a wedding can be mentally taxing, as the planner must be alert and focused throughout the day. That all their efforts paid off, that their clients had a fantastic time, and that they would never forget that special day as their reward.
What To Look For In A Wedding Planner
Wedding planners, who are often called coordinators and event planners, will assist you organise your wedding in the most basic sense. What they actually do, however, varies widely.
Responsibilities of Wedding Coordinators
The first step for most wedding planners is to meet with the couple to:
- Find out about everything that's happening, not just the wedding itself but also the rehearsal dinner, bridesmaid teas, and post-wedding brunches.
- Assess the spending plan as a whole.
- It's important to get a sense of the couple's personal taste and sense of style.
- Discuss the status to date.
- The wedding planner then makes suggestions for how to proceed and provides the couple with a contract for their services. The specific services provided may likely include a number of different components, selected in response to your specific requirements and financial constraints. The most typical offerings are shown below.
Whether you're recently engaged or have been planning your wedding for years, you know that there are a lot of moving parts that demand you to be methodical, frugal, and punctual. You should verify that your wedding planner is not just on top of things, but will also assist you keep on top of things, even if you are naturally an organised person. A good organiser will:
Create and review vendor contracts
- Make a timeline for your wedding day.
- Vendor arrivals and delivery should be coordinated with your venues.
- Avoid costly errors such as hurried shipping charges or unneeded revisions.
- Remind you of your duties, appointments, and budget limits.
Check out designer wedding planners if you've been perusing bridal magazines but are concerned you lack the aesthetic eye to pull off the ideas you've seen. One who has planned ahead can:
- Inspire you and fill you up on the latest developments.
- Contribute to creating an uniform "look" by tying together loose ends.
- Check it out and fill in the blanks as necessary.
- Organise the services of the event's aesthetic providers, including the florist, caterer, printers, invitation firms, graphic designers, and more.
- Assist you in selecting the bridal gown, bridesmaid gowns, and groomsmen's outfits for your wedding.
- Discover fashionable and complementary favours.
- Plan out the furniture, lighting, and other aesthetic elements.
Wedding planners are skilled negotiators who may mediate conflicts between fighting parents or spouses. Wedding planners can be really helpful, whether it's for resolving budgetary disputes, advising you on proper etiquette, or negotiating with the mother of the groom about the blood-red outfit she wants to wear.
Professional wedding planners may be able to help you find a reception hall with a picture-perfect view or a caterer willing to work within a tight budget thanks to their industry connections. In some cases, they may even be able to use their connections to score freebies or substantial price reductions.
You will feel pressure from every angle on your wedding day. There will be a lot of people to see and greet, and it will take time to unwind and get ready, but there will also be a lot of people asking you questions that are unnecessary. And that's before we even begin the ceremony! Planners can assist keep things on track by doing things like:
- In the event that a delivery person or vendor fails to show up, it is your responsibility to contact them and arrange for their replacement.
- dealing with other urgent matters
- While preparing the venue for the ceremony and reception, we will be running the rehearsal.
- Checking that all wedding attendees are present and accounted for
- Timing the festivities of the reception
- Managing disruptive guests and gatecrashers during a wedding
- Responsible for returning security deposits and ensuring the cleanliness of the premises after occupancy.
- Returning your wedding gifts and other personal stuff to you safely
- Giving back borrowed or rented stuff
These duties are often handled by wedding planners, however additional help can be hired if necessary. Despite its name, "day-of" coordinators should be consulted at least a month ahead of time, and they should begin checking in with suppliers a few days before the big day.
Things To Look Out For When Choosing A Wedding Planner
These are signs that your planner won't be able to deliver what you need:
- One of the most important qualities in a wedding planner is accessibility and flexibility. Get a second opinion if the planner doesn't get back to you quickly or seems disorganised.
- Don't trust wedding planners that get paid to endorse a specific vendor. Ensure that the wedding planner isn't merely trying to line their own pockets by recommending providers they know and like.
- See if you can find a planner whose aesthetic you connect with. If your big day is going to look anything other than you, it's not going to be your wedding planner's fault.
- You should have a written agreement with your wedding planner that details all of the services they will provide as well as the fees, deposits, and due dates for any and all payments. Make sure that the planner's failure to meet requirements or your desire to cancel the contract are addressed in the contract, as are any additional responsibilities or fees that may be discussed.
Having a wedding planner means not having to worry about the nitty-gritty details, like finding reliable vendors, negotiating contracts, or making sure everything runs well on the big day. With the help of a planner, organising a wedding is as painless and straightforward as possible. A planner's job is to manage the logistics and keep tabs on the budget. This is a talent that can be taught to anyone, but only the most seasoned professionals should be trusted with your plans. Some wedding planners also offer services in styling or design, so they can lend a hand with the aesthetic details of your big day. However, some couples prefer to hire a wedding designer to handle such specifics, which would need you to employ not one but two experts to pull off the wedding of your dreams. Looking for the Top Wedding Planner in Melbourne? Look no further and check out our ultimate list of Wedding Planners here. You should ask your planner ahead of time if they provide design services.
Wedding Planner Duties
- spends between 80 and 250 hours working.
- Participates in and organises vendor meetings, and offers recommendations for vendors; negotiates contracts.
- Makes elaborate schedules and diagrams of the space.
- Facilitates fiscal planning and administration.
- Takes part in site visits and food samplings.
- Conceives aesthetic solutions and manages the look's finer points in tandem.
- Facilitates transportation and hotel room reservations.
- controls the dress rehearsal.
- Guarantees that everything goes smoothly on the big day (makes sure everyone adheres to the handles snafus, executes your vision on-site, timeline, and manages vendors).
Obtain the services of a wedding planner if...
- You are financially stable enough to do so.
- You want your wedding to be free of as much anxiety as possible.
- A hectic work schedule prevents you from relaxing.
- You don't know how to get started planning, and your organisational abilities are lacking.
- There is very little time for you to make preparations.
- You've decided to have a wedding destination and a multi-day wedding weekend.
- Your wedding venue is out of the ordinary (read: not a banquet hall, hotel, restaurant).
Designer in Weddings
There is no contractual negotiating or appointment-going on behalf of the bride that a wedding designer is responsible for. We are design experts who can offer advice on anything from the layout and lighting to the accessories, furniture, and even clothing. We assist you in making the choices that will give your event a unified, chic, and polished appearance. The capacity to conceptualise and implement an event's environment is a special one. Choosing tablecloths and seating arrangements is only the beginning. The designer's creative mind and keen eye make it possible for them to envision the full thing and completely alter the environment.
Designer Duties in Weddings
- Does work as much as 40 hours a week.
- Brings the wedding's aesthetic vision to life.
- It suggests colour combinations to use.
- manages the spending and suppliers for decorations, lighting, rentals, stationery, florist.
- Finds one-of-a-kind materials and tools for use.
- Go to the location to get a feel for the space, figure out the best way to lay up the elements, and spot any challenges you might have.
- Generating precise blueprints is a breeze.
- Verifies that all wedding decorations are set up and ready to go.
Hire a Wedding Designer If...
- Your focus during the wedding will be on the decorations.
- You're sure of yourself when it comes to planning and execution, but your imagination leaves something to be desired.
- You have a million and one ideas for the wedding's aesthetic, but you can't decide on a theme.
FAQs About Wedding Planner
A wedding planner can provide a variety of services, including the following: coordinating with the florist, coordinating with the caterer putting the printer in its place (for invitations) and assisting with the selection of bridesmaid gowns and other items of clothing for the bridal party. Assistance with the selection of a wedding dress and accessories for the groom.
The variations among the many kinds of planners that are available for hire. It takes a lot of effort to organise a wedding, but hiring a professional wedding planner is a surefire way to alleviate some of that stress and allow you to keep your attention on the thing that matters: getting married!
Due to the fact that a wedding planner is expected to perform at a high level throughout the entirety of each working day, the job can be emotionally taxing.
However, the satisfaction they receive comes from witnessing their labour's fruition, sharing in their customers' excitement and satisfaction, and being aware that the event will be spoken about for many years to come.
The wedding of your dreams can become a reality with the assistance of the perfect planner, but only if you take the time to choose the right one. Think of the first time you meet with a planner as a first date.
You want to make sure that the two of you are compatible and share the same goals, as you will be working closely together over the course of the following year or so.
There are essentially three categories of wedding planners, and they are as follows: full-service, à la carte, and month-of coordinators. A planner who offers full-service management will take care of everything, from developing the concept for your gathering to recruiting and liaising with the individuals who will be providing the services, as well as arranging for guests to participate in various activities throughout the event.
Coordinator of Weddings
A coordinator in weddings, like a wedding planner, is detail-oriented, but must work under more pressure due to a shorter time frame. They typically start assisting you 30 days before the event and serve as the day-of coordinator. They won't help with the brainstorming or budgeting stages, but they will confirm contracts with vendors, create a schedule for the big day, and double-check that all the details are taken care of. Their duties include coordinating the day-of activities, such as load-out and load-in and making sure everyone stays on schedule.
Co-ordinators will double-check your previous work to make sure it's in good shape before taking over. Appointing a coordinator a few weeks before the wedding will allow for them to make any necessary adjustments and tie up any loose ends. At this point, you can relax and take pleasure in your wedding day; everything is in its proper place and nothing has been overlooked.
Tasks of a Wedding Coordinator
- Spends roughly 25 hours on work.
- Will sit down with you 1-2 months before the wedding to assess where you stand.
- Verify with your suppliers that everything is in order and that the contracts have been signed.
- Makes elaborate schedules and diagrams of the space.
- Final site inspection of the reception and ceremony locations are completed.
- brings out any issues that may have been ignored (things like neglecting to hire a coat check attendant).
- controls the dress rehearsal.
- Maintains order during the bride and groom's big day.
Use the Services of a Wedding Planner If...
- You'd like to be involved in the preparation of your wedding, but you'd also like to have someone there to handle the small stuff and make sure you haven't forgotten anything.
- You pay close attention to every little thing and are very well organised.
- You can't afford to hire a professional wedding planner at this time.
Important Factors to Consider
Here are a few things to keep in mind while working with a wedding designer, coordinator or even the wedding planner.
Make a Reservation Now
Even if they won't be actively helping you until a month before the wedding, it's best to book your wedding planner, designer, or consultant as soon as you know your date. This strategy can help you save both time and money. If a couple books us in advance, we are pleased to recommend other vendors based on their performance.
Don't Forget The Price
Planners inform us that the cost of their full-service design and production services averages between 20% and 25% of the overall wedding costs, though this can vary greatly guess it depends on the planner's level of experience, the location of their office in the United States, the scope and complexity of your event, and other factors. In most cases, the fee for a wedding director will be at least 25% higher than that of a full-service planner (so if the total package is $8000, you can expect to pay $3500 for a limited-service package). To hire a professional wedding director, you may expect to pay anywhere from $2,000 to $6,000, while a wedding planner or designer would cost you between $7,000 to $25,000
Do Background Checks on Your Experts
Being a member of a professional organisation, such as the Association of Certified Professional Wedding Consultants (ACPWC), the Association of Bridal Consultants (ABC), or the Wedding Industry Professionals Association (WIPA), is a good indicator of experience but is not necessary for working in the wedding planning industry. Photos on the planner's blog or website will say volumes about the designer's abilities. Naturally, before hiring any professional, you should look into their past work and politely request recommendations from previous clients/couples.
Always Assign Someone To Handle Day-Of Tasks.
On the wedding day itself, someone else, not you, must ensure that all of your plans are carried out without a hitch. But what if hiring a professional wedding planner is out of your price range? Even if they are willing to handle basic on-site logistics and simple setups like arranging escort cards on a table or placing menu cards on each plate, keep in mind that the venue coordinator or catering manager's ultimate allegiance is to their employer, not you (so they are trying to ensure the food is provided on time, not that the Entertainer is playing the appropriate music or that there are enough pens for the guest book). Looking for a Wedding Event Planner? Look no further, Vogue Ballroom have you covered.
Having your suppliers know that you don't have a planner and won't be securing one is beneficial, but it would be unjust to expect them to do jobs they weren't recruited for. The most competent workers will go the extra mile to assist you. The best course of action is to ask a reliable, trusted friend to take charge of a few essential tasks, such as managing the timeline or dealing with any problems that may arise with the vendors, and then reward that person with a gift card to a store they enjoy shopping at as a token of appreciation. But keep in mind that this is not the person's day job, so you can't expect perfection.
A Wedding Planner Is...What? A wedding planner is a person who helps organise, manage, and plan a wedding. A wedding planner is there to be the calm head and reassuring voice for the bride and husband during the frantic preparation process. The best wedding planners have worked on a number of weddings and have extensive professional relationships within the wedding business. They know what's feasible within the couple's budget and may connect them with providers who can accommodate both a lavish affair and a more modest one.
The wedding planner needs to be on their toes all day long to keep things on track, which can be mentally draining. Even if you aren't particularly organised, a professional wedding planner can help you stay on top of everything. They are useful for settling disagreements, learning social norms, and talking the mother of the groom out of wearing a red dress. Schedules can be maintained with the help of planners who take care of details like repaying security deposits and making sure the space is left clean after tenants vacate.
Consult with day-of coordinators as least a month in advance, and have them start checking in with vendors a few days beforehand. Hiring a wedding planner relieves stress about the finer points, such as locating dependable service providers and negotiating contracts. One of a planner's responsibilities is to oversee financial and operational details. You shouldn't entrust your plans to anyone who isn't an experienced expert. Everything from the venue's layout and lighting to the reception's furnishings and even the bride and groom's outfits can benefit from the guidance of a professional wedding designer.
It takes a unique set of skills to be able to imagine and then create the setting for an event. Artists can put in as many as 40 hours per week, and they usually start helping out a month before the big day. Make use of a Wedding Planner's Services. To have someone take care of the details and double-check that nothing has been overlooked. If you already know the date for your wedding, now is the time to contact a wedding planner, designer, or consultant.
Depending on the required level of expertise, the price tag can be anywhere from $2,000 to $25,000. A solid indication of expertise is membership in a professional organisation, such as the Association of Certified Professional Wedding Consultants (ACPWC) or the Wedding Industry Professionals Association (WIPA). Insight into a wedding planner's skills can be gleaned from the visuals featured on their website or blog.
- One of the most crucial things for a bride to know is the distinction between a wedding planner, a wedding designer, and a wedding coordinator.
- Wedding planners, also known as coordinators and event planners, help with the nitty-gritty of event organisation.
- The job of the wedding planner is to help the bride and groom with every step of the planning and execution process.
- Spending the money on a wedding planner is well worth it if you want your big day to go off without a hitch.
- A wedding planner is a person who helps organise, manage, and plan a wedding.
- A wedding planner will first have a conversation with the couple to find out what their expectations and wants are for the wedding.
- The couple will get a contract outlining the wedding planner's services.
- Since most weddings occur on Saturdays, a wedding planner can anticipate working practically every weekend during the busier months of the year.
- Wedding planners, also known as coordinators and event planners, are there to help you with the nitty-gritty details of putting together your big day.
- Find out not only the wedding details but also those of the rehearsal dinner, bridesmaid tea, and honeymoon brunch.
- Evaluate the budget as a whole.
- It's crucial to grasp the couple's individual preferences and sense of style.
- Give an update on where things stand right now.
- The planner gives the couple recommendations and a contract outlining their services.
- If you are naturally organised, you should still make sure your wedding planner is not only on top of things but will help you maintain things organised.
- Draft and evaluate agreements with suppliers
- Create a plan for the events of the wedding day.
- Help you choose the wedding attire, including the dress for the bride, the dresses for the attendants, and the suits for the men in the wedding party.
- Arrange the decor, including the furniture, lighting, and other features.
- If a supplier or delivery person fails to appear, it is your responsibility to get in touch with them and make alternative arrangements.
- The rehearsal will take place as the venue is being set up for the ceremony and reception.
- Even though they are called "day-of" coordinators, they should be approached at least a month in advance so that they may begin checking in with vendors a few days beforehand.
- Accessibility and adaptability are two of the most essential traits in a wedding coordinator.
- You can't hold your wedding planner responsible if the big day ends up looking nothing like you envisioned it.
- Your wedding planner should have provided you with a written agreement outlining their services, prices, deposits, and payment schedule.
- In addition to outlining any additional obligations or payments that may be discussed, the contract should also cover what will happen if the planner fails to satisfy standards or if you want to cancel the arrangement.
- Hiring a planner makes the process of organising a wedding as simple and stress-free as possible.
- One of a planner's responsibilities is to oversee financial and operational details.
- Your wedding's aesthetic details can be a load off your shoulders if you hire a wedding planner who also offers styling or design services.
- You should enquire about design services from your planner in advance.
- Worry-free wedding planning is a top priority for you.
- A wedding planner's duties do not include representing the bride in any contractual negotiations or attending any appointments.
- Makes real the couple's aspiration for a beautiful wedding.
- You have a gazillion different concepts for the wedding's style, but you just can't settle on one.
- A wedding coordinator, like a wedding planner, has an eye for the finer points, but they have less time to get everything done.
- On the day of the event itself, they will act as the coordinator and will have begun helping you 30 days beforehand.
- Meet with you to discuss your situation one to two months before to the wedding.
- Contact your vendors to ensure that all paperwork has been completed and contracts have been signed.
- You want to be part in the wedding's planning, but you also want someone to take care of the details and make sure you haven't forgotten anything.
- Unfortunately, at this stage in your life, professional wedding planning services are out of your price range.
- A wedding designer, coordinator, or planner may help make your big day perfect.
- Schedule Your Appointment Right Away
- Hiring a wedding planner, designer, or consultant as soon as you know your wedding date is ideal, even if they won't be actively helping you until a month before the wedding.
- A good indicator of experience, but not a requirement for entry into the wedding planning industry, is membership in a professional organisation like the Association of Certified Professional Wedding Consultants (ACPWC), the Association of Bridal Consultants (ABC), or the Wedding Industry Professionals Association (WIPA).
- You may learn a lot about a designer's skills by looking at the pictures they've posted online.
- On the actual wedding day, you should let someone else take charge of making sure everything goes off without a hitch.
- A professional wedding planner may be out of your pricing budget, though.
- Keep in mind that the venue coordinator or catering manager is ultimately loyal to their employer, not you, even if they are willing to handle basic on-site logistics and simple setups like arranging escort cards on a table or placing menu cards on each plate (so they are trying to ensure the food is provided on time, not that the Entertainer is playing the appropriate music or that there are enough pens for the guest book).
- It's helpful to let your vendors know that you aren't hiring a planner, but it's unfair to expect them to take on responsibilities that weren't part of the job description.
- All but the most incompetent employees will gladly go the additional mile to help you.
- You can't expect perfection, though, because this isn't the person's regular work.