Weddings are wonderful occasions, but they can also get pretty complicated with many different components coming together, not to mention the pressure for everything to be just perfect. That is where wedding planners have stepped in. While they have been around since the 1930s, they are becoming increasingly popular in modern times as weddings get more intricate and personalised. Planning a wedding is no walk in the park, especially if you are juggling multiple other life responsibilities. Wedding planners are professionals dedicated to taking the weight off your shoulders so you can actually enjoy your engagement instead of getting overwhelmed. If you have been considering bringing in a pro but are still on the fence, it is important to know what exactly a wedding planner does and how they can help. Hiring one doesn’t mean giving up control of your big day; it just means you’ve got someone to handle all the nitty-gritty stuff like calls, emails, and contracts while you have fun exploring different ideas and getting excited for the day. Good wedding planners know how to create weddings that will make everyone smile and they are also skilled at handling any last-minute hiccups!

What is a wedding planner?

A wedding planner, often known as a coordinator, is a professional who organises and manages various aspects of weddings. They help you plan and execute your special day, handling tasks from budgeting to coordinating details like place cards and vendors.

Wedding planners have a wealth of knowledge and contacts to streamline the planning process, ensuring a stress-free, memorable experience. Their role includes turning your ideas into reality and making sure every detail is well-arranged. In essence, they are like project managers, overseeing logistics to ensure events run seamlessly, and handling tasks like supplier coordination and timeline creation. While some also offer styling and design, others focus on task management.

Types of wedding planners

Various categories of wedding planners exist, each with expertise in specific areas of wedding organisation.

• Full-Service Planners: These planners handle everything from start to finish, assisting with budgeting, vendor selection, and on-site coordination. They’re like your comprehensive wedding partners who manage every detail.

• Partial-service planners: Also known as “month-of” planners, they step in closer to the event to assist with specific tasks or vendor coordination. They fill in gaps in your planning and provide expertise where needed.

• Day-of coordinators: These planners focus on the actual wedding day, ensuring vendors are in sync, schedules are on track, and everything runs smoothly. They’re like the stage managers of your wedding, making sure everything unfolds seamlessly.

• Speciality planners: These planners specialise in specific types of weddings, like destination weddings. They are experts in managing unique challenges and logistics associated with these specialised events.

• Wedding designers: These professionals focus on the creative elements of your wedding, designing the visual aesthetics including decor, lighting, and ambience. They work closely with you to bring your vision to life.

• Vendor scouting & referral planners: These planners help you find reliable and suitable wedding suppliers, ensuring you have access to the right vendors to make your wedding day a success. They save you time and effort in finding the best suppliers.

The difference between a wedding planner and a coordinator

Although often used interchangeably, “wedding planner” and “wedding coordinator” have distinct roles in the wedding industry. A wedding planner is involved from the beginning, helping couples with budgeting, vendor selection, timeline creation, and overall orchestration of the event. They handle the entire planning process and execution. On the other hand, a “wedding coordinator” is more focused on the logistical aspects, particularly for the month leading up to the wedding or just the wedding day itself. They step in to manage vendors, create a day-of schedule, and ensure everything runs smoothly on the wedding day. Wedding planners are logistics experts, making the planning process seamless, while coordinators excel in executing the final plans on the day of the event. Hiring a coordinator allows you to remain involved in planning while entrusting the last-minute details to a professional.

What does a wedding planner do?

Wedding planners work behind the scenes to make sure everything is perfect on your big day. While each package might have its own twist, most planners tackle similar tasks:

• First chat about your vision: Wedding planners start with a sit-down to get your vision, budget, and preferences. They will chat about possible dates and make a solid timeline so you are all on the same page.

• Budget buddies: These planners help you craft a detailed budget that covers all angles. They’ll spill the beans on cost-saving tricks that still give you dreamy feels.

• Keeping an eye on money matters: Tracking finances is a wedding planner’s jam. They’ll make sure payments are on track and your budget remains steady.

• Venue scouting: Planners help you secure the ideal venue, matching your theme, size, and budget. They may even come along on tours to seal the deal and give you tips as you look around.

• Vendor magic: Wedding planners have connections with top-notch vendors. Think caterers, florists, and photographers. They handle meetups, negotiations, and making sure contracts match your expectations.

• Contract reviews: These pros comb through vendor contracts to make sure everything is clear and you know what you are in for. If you have any questions, they’ve got your back.

• Away-game weddings: For destination weddings, wedding planners are your on-the-ground guide. They can help you navigate logistics, local vendors, and cultural customs. They’ve got it covered.

• Designer’s eye: Wedding planners will work with you to create a style that fits. They can help you finalise colours, decor, flowers, and lighting concepts. Alternatively, they should be able to link you with an expert designer they think may work well with you.

• Etiquette guidance and support: Your wedding planner is your go-to for polite pointers and peacekeeping if sensitive situations or conflicts arise during the planning process.

• Fashion advice: When you are stumped on what to wear, a wedding planner can offer valuable insights on styles and dressing options for you, your partner, the wedding party, and family members.

• Warm-up acts: They help set the stage with rehearsal dinners, brunches, and organising the final rundown before the big day.

• Invitations and website management: Wedding planners are wordsmiths for invitations and will manage RSVPs and meal preferences. They can even handle your wedding website if you opt to have one.

• Arranging seating: When figuring out where everyone should sit, wedding planners can offer mindful suggestions, like considering the layout and making sure there is enough room for everyone to move around and find their seats. They will be there to guide the process, but you and your partner will still get to decide on the final seating plan.

• Coming up with a timeline: Planners lay out a minute-by-minute plan for the wedding day. They will make sure everything runs like clockwork and will make room for contingencies.

• Being the communication point of call: To ensure you relax and have fun before and on your wedding day, planners will manage the flow of communication by making sure vendors, family, friends, and the bridal party contact them instead of overwhelming you with final arrangements and last-minute questions.

• Ensuring smooth sailing on the day: They are the backstage crew on the big day, handling setups and schedules, and keeping things on track.

• Emergency pros: If things go haywire, they are the problem-solvers in disguise, making sure issues are fixed quietly.

• Executing your grand exit: Wedding planners will orchestrate your exit in style, sorting transportation and logistics.

• Handling post-wedding tasks: After the wedding, planners handle tasks such as vendor payments, item returns, and venue cleanup coordination. They may also offer recommendations for additional services, such as album design.

All these tasks are part of the plan to give you a joyful, organised, and stress-free wedding experience. Your day shines when they’re on your side!

Can a wedding planner save you money?

Certainly! Wedding planners, especially those with years of experience, know how to create weddings that match different themes and preferences. They handle everything from food and flowers to lighting and decor, and they’re skilled at renting necessary items to make your dream wedding real. They have a wide network of contacts who might offer discounts on certain items, saving you money compared to negotiating on your own.

Additionally, wedding planners are experts at solving problems that can pop up on your big day, quickly and cost-effectively. So, they not only bring your vision to life but can also help keep your budget in check and handle any unexpected surprises.

Is a wedding planner for you?

A wedding planner can be your ultimate partner in creating a seamless and stress-free wedding experience. If your wedding plans are intricate, involve travel, or you have a tight schedule, a skilled planner can give you the peace of mind you need. And, if you don’t enjoy chatting on the phone with strangers or managing constant emails, a wedding planner will ease the social stress by taking these tasks off your plate and communicating your vision to vendors for you. Having the full support of someone devoted to your day can help prevent overwhelm and ease fears of being in the spotlight. If you thrive on hands-on planning, you may consider a partial-service planner or an on-the-day coordinator to take your hard work and make sure everything runs the way you had hoped. The last month before your wedding will then be all yours to breathe and enjoy the pre-wedding celebrations without worry. From coordinating vendors to designing the perfect atmosphere, a wedding planner’s experience and industry connections can save you valuable time and money. They are equipped to handle the unexpected, leaving you free to cherish each moment.

How to choose a wedding planner

Choosing a wedding planner might seem tricky, as there are no official qualifications or licences needed for this job. However, bearing a few key things in mind, you will be able to find someone to sprinkle a bit of magic and bring your day to life! Start by getting recommendations and reading recent testimonials. This will help you get a sense of their process and delivery. It is important that wedding planning is their main job to ensure they will be responsive and proactive. You will be spending a lot of time with your wedding planner, so make sure you get along well! If you both understand each other and communicate well, it makes planning smoother and less stressful. In a similar vein, look out for someone who gets your vision. They should see the theme you are going for and help you realise it, instead of imposing their own ideas. A planner with many weddings under their belt will have examples of what they have planned in the past to show you, which should make the decision easier as to whether your style matches their approach.

Your budget will also play a big role in choosing a planner. Whether you have room for a full-service planner or simply an on-the-day coordinator, you should be able to find a package that suits you.

Working with a wedding planner

Keep these simple tips in mind when working with your wedding planner to foster teamwork and a fun experience.

• Understand your package

It is really important to understand what’s included in the wedding planning package you choose. Knowing exactly what you are getting will help you make the most of your planner’s services.

• Start with your budget

Begin by discussing your budget with your planner. This helps them guide you in making decisions that fit within your budget while still creating your dream wedding.

• Share your ideas

Create a Pinterest board or gather ideas to show your planner the look and style you’re aiming for. This gives them a sense of your vision and helps them bring it to life.

• Plan ahead for meetings

When you’re scheduling meetings with your planner, try to give them some advance notice. This helps them prepare and gives them time to make arrangements if needed.

• Seek their expertise

Your planner has experience, so don’t hesitate to ask for advice or suggestions. They might have tips that can really come in handy and save you some stress.

• Keep the communication flowing

Keep in touch with your planner regularly and be sure to share all the details, even surprises like special dances. The more they know, the better they can make your day perfect.

• Share your opinions openly

During the planning process, your planner will suggest ideas. Be open and honest about your thoughts. It’s your day, and your feedback helps them tailor everything to your taste.

• Trust your planner

One of the best things you can do is trust your planner’s expertise. They know the ins and outs of wedding planning, and letting them take the lead allows you to truly enjoy your wedding day.

• Ask questions

Don’t hesitate to ask your planner questions. See if there’s anything you can do to support them or provide more details. It shows you’re a team and that you’re invested in making things amazing.

• Show appreciation

Remember that planning a wedding involves a lot of effort. While planners work hard, they are not superheroes. Respect their time and appreciate their dedication to making your day incredible.

Ultimately, a wedding planner is more than an option – they are your partner in making your wedding journey as smooth and enjoyable as possible. With their support, you can truly savour the excitement of your engagement and confidently step into the magic of your wedding day. Megara works with you to tailor a beautiful and unforgettable wedding experience. We listen, put you and your ideas first, and aim to give you our very best. Chat with us to find out more about our wedding planning packages from full coordination to on-the-day services. Let us help you make this the day you have dreamed of!