What does a Wedding Planner Do? - Victoria Ann Events

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Victoria Ann Events is a Los Angeles Based Boutique Wedding Planning & Design Firm .

What does a Wedding Planner Do?

Wedding Planning

Photography Courtesy of Kayla Denae Photography

The other day, I was on my computer working and my husband asked me, “what does a wedding planner do all day, every time I see you, you’re typing away on your computer, I have never seen anything like it!” I realized in that moment, most people don’t understand all of the work, time and energy a Wedding Planner puts into their couples weddings, not to mention allllll of the emails! LOL But that’s why I love what  I do, because as your wedding planner I am taking one of those huge tasks off of our clients never ending list.

So I decided to answer that question: What Does a Wedding Planner do? I put a list of 100 things, you didn’t know a wedding planner does! This is also so my husband can read, and know I have a real job! LOL because I sometimes think, he thinks, I eat at fancy tastings, drink champagne and play in flowers all day! While some of these things are true, on some occasions, there are many more things that wedding planners, especially myself, take care of and thinks about on a regular basis, that most people don’t! So here it goes… what a does a wedding planner do:

100 Things You Didn’t Know a Wedding Planner Does

  1. Emails with your vendors at least 2-3 times a week answering all the questions that come up during the planning.
  2. Organizes all of your quotes and checks the budget with a fine tooth comb. 
  3. Negotiates quotes from your wedding vendors, this can take up to 2-3 edits. 
  4. Counts all of the inventory on your quotes and make sure it’s enough for your guest count and what the needs are of your wedding day.
  5. I speak in depth to all of your vendors about design, how to execute your wedding day properly and make sure all of your needs are met.
  6. Make sure your Wedding Day Suite and getting ready suite is booked well in advance to make sure you have one, especially if your host hotel is one of the popular ones in a destination.
  7. Measure, Measure Measure, we measure everything to make sure what you want to do in a space will actually fit.
  8. Create your floor plans, and distribute them to all vendors. 
  9. Get creative with floor plans when you have a unique venue or space to work with to make sure it all flows and there are no bottlenecks for guests.
  10. Know how much space your chairs will take up in your venue and how many will actually fit. 
  11. Knowing the size of your chargers (and knowing what a charger is so I can explain it to you) and how many can fit on a particular table. *pro tip, a charger is the BIG plate that goes under the dinner plate it’s usually a dressed up version of a plate and makes the whole table setting pop. 
  12. Knowing what kind of tables will or will not fit in your reception and how to plan accordingly. 
  13. Checking the Sunset Time so your wedding starts at the right time for your venue, and you can take advantage of the “golden hour” it’s the best time of day for wedding pictures.  
  14. Knowing when to send your save the dates based on your guests and if they are all local or from out of town or if your wedding is a destination wedding. Also, knowing what information should be included on your save the date to avoid guests questions.
  15. Knowing when to send your invitations and proper addressing of your invitations. 
  16. Creating the perfect creative partners (aka wedding vendors) for your wedding day that will be able to execute your wedding day perfectly. 
  17. Picking the perfect napkin fold based on you place settings.
  18. Wedding Planner craft the most exceptional timeline to keep your wedding day flowing and knowing how long things typically run so we have some buffers incase a bridesmaid or two are late to hair and makeup, or other unexpected time issues come up on the Wedding Day.
  19. Watching the weather leading up to your Wedding Day (I am practically a meteorologist) and making adjustments where needed.
  20. Creating and walking through a Plan B with you, and  your wedding creative partners that is just as amazing as the original plan.
  21. Knowing what linen size to use for your tables.
  22. How all of your rentals need to be returned so you don’t get charged damage fees. 
  23. Keeping track of all of your rentals on the day of so nothing walks away, or if anything is broken when it arrives we can take pictures and send proof before your wedding day starts avoiding any charges.  
  24. Knowing what flatware and china you need for your wedding based on your menu and to also think about dessert needs and what that will require. 
  25. Keeping all of your invoices and quotes in an orderly fashion and making sure all of your wedding vendors are following the contracts. 
  26. Making sure all of your payments and deposit schedules are being followed to avoid any late fees.  
  27. Reading over contracts to make sure you’re not getting into one that is not to industry standards and causing you problems later down the line. 
  28. Where the hidden fees are. 
  29. Convey the wedding day timeline to your photographer and wedding videographer and making sure they know key moments that need to be captured. 
  30. Knowing all of the guidelines of your venue and making sure we are planning with those in mind so there are no issues or hiccups. 
  31. Knowing what size dance floor you need for your guest count. 
  32. Knowing the REAL max number of people you can have in your venue.
  33. To have a table set at the perfect time and lighting for the photographer to be able to have time to get all of your wedding details you worked so hard on.
  34. Knowing how to tie a tie and bowtie.
  35. How to put on a boutineer. 
  36. That vendors require a vendor meals and to include that number in your catering cost, so it isn’t a surprise.
  37. How to properly put together wedding invitations, and all of the components you need to think about for your needs.
  38. That all wedding invitations need to be hand cancelled at the post office. 
  39. That you need to weigh a whole invitation with all of the components (details card, RSVP, inner envelope, outer envelope etc.)  before you purchase stamps so you know the exact cost to send your invitations and purchase enough stamps. 
  40. If you are using vintage stamps that you source enough to be used on your invitations so they have enough postage, and knowing the right adhesive to use so they don’t fall off. 
  41. To ask your stationery designer to provide a faux invitation for photographer purposes and to keep the privacy of you and your guests.
  42. Communicate Security needs for your wedding and work with a security team or the team on site for the venue. 
  43. If your venue has no to limited parking how to handle parking.
  44. If you need to hire a valet service who you should call.
  45. If you need permits for your wedding venue how to obtain them, and which ones you need.
  46. Know what the load-in and load out guidelines are for your venue.
  47. If you have a wedding with lots of production to ask for access to the venue the night or day before the wedding and how to handle negotiating with your venue.  
  48. How to negotiate Room Blocks and room rates.
  49. What the fire code is if using real candles and votives, and what the stipulations are. 
  50. To make sure there are lighters to light those candles.
  51. To make sure the candles are not fast burning so they last your whole wedding night and the special wax we use to make sure they don’t tip over in the candle holders.
  52. How long wedding toast should be (nothing worse than tosats lasting too long at weddings) and communicating that to those who will be toasting you on your wedding day! 
  53. Finding a creative way for the servers to know which entree every guest has chosen so service is smooth and fine tuned.
  54. Knowing the DJ and or band has to eat, and when that should happen at a wedding not to interrupt the entertainment for guests and keeps the party going.
  55. Knowing when the Wedding Photographer and Videographer should eat so that they don’t miss any moments.
  56. Knowing what a BEO is and how to read it! 
  57. Knowing how many people can use a bathroom at a private home so you don’t clog toilets, and knowing when to bring in a portable toilet 
  58. Knowing the cost of tenting and if you should invest in one, and if you have room.
  59. Keeping pictures on-time so you don’t miss any of your party.
  60. Check every place setting before guests walk into the reception to make sure everything is perfect. 
  61. To prepare ahead of time for candle wax on linens, this CAN NOT HAPPEN, but we know how to avoid this and the proper elements needed to catch the wax.
  62. When the cake should be delivered and when it should be taken out of the fridge to be displayed so there is no tipping or sinking of the cake 
  63. How to create the Hair and Makeup Timeline. 
  64. Knowing that some things will go unplanned on the wedding day and you need to anticipate and act quickly to adjust where needed.
  65. To know when guests should be given favors that might be a big hit and create a “roadblock” and how to avoid it.
  66. How to get creative with furniture that might already be at your venue 
  67. How to stretch your floral budget and where to cut back and where to add to get the biggest bang for your buck. 
  68. When to order details for the wedding day to avoid rush fees from vendors.
  69. That calligraphers need at least 10-15% of envelope overages for mistakes. 
  70. How many Wedding Invitations you should order based on your guest count and List B if you have one.
  71. When you should start your wedding registry. 
  72. When you should invite guests to look at your wedding website. 
  73. We always put our email on any correspondence to guests so they have us to ask questions to and not you! 
  74. When you should have your wedding tasting. 
  75. That you should taste your signature drink.
  76. Knowing the best places to buy your wedding gown. 
  77. Knowing the best seamstress for alterations. 
  78. Having someone on call for emergency alterations. 
  79. Keeping Bridesmaids and Groomsmen on track for ordering their dresses and tuxedos. 
  80. Knowing the size and number of bars you need for your guest size. 
  81. Knowing the cocktail hours don’t usually last 1 hour and to anticipate if the cocktail hour goes over how to keep guests entertained. 
  82. If you are providing the liquor for the bar that you are getting enough liquor and mixers for your guest count.
  83. That welcome bags delivered to hotel rooms, usually are charged a fee by the hotel, it’s called portage fee, and you should look at that before deciding how you will distribute welcome bags.
  84. To always include something sweet and salty and a hydrating drink in your welcome bags. 
  85. To make sure everyone is told not just given the timeline for the day the rehearsal and where they should be. 
  86. Go to all the walkthroughs needed for your wedding day with various vendors. 
  87. Make sure the loading docks and load in points are big enough for your wedding vendors, and if not that we come up with a plan of how to get rentals in and out of your venue.
  88. We make sure we give you a little trick for RSVP cards incase people don’t fill them out right or they come back with illegible writing we know who to contact for clarification. 
  89. Give guidance on seating arrangements. 
  90. Keep the party flowing and makes sure you are out of your venue on time so you don’t incur any charges (unless you are having so much fun you want to extend, we can help with this too) But making sure you know that time is coming up to make that decision.
  91. Making sure all immediate family is taken care of and knows where they are going and what they are doing.
  92. How much ribbon is need for you bouquet, any favor boxes or welcome bags so you don’t run out.
  93. Making sure all of your gifts, cards and any other valuables get to you or a specific person in charge you have designated.
  94. Communicating to all of your vendors the rules of your venue, load in times, and load out times.
  95. Knowing the amount of overages you will need for glassware, flatware (forks, knives, spoons), and China (Plates and bowls).
  96. Making sure there aren’t huge gaps of times on your wedding day that guests aren’t doing anything. 
  97. Clean up the bridal suite before getting ready pictures are taken.
  98. Clean up the bridal suite so it’s ready for your wedding night and not a mess from gettin ready, making sure we ask the florist for some florals to make it special for you and your fiance. 
  99. Make sure your florist doesn’t leave and moves florals to the appropriate places if you’re repurposing pieces, and making sure this is seamless and not in front of guests. 
  100. MAKE SURE YOU ARE HAVING FUN AND ENJOYING THE ENTIRE PROCESS FROM START TO FINISH! We pamper YOU!

Whew! That doesn’t even really scratch the surface! If you want to learn more about what I do and how I handle your wedding day contact me so I can give you 100 more things I take care of to make sure your wedding day is 100! In the meantime the next time you ask yourself, “what does a wedding planner do? You’ll know right away!

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Victoria Ann Events