Do You Need a Wedding Planner?
The funny thing was, I really did. It was wonderful, it allowed me to truly enjoy our wedding day while others handled the details. And though not every bride’s brother-in-law is willing or able to be a wedding coordinator, you might be surprised to know that many of your friends and family are eager know how they can help you. The key is to ask them and let them.
Does the challenge of planning your wedding leave you thinking you might need to hire a wedding planner? For couples planning an elaborate event it may be important, if it’s an out-of-town celebration or a ceremony in another country it may be a necessity.
Planning a destination wedding in exotic and faraway place presents unique challenges that are best left up to an expert. You may want to take some time to research the subject of marrying outside of the country. The U.S. State Department’s website offers some insight into the subject and is a wonderful place to begin researching.
Choosing a Consultant
A skilled planner can make your special day flow like clockwork. They may be especially helpful when it comes to planning a wedding in a particular city or area that is unfamiliar to you. They are knowledgeable about the facilities available for the size of your party, they can choose the right florist, photographer and other vendors that reflect your personal goals. They can be a real help when it comes to negotiating contracts and managing the details.
They’ll keep things running smoothly on your big day by supervising vendors, troubleshooting problems and taking care of misunderstandings as they arise.
You can expect to pay 10 to 20 percent of your total wedding budget for a full service consultant that makes all of the arrangements for your wedding day, from start to finish.
Explore Your Options
Check with a local florist, bridal boutique or popular wedding venue – chances are favorable they can make a referral or will know of someone that can offer you recommendations. Call your local Chamber of Commerce or check the phone directory for consultants in the surrounding area or investigate reputable internet resources like the Association of Bridal Consultants.
Once you’ve found a potential consultant, schedule a meeting to meet with them in person. Make the most of your meeting time by being prepared with specific information about your wedding: Date and time that you have set or a seasonal time frame, wedding budget, style or theme, the number of guests you’re expecting and the like. You’ll also want to take a list of questions that you want answered, such as:
How long have you been doing this? May I have references?
What services do you typically offer? Do you charge a flat fee?
Can you work within our budget? How can you keep expenses to a minimum?
Can you outline recent trends, as well as popular ceremony and reception locations?
Will you review and negotiate contracts with the florist, photographer and other vendors?
How often will you meet with me during the planning process?
Can you share with me problems that have arisen with other weddings and tell me how you resolved them?
Will you create a timeline for you to distribute to everyone involved in the wedding, from rehearsal to any post-wedding festivities?
Who will fill-in for you if you are ill or otherwise unable to be available on my wedding day?
How will you dress?
During this initial meeting, you’ll want to assess how the consultant responds to you – your questions and ideas. Do they appear confident? Knowledgeable? Organized? Bossy? Too opinionated? Timid? Confident? Rude? Do they take time to listen to and clarify your thoughts and vision for your wedding day? The role of a good wedding planner is similar to that of a river guide; to guide you safely through the obstacles and toward your destination.
For the Do-it-Yourself Bride
If you are one of many brides who are planning your wedding day, keep in mind that you’ll want to arrange things so that the wedding day runs smoothly with minimal intervention on your part. Ask yourself what you can do and cannot do:
Do you want to set up chairs and tables with freshly manicured hands?
Do you want to be late for your pre-wedding photographs because the caterers haven’t arrived?
Do you want to keep track of the money to pay the officiant, caterer or musicians?
Do you really need to know that the wrong cake was delivered?
As a former special events coordinator, I learned three rules that helped when planning our wedding: (1) Make a list and prepare a timeline for each and every thing to be done; (2) Expect surprises and factor in some “cushion” time accordingly and (3) Delegate, Delegate, Delegate!
Delegation is necessary. No other task will go further toward preserving your sanity and making your day a success. And, if you work through the details first, delegation does not mean that you have to relinquish control. These five steps will make your wedding go as planned with very little stress to the both of you:
Step 1: Ask someone who is not in the wedding party to serve as the overall “person in charge” or coordinator when you’re not on site. This should be someone who understands your vision for the day and who is capable of giving directions to others. Plan the details in advance (see Items 2-4 below) and be sure to let the vendors know that this person has final decision-making authority.
Step 2: Compile a detailed fact sheet about the ceremony and reception site. For example, how many tables/chairs are available on site? How many will you have to order? What time will they be delivered?
Who will be delivering them? What is the phone number, address and contact name of the person delivering them? Who will meet them on site? Where do you want them to be placed? Follow this same format for your flowers, cake, photographer, musicians, etc. Make sure that your coordinator has copies of the agreements and any receipts should there be a problem. Write all of the information on one sheet of paper for easy access and include cell phone numbers for members of the wedding party, as well as hotels where guests are staying.
Step 3: Create a 48-hour plan leading up to the big event. Start with the wedding ceremony and work backward. For instance, if the wedding is at 4:00 p.m., list 3:15 p.m. for the musician(s) to be in place; 3:00 p.m. for the girls’ pre-wedding photos; 2:30 p.m. for the guys photos; noon to 2:00 p.m. for the girls’ hair appointments; 2 to 2:30 p.m. for travel to ceremony site … you get the idea. This will help clarify things for you and for everyone involved.
Step 4: Assign all tasks to specific people. As the bride, the only thing you should do on your wedding day is get your hair done and get dressed. Ask someone else to pick up your dress and handle all other errands. Who will post the signs/balloons to direct guests to your wedding? Who will set up the programs and guest book? Who will distribute the flowers and boutonni�¨res? (Note: Be sure to do this prior to photographs.) Who will meet the caterers and musicians at the reception while everyone else is at the ceremony?
Step 5: Take care of everything you can in advance. Make payment envelopes for the officiant, caterer and other vendors and then give them to someone you trust for delivery on your wedding day. If you have out-of-town guests, create a loose itinerary for the weekend so they know where to be and when to be there. Figure out how the wedding party will travel to and from the ceremony and reception. If you’re renting a reception hall, be sure the key is with someone responsible enough to be there early and stay late to clean up and lock up.
With some solid planning and help from a wedding coordinator or your family and friends, your wedding will be everything you’ve dreamed of. In our case, Jack came through with flying colors. The hall was gorgeous, the reception was perfect and we were relaxed enough to enjoy the entire day as we celebrated the start of our new life together.
