The Roles and Responsibilities of a Wedding Planner on the Big Day

by Danielle Andrews, Owner of The Wedding Planners, and President of The Wedding Planners Institute of Canada Inc.

A wedding is the culmination of many months, sometimes years, of planning and preparation. It’s a day filled with love, joy, and memories that will last a lifetime. As a WPIC-certified wedding planner, I take great pride in being a crucial part of this special day. On the wedding day itself, my role transforms into that of a conductor, ensuring that every element of the celebration harmonizes seamlessly. Whether you want to call this role Wedding Planner, Wedding Coordinator, or Wedding Director, on the wedding day they are one in the same. In this article, I will outline the vital roles and responsibilities I take care of on the day of the wedding.

Early Morning Setup

The day often starts early for a wedding planner. I arrive at the venue well before the festivities kick off to oversee the setup process. This involves coordinating with the florist, decorators, rental companies, and caterers to ensure that every detail aligns with the couple’s vision. From arranging the ceremony and reception spaces to setting up tables, chairs, and decor, meticulous attention to detail is crucial.

Vendor Coordination

A wedding involves a multitude of vendors, from photographers and videographers to musicians, florists, and decorators, from entertainers to transportation, rentals, and caterers. My role as a wedding planner includes orchestrating these professionals, ensuring they arrive on time, know their responsibilities, and have everything they need to perform their tasks effectively. I know my place is not to micromanage or boss around these wedding professionals, but on the wedding day, I am the Team Leader and sole representative of the couple.

Timeline Management

A well-planned timeline is crucial for the smooth flow of the wedding day. I meticulously manage the schedule, from the moment the couple wakes up until the venue doors close at the end of the night. This includes coordinating all of the wedding professionals, the drop-off and pick-up times, arrivals and departures, the make-up and hair, transportation, ceremony, cocktail party, photo session, dinner service, and all the special moments in between.

Wedding Party Assistance

I am often the go-to person for the wedding party. I ensure that everyone is dressed and ready on time, assist with boutonnieres and bouquets, and provide any necessary support to ease pre-ceremony nerves. My goal is to create a calm and relaxed atmosphere for the couple, their wedding party, and their guests.

Troubleshooting and Putting Out Fires

Wedding days can be unpredictable, and challenges can arise. Whether it’s a sudden change in weather, a vendor hiccup, or any other unforeseen circumstance, my role is to handle these issues discreetly and efficiently, ensuring that the couple remains blissfully unaware of any hiccups or problems. I like to say I am like a duck on the wedding day, calm and serene on the surface, but underneath my feet are going a mile a minute!

Guest Management

I also take on the responsibility of guest management. This includes guiding guests to their seats, helping with any special needs or requests, and ensuring everyone feels welcomed and comfortable throughout the celebration. After the ceremony myself and my assistant will help direct guests to the cocktail, area, assist with gathering those that will be in photos and assist guests at the reception to find their seats, deal with any dietary or seating concerns.

Coordination of Special Moments

From the first kiss to the cutting of the cake and the first dance, speeches to bouquet-toss, late-night buffet to the grand exit, I make sure that all special moments go off without a hitch. This involves coordinating with the couple, entertainment, venue, caterers, photographer, and videographer to orchestrate and capture these cherished memories.

Reception Oversight

During the reception, I oversee the flow of events, making sure speeches, toasts, and dances occur as planned. I work with the caterers to make sure that guests with allergies and dietary concerns are being served in a safe and timely manner, and oversee the overall satisfaction of all the wedding party, vendors, and guests. I work closely with the DJ or band to keep the dance floor lively and ensure the timeline is adhered to.

Emergency Kit

As a seasoned wedding planner, I always come prepared with an emergency kit that includes essentials like safety pins, stain remover, band-aids, and more. It’s the little things that can make a big difference on the day.

Final Wrap-Up

After the last dance and farewell, my work is not done. I coordinate the teardown (called striking) process, ensuring that all personal items and decor are accounted for and packed away safely.

The above is only part of what I do on the day of a wedding. Being a wedding planner on the day of the wedding is both an art and a science. As a wedding coordinator, I am a project manager, a director, and a producer all in one. It’s about orchestrating a symphony of moving parts to create a seamless and memorable experience for the couple and their guests. From early morning setup to the final wrap-up, my roles and responsibilities encompass a wide range of tasks that culminate in the successful execution of a couple’s dream wedding. It’s a privilege to be part of such a special day and to help turn the couple’s vision into a beautiful reality.