Surviving Your First Wedding Season as a New Planner

By Tracey Manailescu, Co-founder of WPIC Inc.

Wedding season is fast approaching, and if this is your first one as a professional wedding planner, you might be feeling a mix of excitement and anxiety. You’ve worked hard to build your business, connect with vendors, and book your first clients. Now it’s time to put all that effort into action. So, what should you be prepared for? And how can you make sure you not only survive but thrive during your first wedding season?

1. Stay Organized and Over-Communicate

This is the time to be extra diligent about timelines, contracts, and vendor communications. Your CRM system and checklists should be your best friends. Confirm all details with your clients and vendors well in advance, and don’t assume anything is understood, get everything in writing! Schedule regular check-ins with your couples and key vendors leading up to the wedding day to prevent last-minute surprises.

2. Have a Solid Wedding Day Emergency Kit

You will be amazed at how often you’ll need safety pins, stain remover, a sewing kit, or even a snack to keep the couple going. A well-stocked emergency kit can save the day and make you look like a hero. Go beyond the basics, consider adding a mini steamer for wrinkled attire, instant shoe polish wipes, clear umbrellas for unexpected rain, and even a small first-aid kit.

3. Prepare for the Unexpected

No matter how much you plan, something unexpected will happen, it’s the nature of weddings. Whether it’s a vendor running late, bad weather, or a last-minute guest list change, the key is to stay calm, think on your feet, and have backup solutions in place. Keep a list of local emergency vendors (such as rental companies or florists) who may be able to assist if something falls through. Your ability to handle challenges with grace will set you apart.

4. Gain Confidence by Assisting Seasoned Pros

One of the best ways to prepare for your first season is by assisting seasoned wedding planners within your WPIC network. We have had this program in place since we started WPIC in 2003. This hands-on experience will help you understand real-time problem-solving, client management, and vendor coordination. You’ll gain valuable insights into what to expect on a wedding day, how to structure your timeline effectively, and how to manage the flow of events. Plus, you’ll build relationships that can lead to future referrals and mentorship opportunities. Having previous experience shadowing or working with an experienced planner will also help you set realistic expectations and avoid common pitfalls.

5. You Cannot Afford to Wing It

A couple’s wedding day is one of the most important days of their lives, and they are trusting you to execute it flawlessly. If you go in without proper experience or preparation, mistakes can happen that could damage your reputation before you even get started. Having an assistant with you on wedding days is essential, not only to help manage tasks but also to ensure you have support when unexpected challenges arise. Whether it’s setting up décor, coordinating vendors, or keeping the timeline on track, an extra set of hands is invaluable.

6. Take Care of Yourself

Wedding days are long, often 12+ hours on your feet. Wear comfortable (but professional) shoes, stay hydrated, and eat when you can. If you’re exhausted and running on empty, you won’t be able to give your clients the best experience. Bring protein bars, electrolyte packets, and an extra pair of insoles to stay energized throughout the day.

7. Lean on Your Support System

Every experienced planner was once in your shoes. Don’t be afraid to ask for advice from your WPIC community, mentors, or industry peers. If you have assistants or interns, trust them to help you and delegate when needed. Many planners also create group chats with their team to keep everyone updated in real-time on wedding day tasks and adjustments.

8. Learn from Every Wedding

Each event will teach you something new, what works, what doesn’t, and how to improve for the future. Keep notes after every wedding, debrief with your team, and adjust your processes as needed. Reflect on key moments: Did your timeline run smoothly? Did you anticipate and resolve challenges efficiently? What feedback did the couple and vendors provide? Learning from each experience will only make you stronger.

Your first wedding season is a big milestone, but you’ve got this! Stay prepared, be adaptable, and always keep professionalism and client service at the forefront. By the end of the season, you’ll have gained invaluable experience and the confidence to take on even bigger challenges in the years ahead.

Wishing you a fantastic wedding season ahead!