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What does a wedding planner actually do?
I love the saying “there’s no such thing as a stupid question” I repeat it a lot when I’m being asked anything by newly engaged couples because I appreciate that this is a new journey for them and most of the time, they’re only doing it once in their life so why would they know the answer? I mean they may have done it before but I certainly don’t get repeat business from the same bride or groom. (I could share a story of a best man who dug out his original speech when I did work on a second marriage, wedding day but I digress…).
I’d much rather have the chance to answer quandaries at the beginning of the journey than hear the very common sentence I am versed on when I explain my job role which is “I wish I’d had a planner for my wedding”.
So “Do we really need a planner and what do they actually do?” are good questions to ask and I’d like to answer them now. A lot of what planners handle happens behind the scenes, long before the first glass of fizz is poured or the first guest arrives. And if we’re doing our job right, you’ll barely notice any of it which is exactly the point but it can come back to bite our backsides when we’re not seen as a necessity. Something I’m on a mission to change.
THE MIND-READER PHASE (A.K.A. THE EARLY STAGES)
There are a few elements of my job that I absolutely love (anyone who tells you their whole job is amazing and feels like they’ve never worked a day in their life is a liar!) and turning a couple’s vague ideas from “we want it really relaxed but still elegant” into an actual plan with a beautiful aesthetic is one of them.
So I’ll start with a meeting and I’ll continue to meet at least once a month with each of my planning couples (other planners may vary). We will create a realistic budget together, I will spend lots of time finding the right suppliers for them; those who fit their style, personality and priorities and I am the one filtering all the noise so the couple only has to work with me and choose between options that actually work.
Image taken and owned by Boho Chic of some of the LND Events team in action.
THE DESIGN & GUEST EXPERIENCE PHASE
When doing your homework on which planner to choose, it’s good to look at how they discuss wedding design. Some planners offer it as a stand out package, some don’t but an experienced planner will always know what works well from being immersed in the running of so many wedding days. Discussing design is another of my favourite elements and I love bringing out a theme (this could be as simple as colour…we’re not talking Disneyland unless that’s your thing) but then I love to work with stylists where possible, to bring the vision to life at the wedding in more grandiose ways than I can offer personally.
A beautiful wedding isn’t about throwing pretty things into a room.
It’s about intentional design things that not only look gorgeous but make people feel something.
This includes:
Creating a cohesive design concept that threads through your entire day.
Thinking about the guest experience: Where do they go? What do they see first? How does it flow? What could go wrong if done a certain way?
Layouts, seating, styling details, colour balance, and all the subtle touches that make a space feel magic.
Ensuring the day has flow: no awkward pauses or equally rushing.
When your guests say “this feels so them” — that’s the result of quiet, thoughtful design planning.
Image taken and owned by Emma Ryan for a wedding planned by LND Events.
THE LOGISTICS (THE INVISIBLE HEAVY LIFTING )
Logistics are the backbone of a seamless wedding, but they’re also the thing every couple underestimates.
Behind the scenes, I’m:
Building a timeline that actually works and then reviewing it again and again.
Coordinating with every single supplier so couple’s don’t have to play middle-person.
Anticipating issues months in advance and solving them before they ever reach the couple.
Making sure every moment flows smoothly, with no awkward pauses or frantic rushing.
Dealing with last minute changes because there are always last minute changes.
These are the parts you’ll rarely see but you’ll definitely feel.
This part of the role is where there can be cross over between a personal planner and an in-house co-ordinator if a couple are choosing to get married at a venue that offers this as part of their buy-in package.
Let me summarise that now but it’s likely I’ll do a standalone blog about this subject another time.
A wedding planner is an umbrella title for someone who offers lots of different packages within a planning capacity and coordination is either tied to their full planning of a couple’s wedding or it can be bought as a standalone package for those couple’s who thrive on undertaking the planning journey themselves but appreciate that they shouldn’t feel like they’re working their own wedding day.
No venue (that I’m aware of) will have capacity to offer more than a co-ordinator so if a couple wants help from the beginning, its a planner they need and we can work in harmony with the venue’s team when we get to that part.
A venue co-ordinator will by nature have the venue’s best interests at heart. There are many excellent in-house teams I know of and this section is not to diminish their role as there are individuals who go above and beyond their job description to help the couple but a venue co-ordinator often steps in closer to the day, and their involvement varies depending on staff schedules and turnover. Some will be there on the day, some won’t. Some will leave at the end of their shift, sometimes before the party starts.
A personal co-ordinator begins working with a couple weeks or months before, checking every detail, confirming every supplier, tying up loose ends, spotting gaps, and building a timeline that reflects your priorities. On the day, they stay until the moment you no longer need them.
Image taken and owned by Emma Ryan of me adding the final touches to one of my couple’s, wedding day guest tables. Wedding planned by LND Events.
THE WEDDING DAY (WHERE MAGIC, CALM & PRECISION MEET)
The couple’s job is to enjoy. Mine is to handle everything else.
It’s an area I have to summarise when ‘selling’ my role to prospective couple’s but a wedding day is always meant to be personal and unique and that means that over 10 years in this role, and I can still learn something new to take to the next job so actually summarising it can do it an injustice but at the very least I am:
Directing suppliers, overseeing setup and making sure everything matches the plan (or is adjusted if needed).
Handling minor concerns before they turn into anything bigger; from rogue weather situations to missing buttonholes.
Keeping the day running to time, without couple’s feeling like they’re on a schedule.
Shielding couples from stress so they can be fully present with their favourite people.
Image taken and owned by Chris Spencer-Payne of me with one beautiful bride -Hannah whose wedding LND Events designed and co-ordinated.
THE TRUTH: A PLANNER’S JOB ISN’T ABOUT TASKS, IT’S ABOUT FEELING
The guests feel cared for. The couple feel calm. The suppliers feel supported. The day flows.
The couple’s and my vision for them, comes to life better than we all imagined.
When couples hire a planner, they’re usually looking for help with tasks but what they really end up valuing is the feeling we give them. It’s not about seeing the work, it's about feeling the ease of it all.
Image taken and owned by Hannah Hall of Rachael and Shaun on their wedding day planned by LND Events
If you’re at the start of planning (or knee-deep in it and thinking “help”), you’re not alone.
I’ve guided couples through every type of day: traditional, modern, relaxed, and everything in between and I’d love to help make yours feel effortless too. Get in touch via any of the contact buttons to find out more.
My new Substack page will be full of honest advice like this, so if you have questions you want answered next, just hit reply.