A great wedding planner does more than keep your day on schedule; they turn ideas into experiences, manage moving pieces, and make it all look effortless. This checklist outlines what a wedding planner typically handles from start to finish, helping you understand the full scope of support they provide.
Initial Planning & Discovery
- Conduct a consultation to learn the couple’s vision, style, and priorities
- Help define a realistic wedding budget
- Offer venue recommendations and assist with tours and bookings
- Create a planning timeline and task list
- Suggest vendors that align with the couple’s aesthetic and budget
Vendor Management
- Reach out to vendors for quotes and availability
- Review contracts to ensure key details are covered
- Coordinate communication between vendors and the couple
- Schedule and attend tastings, walkthroughs, and fittings if requested
- Track vendor payments and due dates
Design & Aesthetic Planning
- Help refine the wedding style and color palette
- Recommend florists, rental companies, and decor vendors
- Assist with mood boards, inspiration, and styling guidance
- Coordinate rentals for tables, chairs, linens, lighting, and more
- Provide layout suggestions for ceremony and reception spaces
Guest Experience
- Coordinate hotel room blocks and transportation logistics
- Help manage RSVPs and dietary needs
- Organize welcome bags, signage, favors, and guest itineraries
- Create and distribute a detailed wedding day timeline
- Assist with seating chart and escort card displays
Rehearsal & Ceremony
- Coordinate the rehearsal with officiant and wedding party
- Ensure ceremony details are set (music, readings, timing)
- Direct vendors on site for setup and sound checks
- Manage processional and cue each participant
Reception Execution
- Oversee setup of decor, signage, and rentals
- Keep vendors on schedule for dinner, speeches, cake cutting, and dancing
- Handle any last-minute issues discreetly
- Distribute final payments or tips to vendors
- Pack up personal items and gifts post-event
Post-Wedding Support
- Confirm return of rentals
- Collect and organize final invoices and receipts
- Recommend vendors for post-wedding needs (like thank-you cards or dress cleaning)
- Gather feedback or testimonials from the couple
Final Thoughts
A skilled wedding planner does more than just plan: they orchestrate. From vendor coordination to day-of logistics, they manage the behind-the-scenes details that allow you to enjoy your wedding without stress. This checklist is a glimpse into just how much they do, and why finding the right planner makes all the difference.
