Blog 8—Behind the Scenes of a Wedding Planner: A Day in the Life (and Months Leading Up to It) & Why I Do What I Do
As a wedding planner, no two days are ever the same. Some days are spent juggling vendor calls, creating detailed timelines, and researching the latest wedding trends. Other days, I’m managing a team of vendors, ensuring every detail aligns perfectly on your wedding day. But no matter what’s on my schedule, the goal is always the same: to create a day that’s flawless, stress-free, and full of joy.
What I love most about being a wedding planner is knowing that I’m helping make the best day of someone's life truly special. Whether it’s a bride, groom, or the couple’s family members, seeing their faces light up when they experience the magic of the day is what fuels me. This isn’t just about logistics—it’s about creating a memorable, emotional, and joyful experience.
Months Before the Wedding: The Planning Stage
When I work with a couple, it’s not just about ticking off boxes on a to-do list—it’s about understanding their story, their vision, and how they want to feel on their wedding day. The months leading up to the wedding are about bringing that vision to life, and it starts with an intimate conversation about their dreams.
Full-Service Wedding Planning (Months Before)
From the moment we begin our partnership, I dive deep into the couple’s vision for their day. I get to know their tastes—everything from their style to their favorite memories—and then, we start the exciting process of building the dream wedding. The first step? A lot of listening. I love hearing couples talk about what’s important to them, and it gives me a clear direction on how to bring their ideas to life.
Initial Consultation & Setting the Vision: This is where I get to hear all about the couple’s vision. I listen closely because this is where the magic starts to form. It's about translating their dreams into a reality.
Vendor Selection & Design: I enjoy the creative side of planning, designing each element to perfectly reflect their unique story. I handpick vendors I trust to fit their vision—whether that’s a florist who specializes in organic arrangements or a photographer whose style feels just right.
Venue Walk-Through & Layout: When I take a couple to visit potential venues, I can already see the day unfolding. The excitement of seeing them envision themselves in the space is contagious. I love working with them to finalize layouts, making sure everything feels perfect from the altar to the reception.
Day-of Coordination (Weeks Before)
Even if I’m stepping in closer to the wedding day with day-of coordination, I’m there to ensure everything aligns with their dream day. A few months before the big day, I get to work crafting the timeline and reviewing every detail so everything flows seamlessly.
Creating the Timeline: I’m all about organization. The timeline is my best friend, and I know how crucial it is to have a clear plan. I collaborate with the couple to make sure every moment—down to the last dance—feels intentional and flows perfectly.
Final Vendor Confirmations: As I confirm details with the vendors, I feel a sense of relief knowing everything is lined up and ready to go. At this point, the couple can start to relax because they know I’m handling the behind-the-scenes coordination.
Weeks Before the Wedding: Finalizing Details
As the wedding draws near, my focus is on making sure the final details are polished to perfection. But even in the chaos of the final weeks, it’s an exciting time. The big day is almost here, and I can feel the anticipation building.
RSVP & Seating Plan: I love working on the seating arrangements. It’s a small detail, but it’s so meaningful because it ensures everyone feels comfortable and welcomed. A little bit of thoughtfulness goes a long way.
Dress Fittings & Attire: This is one of my favorite parts—seeing the bride and bridal party in their attire for the first time. There’s nothing like the moment when they step into their final look and everything comes together.
Wedding Day: Bringing the Vision to Life
When the wedding day finally arrives, that’s when the real magic happens. There’s something so special about watching a couple take their first steps toward a future together. My role on this day is to ensure everything runs smoothly so that they can focus on what matters most: celebrating their love.
Full-Service Wedding Planning (On the Day)
On the big day, I’m the one ensuring everything is in place long before the couple arrives. It’s early mornings, coordinating with vendors, checking the timeline, and then standing back to watch everything come together. I’m there to make sure everything is picture-perfect, but also to handle any curveballs that come our way.
Managing the Ceremony and Reception: From the first look to the last dance, I stay on top of every detail. If something unexpected happens, I’m the first to solve it, so the couple can just enjoy the moment.
Day-of Coordination (On the Day)
Even if the couple’s handled most of the planning, I’m there on the wedding day to ensure every detail comes together seamlessly. My job is to be a calm, reassuring presence throughout the day, making sure the timeline is followed and the vendors are in sync.
Managing the Flow: I take care of all the behind-the-scenes details. From managing the procession to overseeing the grand exit, I’m always thinking two steps ahead so the couple can just be present in the moment.
Why I Do What I Do
At the heart of it, I do this because I believe in love. I believe in the magic that happens when two people commit to each other, and I want to be there to support them on that journey. Weddings are about far more than just a day—they’re about creating memories that last a lifetime.
Every couple has a unique story, and I’m honored to be part of their journey. Whether I’m helping plan the wedding of their dreams or ensuring everything goes off without a hitch on the big day, I’m here to make sure they have the day of their dreams. I take the stress out of the details so they can focus on what truly matters: celebrating their love, and saying “I do” surrounded by family, friends, and joy.
