There are a million tasks that we as wedding planners take care of during the course of a wedding day. We are making sure that everything runs as smoothly as possible and that our clients are happy. Below are ten things that I do (in addition to running the wedding day) that help me pull off a successful event.
1) Check, Double Check and Triple Check my Notebook
I am a paper and pen girl, so I print all the contracts, timelines, and notes and have them in my wedding day binder. I always check that I have all the vendor contracts with me so I can refer back if it seems like anything is not being done to the couple’s expectation. If you do not have the contracts and there are questions, you have no way to verify what was agreed to.
2) Double Check my Supply and Emergency Kit
I normally check and replenish my kit after each wedding, but I have now started checking it one more time before I walk out the door. Often after the rehearsal there are a few miscellaneous items I need to have on hand, so when I put those in, I double check everything.
3) Check in With the Couple and/or their Honor Attendants
Often the first items on the schedule are hair and makeup and they are happening somewhere other than the venue. I make a point to check in via phone or text with the couple and/or their honor attendants to make sure the schedule is off to a timely start and that everything is going well. I want to make sure the day is off to a good start for my clients.
4) Pack Three Pairs of Shoes and an Extra Outfit
I have found my feet feel much better at the end of the night if I change shoes a couple of times. I have set-up, event, and post-event shoes. I also make sure to have extra clothes in case I get dirty during the event.
5) Print Extra Timelines for all the Vendors
We all send out our timelines weeks before the event to all the participating vendors, but without fail, people show up without them. I always make sure to have extra on hand for everyone.
6) Pack a Cooler Full of Drinks and Snacks
I always try to take a break and eat something around dinner, but sometimes that vendor meal just sits and I do not get to it. So, I try to have snacks I can grab quickly throughout the day. Also, tons of water to stay hydrated.
7) Check the Route to the Event
The first thing I do when I wake up the morning of a wedding is check the driving route to my event location. Seattle is notorious for bad traffic and you never know when some sort of accident or construction will cause a back-up. I want to know first thing if I need to get on the road earlier than I had planned.
8) Venue Inspection on Arrival
Upon arrival at the venue I do a once over to make sure that there is nothing broken or damaged from the wedding the night before. If there is, I want to point it out to the venue owner so that my clients are not blamed. I also want to make sure that all of the services listed in the contract have been completed. For example, if the venue was setting up chairs and tables I want to know that they are where they should be. It is a lot easier to fix things before everyone starts arriving.
9) Meet Each Vendor on Arrival
I make sure I speak to each vendor as they arrive and before they start working. I want them to know I am there to run the day and also make sure they are set with a schedule and everything they need to get to work.
10) Post Event Inspection
At the end of the night, I go over the venue clean up or check out list to make sure that all tasks are complete so that all deposits are returned to the couple. If possible, I have the venue representative sign off that everything is in order.
This is a guest post from Amber Peterson. Amber is the owner of Cheers Wedding Planning & Design and Cheers Consulting Group in western Washington. She has a Masters Degree in Integrated Marketing Communications and consults with wedding professionals about their marketing and business challenges. Amber is also the co-founder of the Skagit Wedding Society.