A wedding is usually a once in a lifetime occasion, which is why couples would spend a great amount of time, effort, and money to ensure that everything would be perfect, or at least close to it. But planning for a wedding is a very daunting, stressful, and anxiety-inducing task.
It can have its fun and exciting moments, but overall, it’s a really challenging endeavor that can break, even the toughest of people. This is why couples usually hire a wedding planner to help them in planning for the wedding and ensuring that everything they will need to have a successful and fun ceremony is accounted for.
Probably one of the most important aspects of planning a wedding is to create a wedding checklist. The checklist will act as a guide to let the couple and the planner know what they have already accomplished and what they still need to complete to finish the process of planning a wedding.
There are no rules or set guidelines when it comes to creating a wedding checklist, as this will likely depend per couple. But as a wedding planner, it is important to have a standard checklist that will already include all of the basic things that the couple would need for their wedding.
It is also important to have their own checklist as a wedding planner, so they will have a guide to follow to ensure that they are accomplishing their duties and responsibilities as the planner for their client’s wedding.
This article will be discussing and providing some tips on creating a checklist needed for a wedding if you are the planner for that event.
As a planner, a separate checklist is also needed to ensure that roles and responsibilities are fulfilled to ensure the success of the wedding. Now the kind of checklist that a planner would need to prepare would depend on the services they are providing to the client.
One of the services that couples usually get from a wedding planner is to be their on-the-day coordinator. This basically means that the planner’s role is limited, as the couple (mostly the bride) has already planned the details of their wedding.
They will just need the planner to ensure that everything will run smoothly during the day of the actual event so the couple can be stress-free and just enjoy the celebration. For this service, the kind of checklist that the planner would need won’t be as much, since most of the details of the wedding has already been arranged by the bride.
The first thing they would need is a copy of the contracts with all of the suppliers and their contact details. One week before the actual event, the planner would need to contact all of these suppliers introduce themselves and ensure that what is stipulated in the contract will be delivered in time for the wedding. It is also important to get the names and contact details of the persons that these suppliers will be assigning as the point person during the day of the wedding.
The planner would also need to review the program flow of the wedding and create a timeline and schedule for everyone to follow to make sure everyone is on the same page. The planner will also be the one to make sure that the entourage and other people who will be part of the ceremony will attend the rehearsal.
During the actual wedding day, the planner would need to be at the venue early to supervise the setup of the suppliers and vendors. If there will be two setups (the ceremony venue is different from the reception), then the planner would need to have enough people to cover the two venues. They should also ensure that everything and everyone is following the schedule and the timeline for a smooth transition to the event.
Once the ceremony is about to begin, the planner would need to make sure that all of the people participating will already be in their proper place, all lined-up to avoid a delay. He or she will also be the one to cue everyone when it is time for them to move, exit, where to sit, and so on. After the ceremony, the planner would also need to ensure that the guests are quickly guided towards the reception venue.
The planner should also ensure that the program will start on time, as much as possible, to avoid incurring overtime fees from the vendors and suppliers. After the wedding is done and everyone has already left the reception area, the planner would need to ensure that the personal belongings and gifts of the couple are securely packed and placed in a vehicle, the hotel, or a holding room. Usually, a couple will assign someone from their entourage to take care of all of these, just make sure he or she remembers to do her duties.
If the couple is too busy to really plan their wedding, they will opt to hire a wedding planner full-time. Now, as a full-time wedding planner, the wedding checklist will still include the duties of the on-the-day coordinator, but it will also have added duties and responsibilities during the preparation of the wedding.
Probably the first thing to consider in the checklist is the working budget for the wedding. This will determine how the wedding will proceed as the budget will likely affect every decision and negotiations with the supplier and vendors. As a planner, it is important to know the total amount that the couple will be willing to spend for their dream wedding.
Now even if the couple provides an amount and says that they want to strictly follow it, things can still change as the planning process goes along. The budget could still increase, or even decrease. So it is important to be flexible here.
After the budget has been set, the next important step is to know what kind of wedding will it be, will it be a church wedding or a garden wedding? Knowing these things will help in narrowing down the target venue for the ceremony and the reception. The venue is the first thing that the planner and the couple should decide after choosing what kind of wedding it will be.
Securing the venue first will make it easier to talk to other vendors and suppliers. When deciding on the venue, or in getting suppliers in general, the planner would also need to consider not only the budget of the couple but also their requirements for the wedding. It is not enough that they just get a cheap supplier, as they would also need to make sure it will be able to deliver what the client needs. So they should be reviewing all of the contracts well, and checking to see if it is fair for the couples or not.
The wedding planner should also include in their wedding checklist a timeline and schedule of the things they need to accomplish before the actual wedding day. This ensures that they won’t just be trying to accomplish things on a whim but will have an actual schedule to follow.
Once all of the things needed are accomplished, the planner would need to double check everything to see if they forgot anything. Once everything checks out, it is time to proceed to the preparation for the pre-wedding, the actual wedding day, and the post-wedding.