Boutique Bridal Concepts

What does a Wedding Planner do?


Ursula Forrest - Wednesday, September 30, 2015


Photo Credit:  Lauren Kriedemann  

I recently sat down with one of our brides and she asked me this exact question. Although it is obvious to a wedding planning expert, there are different levels of planning and even different types of wedding planners and coordinators in the industry. In fact, the wedding industry has become such a large industry that there are companies who have specialised in furniture styling or just cutlery and crockery hire. My response to this question speaking of the services that Boutique Bridal Concepts delivers is “Everything” or “As much as you want us to do.” 

As a bespoke wedding and events planner, our services are tailor-made to suit your individual requirements and we offer a complete wedding and event solution.

Our brief changes with each and every client and can literally start from planning the perfect engagement proposal right through to booking your honeymoon!

We conceptualise, design, style, plan and coordinate each and every aspect of your wedding or special celebration and offer a complete end to end solution.

Consultation

Planning your engagement proposal, wedding or your honeymoon all starts with an initial free consultation. This consultation serves to set the groundwork as to what your wedding vision is and also what your expectations are of the wedding planning services you require.

When we first meet with you, we explain what types of services we offer and we discuss your wedding vision. If you are unsure, the consultation is the perfect platform for working out your wedding requirements. We view this as part of the consultation process. Your wedding vision includes your wedding style, wedding theme and an idea of what you would imagine to be your perfect wedding celebration and a discussion around what budget you have set aside.

Typically, a wedding planner is hired for either full service wedding planning and wedding coordination or day-of wedding coordination.

Day-of-coordination involves taking care of all the logistical details on your actual wedding day. 

Full service wedding planning involves everything included in day-of-coordination but also includes wedding design and conceptualisation,  wedding budget management, supplier contracting and management, sourcing and contracting wedding venues, wedding styling and the design of all the unique elements required to create your wedding.

At Boutique Bridal Concepts, we offer our bridal clients a bespoke and tailor-made service and will therefore only provide a cost estimate after our initial consultation. Some wedding planners have set packages which they offer bridal couples up front. We prefer to understand your personal and unique requirements and offer a bespoke service for discerning bridal couples.

Day of Coordinator

Most brides have dreamed of their wedding day since they were little girls and many prefer to plan the details of their wedding themselves! Having said that, these brides also recognize that their wedding day should be a stress-free and an enjoyable celebration and they only require a wedding coordinator to help coordinate the details on their wedding day.

Pre-Wedding

  1. Re-confirmation of Supplier Contracts

Some day-of-coordinators will contact the wedding suppliers you have contracted one week prior to your wedding date, introduce themselves and re-check that all your requirements have been met and that the suppliers have the correct date and time for delivery of their services and they will also re-confirm collection times of hired items.

Be sure to check that this is a service that the day-of-coordinator offers if you need this service.

2. Detailed time-line

In order to fitful your wedding vision, you will need a detailed timeline incorporating the photographers timeline, DJ or band’s timeline and your own personal timeline for the entire duration of the wedding (including hair and maje-up) to ensure that all elements are perfectly coordinated and executed.

We strongly encourage a wedding rehearsal or meeting with your bridal party to finalize the scheduling details a day or two prior to your wedding day.

Not all day-of-coordinators offer this service, so it's important to understand the level of detail and assistance you require for your wedding.

Wedding Day

3. Stock Count

It is essential that all the hired goods are accounted for on set-up and that a record is kept of any shortages or damaged goods. Failure to do so can result in additional wedding expenses that you did not budget for. The day-of-coordinator will do this vital stock count for you and should reconcile these amounts after your wedding. 

4. Wedding Coordination

On the day of your wedding, day-of-coordinators supervise the wedding suppliers and the over-all set-up and address any questions that may arise. Day-of-coordinators ensure that the bridal party, photographer, florist, DJ/band and wedding caterer are all informed in advance of every important aspect of your wedding day. (bridal couples entrance, speeches and toasts, first dance, wedding entertainment, cake cutting, bouquet and garter toss etc.)

The  day-of-coordinator is the liaison between all the wedding suppliers and the contracted bridal party on the day of the wedding. 

It is the day-of-coordinators responsibility to ensure that your overall wedding vision is implemented and also to make decisions on the day to ensure that all aspects of your wedding celebration run smoothly.

 

Photo Credit: Lauren Kriedemann |  Wedding Planner: Puccini Creations | Venue: Rockhaven Farm 

5. Breakdown / Strike

Depending on the wedding venue contracted and the time you have paid to have the venue until, the day-of-cordinator will oversee the breakdown of the venue, stock count and ensure that all the hired goods have been re-packaged for safe transport. Not all day-of-coordinators offer this service or will offer this service the following day. Check your contract and reconfirm which services you are paying for. 

Full Service Planner

Boutique Bridal Concepts offers a full wedding planning service and an end to end wedding design, styling and coordination service.

Budget 

The wedding budget will affect every decision of the wedding celebration. The first step of the planning phase is a detailed discussion to ascertain your wedding budget and correctly allocate expenses in line with your wedding vision. Some clients prefer to handle the wedding budget themselves whilst others prefer for us to manage this on their behalf. This is by far the hardest yet the most essential part of the planning process.  

We spend time with you to understand what the most important aspects of your wedding are and ultimately what you are able to spend in line with this vision. We provide guidelines to budget appropriately. It is important to have an understanding of these details to ensure you get the most value for your expectations.

Despite the importance of a wedding budget, don’t think the budget is set in stone. We will work with you and understand that your requirements may evolve as we get further into the wedding planning stages.

Wedding Venues 

Once we have an agreed budget we will begin researching and proposing wedding venues based on your individual requirements.

We contact all the venues we propose prior to presenting them to you to ensure that they are available on your wedding date.

Once we have confirmed their availability and made provisional reservations on your behalf we then present these venues to you. Once you have selected the venues of your choice, we then start comparing these wedding venues individual contracts.

Comparing wedding venues is often one of the most complicated tasks a wedding planner does but it is also where we can provide the most value to you. Each wedding venue you are considering provides different rental items, price their menus and beverages differently and may charge additional fees for staff, tips, bar charges etc.

Booking the wedding venue will often be the single greatest expenditure for most bridal couples and even small differences in the contract can cost you a lot of additional money. This is where our expertise can save you a lot of money.

Suppliers 

Once a venue and date is selected and confirmed with a deposit, we then begin selecting wedding suppliers whom from experience we know are able to deliver the products and services you envision for your wedding day.

Just as is the case with luxury wedding venues, many of the best wedding suppliers (photographers, videographers, floral studio’s, DJ’s, bands, caterers etc.) can be booked up a year or more in advance.

To ensure the best selection of wedding suppliers we begin booking appointments for suppliers within your budget and style almost immediately once the budget and venue has been confirmed. These appointments are scheduled within your availability or if you are planning a destination wedding, we initialize all contact on your behalf or arrange skype meetings.

From Conceptualization to Creation  

After the venue and wedding suppliers are booked and secured, we start working with you to plan everything else around your wedding celebration.

We can assist with:

  • The selection of the bride and bridal parties attire, including making and attending appointments at the bridal salon or simply giving our opinion on photos sent to us by email.
  • Attending all appointments with the florist to discuss bouquets, floral crowns, corsages, boutonnières, ceremony and wedding reception décor.
  • Attending hair and make-up trials
  • Recommending wedding Ministers or Officiants  
  • Attending appointments for the wedding cake, discussion around theme, style, wedding colours, food selections or the way in which the food will be served.
  • Working with a graphic designer to ensure all printed materials ( Save the Dates, wedding invitations, rehearsal dinner invitations, menus, place cards, programs and welcome letters.) are designed according to your specifications and match your wedding theme / style.
  • Creating a bespoke wedding registry
  • Booking and securing guest accommodation
  • Plan and book your honeymoon 
  • Find and purchase unique wedding favours 
  • Any and all other tasks related to your wedding day

Photo Credit: Lauren Kriedemann | Wedding Planner: Boutique Bridal Concepts | Venue: Tokara Wine Estate 

So essentially “What do we do?”

In conclusion, our answer will never be entirely complete. Our primary duty as a wedding planner is to ensure that the bride and groom are completely satisfied that the vision you have for your wedding celebration will be perfectly planned and coordinated in a way that is professional and friendly prior to your wedding day, and perfectly executed on your wedding day so that you can relax and enjoy your wedding celebration the way you are meant to! 

We are the fairies behind the scene that make the magic happen!

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