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 and although it seems a simple question, the answer to “What Does a Wedding Planner Do?” is both simple and complicated! My response being “Everything” or “As much as you want us to do.”

Our wedding brief changes with each and every client and can literally start from planning the perfect Proposal right through to booking your Honeymoon!


Planning your marriage proposal, wedding celebration or your honeymoon all starts with an initial free consultation. This consultation serves to set the groundwork as to what you are expecting from the wedding planner and what you are planning for your wedding celebration.

When we first meet with you, we explain what types of services we offer and we discuss what type of wedding you want. 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.

Typically, a wedding planner is hired for either Full Service or Day-of Coordination.

Day of coordination involves taking care of all the logistical details of the wedding on the day of the wedding itself.

Full Service planning involves everything included in Day of Coordination and management of the wedding budget, supplier contracting and management, booking venues, and overseeing all the unique details that go into planning a wedding.

At Boutique Bridal Concepts, we prefer to offer our clients bespoke, tailor-made services and will therefore only provide a quotation after our initial Consultation. Some wedding planners have set packages, which they offer bridal couples up front. We prefer to understand your personal requirements and offer a bespoke service for our 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 enjoyable occasion and they will require a wedding planner to help coordinate the details on their wedding day.


As a Day of Coordinator, we look over the contracts for each wedding supplier you have chosen to hire. We contact the wedding suppliers one week prior to your wedding and introduce ourselves and ensure that all your requirements have been met and that the suppliers have the correct date and time for delivery of services and collection of hired items.

We will create a detailed timeline incorporating the photographers timeline, DJ or band’s timeline and your own personal timeline for the entire duration of the wedding to ensure speeches & wedding toasts and catering are all perfectly coordinated and executed.

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

Wedding Day

On the day of your wedding, we supervise all supplier set-up and answer any questions that may arise. We ensure that the bridal party, photographer, DJ/band and caterer are all informed in advance of each event (bridal couples entrance, speeches and toasts, first dance, wedding entertainment, cake cutting, bouquet and garter toss etc.)

We act as the liaison between all the wedding suppliers and the contracted bridal party on the day of the wedding. (Sometimes the Brides or Grooms parents prefer to step in on the day.)

It is our responsibility to ensure that your vision is implemented.


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


We ensure that the bridal flowers and bouquets are distributed to the bride and bridesmaids and that the Groom and Groomsmen receive their boutonnières.

We ensure that each person in the wedding party is fulfilling their responsibilities and that guests are being seated as per your requirements.


Once it is time for the ceremony to begin we queue the music and keep the processional flowing as planned.

Pre-Reception / Wedding Reception

After the ceremony is complete we usher your wedding guests to the pre-reception drinks or reception area and ensure that the wedding party is at the appropriate place for photos to begin.

During the wedding reception it is our duty to ensure that your wedding schedule is running on time and that all suppliers are aware if there are any unexpected delays.

Post Reception

After your wedding guests have left, we make sure all your personal property and wedding gifts are properly packed and secured in a vehicle or storage room.

If you have hired items for your wedding day, we are responsible for counting, packing and ensuring the safe return of these items to the wedding suppliers you have hired them from.

Full Service Planner

In today’s environment, many of our bride’s are not afforded the opportunity of planning your own wedding or you may want a destination wedding and require the assistance of a Full Service Planner.

As Full Service Wedding Planners we handle the Day of Coordination in addition to conceptualizing, planning, budgeting, designing and implementing each detail of your wedding celebration on your behalf.


The wedding budget will affect every decision of the wedding. Very early in the planning stages, we initiate a detailed discussion as to your wedding budget. Some clients prefer to handle the budget themselves whilst others prefer for us to manage this on their behalf.

We spend time with you ascertaining what is most important to you and what you ultimately are able to spend and then provide guidelines as 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.


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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