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Overview
Congratulations! As a volunteer wedding planner, you have one of the most important jobs in this wedding- getting everything together! Your advice and your ability to organize are essential to helping the engaged couple. While the task may be a bit daunting at first, remember to take things in "small bites" and to educate yourself as much as possible.
Above all, keep this as your mantra: the engaged couple has the final say. As long as you always keep their wishes and desires the focus of all the planning, you will be successful.
Outline the Couple's Wishes
The first thing you will need to do is get an idea of what the couple wants. The best way to do this is to sit down with them and take lots of notes. Listen intently to all their desires- from their wedding colors to their desired venue to even the kind of napkins they'd like at the reception.
To prepare for this, you may want to purchase a wedding planner from a bookstore. If you're more digitally savvy, a wedding planning program or even an Excel spreadsheet may be more your style. Depending on how far the couple wishes to deviate from "the mainstream", you may want to design a planning method all your own. If you choose to do this, be certain your planner has
- a section for the ceremony, the reception, flowers, attire, transportation, favors, food/beverage, and invitations. You may also want to include a party section (for the bridal showers, rehearsal dinner, etc.) and a miscellaneous section.
- spreadsheets so you can compare prices of various vendors
- blank pages for do-it-yourself pages
- lots of room for notetaking
- pockets for swatches, samples, etc.
Start Contacting Vendors
One of the most helpful things you can do for the bride and groom is to contact vendors and compare the prices. Once you know what the couple wants, you can compare various people and places.
| Tip: | BE CERTAIN to check the Better Business Bureau before you patronize a business. If you've never worked with a vendor before, this can be your only clue as to whether or not the business is a good one or a poor one. |
Present Your Findings
Once you've contacted the vendors, show your findings to the bethrothed couple. From there you can arrange meetings with the vendors and have the couple give their final choices.
Collect Contracts
Once the couple has moved towards deciding on vendors, it's time to get contracts for them all. Have the couple sign them and make several copies for yourself & the couple. If you can, try to keep the original- you may need this for litigation later. Put all of these contracts in a very safe & secure place.
| Tip: | If a vendor will not sign a written contract, DO NOT USE THAT VENDOR. The contract is your only guarantee of services! |
Create Timelines
On the wedding day, time is your enemy. Be sure to make a detailed timeline of events and try to get others to come at least 15 minutes before their designated time.
Coordinating the Wedding
- Make sure you are there at the venue at least 30 minutes before the wedding party. You will need to turn on the lights and otherwise coordinate events before the party arrives.
- Have a mobile phone on hand so that you can call vendors if something is late.
- Direct the wedding party and nudge them to the next activity if necessary.
- Make sure that the couple has the happiest day of their life!
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