What Does a Wedding Planner Actually Do?

McKenna Lewis
5 days ago
5 min read

A Month-by-Month Breakdown of How We Bring Your Vision to Life

If you're newly engaged, you’ve probably heard some version of this: “You need a wedding planner!” But once you book one, it’s normal to wonder... what exactly are they doing behind the scenes?

As planners, we juggle a million tiny details so you don’t have to—but a lot of our work happens quietly in the background. So let’s break it down! Here’s what a full-service wedding planner really does, from the moment you book us until you say your final goodbye at the end of the night.

12–9 Months Out: Dreaming, Budgeting, and Booking Big Vendors

The first few months after booking your planner are all about setting the foundation.

Budget building: We help you build a realistic budget based on your vision and priorities. We discuss where we may need to cut back, or where we can splurge to bring your wedding dreams to life.
Venue research & tours: Whether you're just starting or narrowing down options, we’ll help you find the perfect location and ask the right questions. Your venue is the background to your entire wedding day, and we want you to feel confident in making the right choice.
Vendor recommendations and management: From photographers to caterers to DJs—we match you with vendors we trust based on your style, needs, and budget. We handle all of the communication and logistics so you don't end up with and inbox of vendors contacting you with questions you don't know how to answer.
Contract reviews & bookings: We help you understand vendor contracts and keep everything organized in one place. We make sure the correct ones get signed, sealed, and delivered and that their services align with your vision.
Hotel Blocks: We help you choose the right hotel block and navigate the contracts between complimentary or attrition blocks to offer to your guests a discounted rate that keeps your loved ones together.
Creating Wedding Website: We help create your wedding website and fill it with all the details your guests would need to know. Hotel accommodations, things to do in the area, what time the ceremony is, etc. So when guests start texting you with questions, just copy and paste that link and you can sit back and relax.

This is when we help set the tone and pace for the entire planning process.

9–6 Months Out: Designing Your Dream Wedding

This is the fun part—starting to bring your aesthetic to life!

Mood boards & design concepts: We help translate your vision into a cohesive design concept.
Floral consultation: Whether you're going big or keeping it simple, we guide you through flower selections and design to make sure everything aligns with your style and color palette.
Rental coordination: From lounge furniture to linens, we manage rental needs based on your layout and vibe.
Styling logistics: We plan the little things, like signage, place cards, and tabletop details.

We make sure every visual detail feels like you—and works together beautifully.

6–3 Months Out: Nailing Down the Logistics

Now that the big pieces are in place, we start getting into the nitty-gritty details.

RSVP tracking & guest management: We help you keep tabs on guest responses, meal selections, and seating charts.
Timeline planning: We build a comprehensive master timeline for your entire day. This includes vendor load-in and load-outs, hair and makeup times, photography schedule, announcements and so much more.
Floor plan development: We design the layout for your ceremony and reception—accounting for everything from the dance floor to where the gift table goes.
Vendor check-ins: We stay in touch with all your vendors to ensure everyone is on the same page.

This phase is all about making sure everything runs smoothly.

The Final 30 Days: Crunch Time

This is where your planner becomes your absolute lifeline.

Final walkthrough at the venue: We sit down at the venue and go over allll the details to make sure everything is to your liking. Following this we finalize all your vendors making sure they know what the game plan is and are ready to rock and roll.
Last-minute adjustments: Headcount changed? Just learned about a guests dietary restrictions? We help navigate those last minute adjustments where we can to ensure you remain stress free.
Distributing timelines: All vendors get a detailed day-of schedule to make sure everyone is on the same page.
Rehearsal coordination: If a rehearsal is available, we run your ceremony rehearsal so everyone knows where to be and when.

By now, your planner is basically your wedding’s project manager, emotional support human, and your biggest advocate all rolled into one

Wedding Day: We Run the Show

This is where all our prep pays off—and you get to just be present.

Setup & styling: We’re on site to make sure your vision comes to life exactly as planned.
Vendor management: We coordinate every vendor’s arrival, setup, and timing.
Problem-solving: We handle the hiccups you never even know about. DJ is running 30 minutes late? Not your problem, we figure it out.
Ceremony & reception management: We cue the music, the walk down the aisle, the grand entrance, and every special moment in between.
Keeping you on track: Whether it’s touch-ups before photos or a reminder to eat dinner, we’ve got your back all day long.

Your only job is to soak it all in.

Post-Wedding: Wrapping It All Up

Even after the last dance, we’re still working for you.

Packing up personal items: We ensure everything ends up in the right hands at the end of the night.
Tipping guidance & thank-you lists: We help you close the loop with gratitude and can collect vendor gratuities day of to pass out to your killer team.
Sharing vendor galleries & celebrating with you: We LOVE seeing the photos and reliving your day right alongside you.

So… What Does a Wedding Planner Actually Do?

The short answer: everything you didn’t even think about.

From the big-ticket logistics to the tiniest details, we’re there to support you, advocate for you, and create a stress-free experience from start to finish. Hiring a wedding planner means you’re not just booking a service—you’re gaining a teammate who’s invested in making your day unforgettable.

Considering a planner for your wedding? Let’s chat—we’d love to show you how we can make your planning journey easier, more joyful, and way less stressful.