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What Do Professional Wedding Planners Do?

Updated: Jan 26, 2022

Planning a wedding might be a daunting and time-consuming task. It's not easy to find the right vendors, keep track of multiple deadlines and stay within budget when there are so many moving parts. That is where professional wedding planners come in. Whether you are searching for creative ideas on how to plan your big day or simply want to ensure it becomes successful without a hitch, here are seven critical services that only the best wedding planners provide.

Finding and Booking Suitable Venues

Choosing the best location which aligns with your needs while staying within budget is no easy feat. Professional wedding planners have a keen eye for detail and can find venues you had not considered while identifying hidden costs up-front. They've also got an excellent understanding of locations throughout different seasons, making it easier to determine what will be available on particular dates. Therefore, they can identify venues available on your preferred date, handle the number of guests attending, have good food/drink options, and are in a desirable location. Further, they negotiate with venue managers on your behalf to secure the best possible rates based on your specific criteria.

Coordinate vendors

A wedding planner coordinates with every service provider involved in your big day: catering, flowers, cake, music, photography/videography, and transportation. They review contracts on your behalf and negotiate terms based on your preferences and budget. If a supplier lets them down at the last minute (such as, if they double book on your date), a wedding planner can step in as negotiator and crisis manager to ensure your wedding goes as smoothly as possible.

Write a wedding timeline.

A wedding timeline is similar to a master's schedule, but it's more detailed and covers all events from beginning to end. It lists every event during the wedding, including the timing of any mandatory parental meetings or consultations with service providers. A wedding planner can help you write a wedding timeline based on the information you provide them with (such as number of guests, availability of vendors). That ensures that everyone involved follows the same schedule and saves couples from managing multiple schedules themselves.

Manage budgets

A professional wedding planner will guide you through your planning process by managing the budget. That includes collecting payment from vendors and suppliers, paying out invoices as they come up, and tracking all purchases made to make sure you stay within budget at all times. That service represents hours saved, as well as peace of mind, knowing that if something goes over budget, a wedding planner can help negotiate a solution.

Coordinate the venue and site inspection

A wedding planner will coordinate with venues to ensure that your preferred date is available. They will also arrange for a site inspection at the venue ahead of time to make sure it meets your expectations. That saves couples from doing thorough research on their own and ensures that they don't end up signing contracts based on false expectations.


Professional wedding planners can guide couples through important decisions such as whether or not to spend the extra money on a popular band versus hiring an orchestra, if their guest list is too long (and what they can do about it), where to find last minute rentals if necessary, how much insurance coverage they need for their vendors and more. They also help brides choose dresses that reflect both their personal style and figure type; recommend florists who will create arrangements that stay within budget yet make a big impact; suggest photographers who will fit in with the couple's personality; scout out possible locations for the ceremony, reception, and pre-parties.

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