What Wedding Planners Do On Wedding Day

Every wedding is a unique celebration, filled with love, joy, and countless special moments. As a wedding planner, our goal is to ensure you can relax and fully enjoy your day surrounded by family and friends. From the moment we arrive to the final dance, we handle all the details—from coordinating the first look and managing vendors to ensuring everything is set up perfectly for your reception. With us by your side, you can focus on making memories, knowing we’re taking care of everything behind the scenes. Here’s a sneak peek into what wedding planners do on a wedding day to make it seamless and unforgettable!

Pre Arrival

Before the festivities begin, the TME team kicks off the day with a little ritual of our own—caffeine and snacks! We know that staying energized is key to tackling the whirlwind of what wedding planners do on a wedding day. You’ll often find us savoring our favorite breakfast treats and sipping our go-to brews to fuel our excitement! To keep communication seamless, we create a group chat with all TME team members, allowing us to coordinate and capture must-have moments throughout the day. Let the celebrations begin!

Arrival to the Getting Ready Spot

When we step into the bridal suite, it’s like entering a fairytale scene! Our first stop is the bride and her glam squad. Two of our TME team members are there to kick off the magic of the day. While one member gathers the important treasures—rings, invitations, jewelry, shoes, dresses, veil, vow books, and more—the other preps the bridesmaids’ dresses. This ensures that when the photographers and videographers arrive, every detail is ready for stunning flat lay shots. Wrinkles? Not on our watch! We steam any dresses and shirts needing a little love so everyone looks flawless. Part of what wedding planners do on a wedding day is to calm pre-wedding jitters, coordinate photo ops, and set the stage for an unforgettable day ahead!

Arrival to the Venue

While the glam squad works their magic, a TME team member heads to the venue! We scope out key areas—where cocktail hour, the ceremony, and the reception will unfold—while planning the perfect spots for essentials like the card box, guest book, and seating chart. Imagine the wedding party sipping drinks and dancing while our team orchestrates the setup, ensuring every element reflects your vision. From menus and programs to amenity baskets and candles, what wedding planners do on a wedding day is to guarantee each detail is in place, ready to dazzle your guests!

Pre First Look

If you and your partner plan a magical first look, we ensure everything is perfectly timed so you both stay blissfully unaware of each other’s presence until the big reveal. What wedding planners do on a wedding day is coordinate every detail meticulously, so both of you are ready and brimming with excitement. We check that all attire is flawless, ties are straight, and everyone is well-fed and hydrated. It’s all about creating a seamless, unforgettable lead-up to that heartwarming first look!

Vendor Check In’s

As vendors arrive, one of our main jobs is to ensure that everyone knows their role and is comfortable. Smooth communication is essential, so we welcome each vendor and confirm details. Whether it’s briefing the florist on table arrangements, assisting the caterer with final seating counts, or coordinating with the DJ on speeches, we make sure everyone is on the same page. Our well-orchestrated vendor team is what makes wedding planners indispensable on a wedding day.

Pre Ceremony

While one team member remains by your side, assisting with any last-minute needs, the rest of our team is fully engaged in coordinating every detail of the ceremony setup and flow. As guests begin to arrive, we guide them to the ceremony location, ensure any reserved seating arrangements are clearly marked, and hand out programs or other materials to create a warm and welcoming environment.

Behind the scenes, we’re in constant motion, making final adjustments to ensure everything looks exactly as envisioned. We double-check the altar setup, ceremony chairs, and aisle decor—down to the smallest details like floral arrangements, candle placements, and even the alignment of the chairs. We also do a final walkthrough to make sure that every element is exactly as planned, setting the stage for a memorable experience.

Meanwhile, we’re checking in with the officiant to confirm that they have everything they need, from their notes to the order of events. We make sure they’re comfortable with the processional order, any specific rituals that will be incorporated, and the timing of their cues. We also verify that the rings are safely with the best man or ring bearer and do a last check with the musicians or DJ, confirming that the music is cued and ready for each processional step.

When it’s time for the processional, we’re there to guide each member of the wedding party, family, and honored guests into position. With gentle reminders for pacing and cues for the order of the processional, we ensure everyone steps forward at just the right time, creating a smooth, elegant procession down the aisle. We help line up the parents, grandparents, bridesmaids, and groomsmen, reminding them to smile, walk slowly, and savor the moment.

For the bride’s entrance, we make sure everything is absolutely perfect. We take a moment to adjust her veil and train, ensuring they’re picture-ready. We’ll fluff the dress, offer any last words of encouragement, and make sure she’s calm and ready to step into the spotlight. As she begins her walk down the aisle, we step back to take in this beautiful moment, knowing that everything has come together flawlessly for this unforgettable entrance.

Throughout the pre-ceremony, our goal is to maintain a calm, organized flow so that you, your family, and guests feel at ease. By creating a smooth, thoughtfully coordinated setup, we set the tone for a day that’s as meaningful and seamless as it is beautiful.

The Ceremony

With the wedding party gracefully down the aisle, we take a moment to pause and soak in the magic of the morning, relishing every heartfelt moment of the ceremony. But we’re not just standing by—our team is hard at work behind the scenes, ensuring everything is perfectly in place for the cocktail hour! We’re busy confirming that the delicious food is prepped and ready to impress, the bar is fully stocked with refreshing drinks, and all signage is beautifully displayed. Plus, the guest book is set up for signing, and the card box is prominently placed for guests to drop off their well-wishes and gifts. While you bask in the joy of your ceremony, we’re here making sure everything flows seamlessly into the next exciting part of the celebration!

During this time, we’re also finalizing every detail for the reception space—placing menus and linens in their perfect spots, lighting all the candles to create that warm ambiance, and ensuring that every table has the correct numbers and enough chairs for your guests. While you bask in the joy of your ceremony, we’re here making sure everything flows seamlessly into the next exciting part of the celebration!

Cocktail Hour

As soon as cocktail hour kicks off and the newlyweds make their grand exit down the aisle, we’re right there to greet them with their favorite drinks and a delectable spread of their specially selected hors d’oeuvres! We know that a lot of thought and effort goes into choosing the perfect wedding menu, so we make it a priority for the couple to take a few moments to relax, savor their food, and enjoy each other’s company now that the ceremony is behind them. We’ll also bustle the dress and offer a change of shoes if you need them, ensuring you’re comfortable and ready to dance the night away.

While guests mingle and indulge in the delicious bites, we’re busy behind the scenes communicating with all the vendors to ensure a seamless transition to the reception. We’ll chat with the entertainment about song choices, introductions, and those all-important dances, making sure everyone is on the same page for the festivities ahead.

As cocktail hour draws to a close, our team springs into action, guiding guests to the reception area and helping them find their seats. One team member directs traffic, while the other checks in at the seating chart, answering any questions and guiding guests to their seats.

Once all the guests are seated, we gather everyone who will be introduced into the room, lining them up for the big moment. The energy is electric, excitement is in the air, and we’re ready to kick off the party and celebrate with delicious food, dancing, and unforgettable memories!

Reception

Now, it’s time to celebrate! We savor the speeches, shed a tear at the first dance, and enjoy the delicious food with you and your guests. Our role doesn’t stop—we coordinate the cake cutting, assist the caterer, and ensure photographers capture every moment. What wedding planners do on a wedding day is more than managing logistics; it’s about creating a celebration where every detail flows.

During The Party

While you and your loved ones are dancing the night away, our team is back and ready to jump into action! As the celebration unfolds, we take the responsibility of gathering all your belongings so you can focus on making memories without worrying about cleanup. At the end of the night, you definitely don’t want to leave your wedding lugging around bags filled with menus, seating charts, or your guest book—leave the gathering of things to us!

We’ll carefully collect everything, including your veil, bouquet, guest book, card box, gifts, seating chart, signage, and any other items you brought along. Our team will work through our checklist to ensure nothing is left behind. Once everything is gathered, one team member will personally deliver all your items back to your accommodations and tidy up the room for you. This way, you can relax and enjoy the last moments of your celebration, knowing that we’ve got the cleanup covered!

At the end of the day, while we strive to stick to our timeline, we know that hiccups and unexpected moments can arise. It’s all about how we handle them that truly matters. Each wedding is unique and special in its own way, and we can’t guarantee that every detail will unfold seamlessly. However, we pride ourselves on our preparedness, quick thinking, and problem-solving skills, ensuring we can adapt and respond to any situation that may come our way.

Every wedding we plan and execute is filled with joy, excitement, and a sense of purpose for us. We are dedicated to doing everything in our power to ensure you and your loved ones have the most incredible day of your lives.

If you’re ready to pass the torch and focus solely on cherishing every moment with your partner on this special day, reach out to us! Let us handle the setup and breakdown and everything in between, allowing you to immerse yourself in the love and celebration without a single worry!