Your Wedding Day - The Necessity of a Wedding Planner

The Necessity of a Wedding Planner

by Kari McGee, Event Consultant, Classic Party Rentals
photography by BB Photography

During my first year working as a wedding coordinator, I was pleasantly surprised to find my favorite movie, Father of the Bride playing on TV. I immediately grabbed a box of tissues for the heart-wrenching scene where Steve Martin’s character, ‘George,’ ushers his little girl down the aisle, as well as for the tears of laughter over the hilarious wedding planner character, ‘Franck.’ Toward the end of the movie, my love for this classic quickly dimished into dissappointment, as I watched the last scene. I was discouraged that the father of the bride, the man for whom they named this movie, had missed the reception of his only daughter because the valet was insufficiently staffed. One pressing question echoed through my mind: where the heck was the wedding planner?

That same question arose again when I attended a friend’s wedding later that year. I was thrilled to finally be a guest at the wedding, free to grab a glass of champagne, shuffle into the electric slide, and make a witty toast on behalf of the happy couple. Little did I know, I would be cast in the role of wedding planner because my friend had chosen not to hire one.

I found myself cringing when the photographer was scheduled a half an hour later to arrive than needed, a crucial error that then impacted the entire day. Also, I felt uneasy that there had been no rehearsal, no plans for the pictures, and the hotel coordinator had not yet even greeted the bride. I was horrified that the bride’s mother came in reporting that no one had picked up the table linens that morning, leaving the bride’s aunt to retrieve them and set them up at the reception.

After the ceremony, the frantic mother of the bride asked if I would grab the payment for all of the vendors, which had been left in the hotel room. As I was running through the hotel, heels in hand, dress flowing behind me, I couldn’t help but feel sad that I might be excluded from a picture, or miss the joy of the family as they poured out of the chapel. It was in that moment that I really understood what I had been explaining to prospective brides: wedding planners are no longer a luxury.

The wedding industry is thriving, but this does not directly reflect the financial position of the typical couple. Most couples still need to adhere to a tight budget when planning their big day. Despite money restrictions, every couple wants the décor of their dream wedding and pennies tend to be pinched wherever possible. One of the expenses most commonly sidestepped is a wedding coordinator. While this expense is mistakenly thought of as a “luxury,” many modern couples are discovering that coordinators are a welcome component of the planning process. Not only can a coordinator aid a couple in spending their money more wisely, but he or she can help to preserve the sanctity of how that day should be remembered in the mind of family, friends, and of course, the bride and groom.

As an event rental consultant, I strongly urge brides to regard a wedding coordinator, as important as a caterer or a DJ. For many brides on a small budget, this may mean hiring a coordinator who can provide, at the minimum, consultation and support, and whose sole job is to successfully prepare and execute the actual event. Depending on the location, this can vary anywhere from $1200 to $3000, coordinators generally will work within the couple’s desired budget. For couples with more flexible budgets, having a coordinator from the beginning of the planning process clear through the wedding day to help ensure their vision is carried out will be worth every penny.

By regarding a coordinator as a necessary vendor, the wedding day and planning process will have a completely different, more enjoyable tone. The coordinator should serve as a confidante to the bride and groom, and be someone with the expertise to answer the hundreds of unexpected questions the couple have prior to making certain decisions. This expertise includes knowing the ins and outs of particular properties, negotiating hotel rates, and being familiar with trusted, skilled vendors that do a fabulous job and fall within the couple’s budget. In these ways and others, a coordinator does not increase a couple’s wedding-related costs, but, rather saves money by using that expertise.

As a whole, the coordinator can advise the couple on corners that can be cut to save money for the more important details. Most importantly, an experienced bride will tell you that once she realizes how much time she and her fiancée have saved, the coordination ends up paying for itself.

A coordinator can also provide the assistance needed to safeguard the importance of the couple’s big day, by providing peace of mind to the couple and their guests. This should include follow-up with vendors and being the main point of contact; running a successful rehearsal that will provide an effective flow at the wedding; and making sure all financial details are handled and settled before the festivities take place.

The coordinator often creates an outline that will ensure the day runs on time, and he or she is available to put out fires when things do not run perfectly, so that guests and most importantly, the couple, can remain unaware of the annoyances that should remain invisible to anyone in attendance. The coordinator is there first and foremost to represent the couple.

When it comes down do it, the bride and groom are celebrating one of the most important days of their lives, and their budget should be centered on making that day as streamlined as possible. Most wedding coordinators join this industry because they are passionate about helping someone’s vision come to life, and because they take pride in a job well done. This is the type of vendor in which a couple wants to invest for the largest celebration they will ever host.

I take pride in assisting both the client and the coordinator in designing their wedding. But I look back fondly on my days of coordination and recall being aware of the bride’s reaction to an event. A bride’s joy is not just a result of the perfect last tier on the cake, the amazing gown, or the grandeur of the centerpieces, but also a result of knowing that everything came together in a way that only a coordinator can provide.

And, a bride’s joy is about having her best friend in the wedding photos, rather than running barefoot back to the hotel room. •

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