The Benefits of Hiring a Wedding Planner

We at Kelly Karli Weddings & Events are ever grateful for the amazing brides and grooms we work with to create their dream wedding. It is our passion and we consider ourselves lucky to be able to call it a “job.” In addition to the couples, we would not be nearly as successful if it weren’t for the venue and catering coordinators we collaborate with. That being said, wedding planners and venue coordinators play vastly different roles when it comes to crafting a dream wedding, which is why it is important to know the difference between a Wedding Planner and a Venue/Catering Coordinator.

As wedding planners, we work closely with the venue and catering staff for every event. We understand how busy they are with not only your event, but others as well. That is why we think it is important to educate couples on the importance of hiring a wedding planner, as opposed to relying on the venue coordinator for all of your needs. Ultimately, we want couples to have all of their needs (and wants!) met on their special day.

{Photo Credit from left to right: Zorn Photography, Clary Pfeiffer Photography, Sara Hasstedt}

With the help of wedding planner Mary Dann, we’ve provided a list of specific duties of Wedding Planners as well as Venue Coordinators.

Typical Venue/Catering Manager/Coordinator Duties:

• Provide a personalized tour of the venue
• Act as a menu consultant for all food and beverage selections
• Detail your banquet event order or catering contract, outlining all of your event specifics, and ensure that it is communicated flawlessly to the operational team of the venue
• Create a floor plan of your function space in order for you to provide seating arrangements
• Arrange and attend your menu tasting
• Oversee the ceremony and reception room(s) set up, food preparation and other venue operations
• Act as the on-site liaison between your wedding planner and venue operations staff
• Ensure a seamless transition to the venue’s banquet captain once the grand entrance has occurred (typically this is when the catering manager leaves the reception)
• Review your banquet checks for accuracy, prior to the completion of the final bill

{Photo Credit from left to right: Chowen Photography, Sara Hasstedt}

Typical Wedding Planner/Coordinator Duties:

• Recommend event professionals to provide entertainment, flowers, decor, photography, invitations and much more based solely off of your budget and taste
• Assist with etiquette and protocol for invitations, family matters, ceremony traditions, toasts, etc.
• Be available to have conversations and fix issues that may arise in the evenings and weekends, long after your catering manager has gone home
• Act as a liaison between your family, bridal party and other vendors to create a seamless operation
• Establish room blocks at various hotels for your guests
• Create a vendor payment schedule
• Organize and keep up with your overall event budget
• Review your catering contracts to ensure all of your requests are communicated to the catering manager
• Create a comprehensive timeline, list of every vendor involved and event detail lists
• Organize and coordinate your ceremony rehearsal
• Remind your bridal party and family of all pertinent “call times” and “don’t forgets” on the event day
• Review your banquet event order, banquet checks, diagram and seating chart for accuracy before the event day
• Deliver and arrange ceremony programs, escort cards, place cards, favors and any other personal items
• Confirm “call times” and details with all vendors before the event date and on the day of the event
• Keep track of all vendor contracts to ensure that you do receive what you are supposed to receive from that vendor on the event day
• Coordinate your pre-ceremony events (getting ready, transportation, first-see/family photos, etc.)
• Coordinate your actual ceremony (line up bridal party, assist you with your gown, cue the musicians, etc.)
• Coordinate your actual reception (grand entrance, first dance, toasts, cake cutting, etc.)
• Collect any personal items you may have brought at the conclusion of the reception

**Please note this is simply a guide for the “typical” roles and responsibilities for catering managers and wedding planners and does not imply this is an all-inclusive list**

{Photo credit from left to right: Jamee Photography, Clary Pfeiffer, Zorn Photography}

Along with this list of duties, it is important to hear from those who have experienced a wedding planner. We have feedback from real brides about why they chose to hire a wedding planner & their advice to other brides!

From bride, Carolyn Connolly (September 2015):
What made you decide to hire a wedding planner?
Because I live in St Louis and my mom lives in South Carolina, we needed advice and help with finding vendors, and also someone to review the contracts and make sure we were on track with our planning. We also wanted planners to help guide the creative design process.

What was something you wish you would have known before hiring a wedding planner?
That weddings have become quite complex with many moving parts, and the expertise of a wedding planner is simply invaluable.