Key Items Every Wedding Planner Should Have When Working a Couple's Wedding
Wedding planners, this is it. Months and months of careful planning and precise preparation have led to this moment. The couple that you have been working with so hard are finally about to tie the knot.
So, your job is done right? No, not even close. If you offer on the day coordination as part of your wedding planning service, your job has only just begun. You need to be there, present and ready to navigate the day as perfectly as it was planned to be. It is down to you to be there to make sure nothing goes wrong, that everything moves as smoothly as possible.
Part of this role is ensuring you have the right things with you on the big day. Putting together a wedding planner kit is a practical way of making sure you are prepared for any eventuality. Have one of these on hand, and things should run perfectly.
Probably the most important part of the kit. The paperwork. In order for everything to run smoothly, you need to have the details of everything that is planned. Committing things to memory is great if you‘re going grocery shopping, but having a hard copy of everything that needs to proceed in a couple’s wedding is paramount. In your wedding planner kit, you should have a folder containing the following;
- List of emergency contact details for the main bridal party, bride, groom, mother of the bride, mother of the groom, maid of honour, best man.
- List of contact details for all wedding suppliers contributing to the day, florist, caterer, venue, officiant, entertainment, transport, accommodation, etc.
- Wedding day timeline, the order of everything from start to finish that day. This includes from when the bridal hair and make-up is being done right up until tear down of the final venue.
- Copy of all vendor and supplier contracts, invoices and payment terms, especially those which need to be settled on the day.
- A copy of the seating plan for the wedding breakfast.
- Your professional diary/organiser.
- Your business cards, (to give to fellow suppliers in case of issues or queries after the day).
- If there are friends and family involved with the planning and setup of the event, a list of who is responsible for what.
These elements are just part of good planning and ensure that you know everything is documented and being taken care of.
Never doubt that if it can happen, it will happen. This is true of little tiny accidents, big chaotic situations and somebody getting a little bit too drunk on the dancefloor. Avoiding flower girls getting too much sun, or the groom becoming dehydrated is a critical responsibility. Always have a first aid kit. You can include many different things, but it’s always a good idea to have the basics.
- Hand sanitiser
- Sun cream (high factor)
- After sun, or some soothing moisturising gel, e.g. aloe vera
- Antibacterial wipes
- Anti-septic cream, in case of insect bites and stings
- A couple of bottles of water
Other, not so vital items could be;
- Cotton buds or pads
- Facial tissues/wipes
- Deodorant/body spray
- Insect repellent
- Make up remover/wipes
- Boiled or cough sweets
Another massively important addition to your wedding planner kit. Whether it is the bride with a tear in her beautiful gown, or a young teenage bridesmaid whose dress is cut just a little too low, this could save the day. Again, a sewing kit can include your own preferences, but the basics should be as follows;
- Needles and thread
- Pins and safety pins
- Spare buttons (a variety of neutral colours and sizes should suffice)
- Hemming tape
- Clear nail varnish (in case of laddered tights or stockings)
There may be times when something is not quite right with the decor in the venue, or maybe just things are not happening fast enough when getting everything together. The following items may help with this;
- Lighters (these can help immensely with the lighting of candles and tea lights when setting up the venue, or even if they go out during the event)
- Tape (all sorts, duct tape, Sellotape etc)
- Zip Ties (you never know when something might need holding in place)
- Staple gun and staples (probably a good idea to bring along a staple remover while you’re at it)
Please, obviously get permission from the venue before using these items as you don’t want to incur damages or charges.
Yes, there are some elements of hardware that can be quite handy to bring with you to a couples wedding. These things can help you, the guests, the newlyweds themselves even, so make sure you have a couple on hand, you never know!
- Batteries (the most common shapes and sizes, AA, AAA, etc)
- Phone charging cable (Samsung generally charges most phones, the only exception being iPhones so try to make sure you have a cable for those too)
- Wall Socket Plug
- Charging block (these can be incredibly handy as they carry extra charge for things like mobile phones, cameras, etc)
So, these are the basic things that you are likely to need in your wedding planner kit. Most people have variations, but the fundamentals should be on this list. Do you have a wedding planner kit? What is in yours? Do you agree with all the items on this list? Would you add more? Let me know your comments.