💍 Behind the Scenes: A Day in the Life of a Wedding Planner
- Karen Hunter
- Aug 6
- 3 min read
When people think of wedding planners, they often picture someone with a clipboard and a headset, breezing through a ballroom with military precision. And while that’s not entirely wrong, the real magic happens in the quiet moments — the ones that keep the day flowing, the couple smiling, and the stress at bay.
I spent ten years as a wedding planner for hotels in Norfolk/Suffolk, and let me tell you: it’s not just about fluffing dresses and cueing music. It’s about being the calm in the storm, the fixer of forgotten details, and the person who makes sure the couple actually gets to enjoy their day.
🕰️ What a Wedding Planner Really Does
Here’s a peek into what goes on behind the scenes — and why having a planner (or being one!) is such a game-changer:
Final Week Prep: I’d meet the couple about a week before the wedding. They’d hand over all their decorations, and we’d walk through every detail — from ceremony timing to table layouts.
Vendor Liaison: On the day, I’d greet the minister, check in with the photographer, and make sure the DJ or playlist was ready to roll.
Ceremony Coordination: I’d get the bride to the ceremony on time (sometimes with a pep talk or a tissue), press play on the music, and ensure the aisle moment was picture-perfect.
Room Transformation: While guests mingled, I’d decorate the reception space exactly as planned — candles, centrepieces, signage, you name it.
Meal & Speeches: I’d coordinate with the kitchen to ensure meals were served hot and on time, cue the speeches, and keep the flow natural and joyful.
Cake Cutting & First Dance: These moments are often overlooked in the chaos, but I’d make sure they happened smoothly and were captured beautifully.
Problem Solver: Broken zippers, missing bouquets, nervous grooms — I’ve seen it all. My job was to fix problems before anyone noticed.
Emotional Anchor: I was there for the full day, not just to manage logistics, but to offer reassurance, encouragement, and a steady hand.
🧰 Tools of the Trade
If you're planning your own wedding or helping someone else, here are a few essentials that make the day run smoother:
Tool | Why It Helps | Affiliate-Friendly Ideas |
Emergency Kit | Fixes wardrobe, makeup, or tech issues | |
Planning App | Keeps timelines and contacts organised | Wedding planning software, checklist apps |
Decor Storage | Keeps items safe and sorted | |
Comfortable Shoes | You’ll be on your feet all day |
💡 Pro Tip: Hire a Planner or Delegate Wisely
Even if you’re not hiring a full-service planner, having someone to manage the many details of the day is invaluable. It allows you to be present, soak in the joy, and trust that everything’s under control.
Have you ever considered what kind of support you’d want on your wedding day? Or maybe you’ve played the unofficial planner role for a friend or family member? Feel free to share your story in the comments — I’d love to hear it.
And if you’re prepping for your own big day, I’ve rounded up a few of my favourite tools and emergency kit must-haves to help you stay calm and collected.
👰 Planning a wedding? Stay calm and read on! 🎉
With over a decade in the wedding industry, I’ve seen it all—from joyful "I dos" to last-minute dress disasters. That’s why I wrote The Calm Bride’s Blueprint—a no-nonsense guide to planning your perfect day without the stress. Packed with practical advice, sanity-saving tips, and real talk, this book is your secret weapon for staying organised, confident, and, most importantly, calm.
Because weddings should be about love, not logistics. 💍 Grab your copy now and plan your day your way!
Affiliate Disclosure: Some of the links in this post may be affiliate links, meaning I may earn a small commission if you make a purchase—at no additional cost to you. I only recommend products and services I genuinely believe will benefit my readers. Your support helps me continue creating valuable wedding planning content. Thank you!
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