A Day in the Life: What Your Wedding Planner is Really Doing on Your Wedding Day
- Kim
- Apr 30
- 4 min read
Have you ever wondered what your wedding planner is doing while you're sipping mimosas and slipping into your wedding gown? From sunup to long after the last guest leaves, we’re behind the scenes making magic happen - managing the big picture and the tiniest details so your day is seamless, stress-free, and absolutely unforgettable.
As experienced Austin wedding planners, we spend the entire day making sure every detail unfolds exactly as you envisioned! Here’s a peek at a typical wedding day from our perspective...
Early Morning: The Calm Before the Celebration
Depending on the timeline, we're usually the first vendor team on-site. As part of our wedding day timeline, we start by unloading our gear (think: client-owned goods, welcome signage, survival kits packed with tools and meds, backup supplies, snacks, water, even a change of clothes) - and immediately check in with venue staff.
We do a full walk-through of the space, checking for cleanliness, layout accuracy, and any logistical hiccups. From there, we start setting up key elements like the welcome table, signage, programs, menus, favors, cake cutting essentials (knife, plate, fork), and dance floor flair.
Vendors start arriving (typically hair and makeup first, either on-site or off-site) followed by rentals, florals, and catering. We greet each team, confirm any final details, direct them to the correct locations, and help troubleshoot as needed. Occasionally, we will jump in to assist with set up if we’re short on time or hands!
Mid-Morning: Wedding Party Prep & Final Touches
One of the most important behind-the-scenes wedding planner tasks is keeping everyone on track during the prep stage. While the wedding party is getting ready, we're shifting focus to keep the timeline tight. We check in with the couple (usually the bride first), ensure hair, makeup, photography, and video are all on track, and offer breakfast or snacks to keep everyone fueled.
We pin boutonnieres, deliver vow books and jewelry, and assist the photographer with flat lays. If there’s a first look or pre-ceremony photos, we coordinate the timing and make sure no one accidentally runs into each other too soon. 😅
Meanwhile, we're checking on the ceremony and reception setups - confirming florals are fluffed, candles are ready to be lit later, linens are straight, signage is in place, and that any flipped spaces are properly scheduled.
Early Afternoon: Ceremony Showtime
A well-organized ceremony setup ensures a seamless, stress-free wedding day. We make sure the ceremony space is absolutely perfect: decor in place, music cued, programs laid out, and musicians briefed for correct cueing. We also confirm the officiant has a mic and that the sound system has been tested.
As guests begin arriving, we greet them or coordinate with ushers, all while lining up the wedding party for the processional. We cue the music, send each person down the aisle at just the right moment, and then finally you say “I do.”
Throughout the ceremony, we stay discreetly nearby in case anyone needs tissues, water, or a last-minute fix.
Late Afternoon: Cocktails, Candles & Room Flips
As guests head to cocktail hour, we shift gears fast. If we’re flipping a space (like turning the ceremony area into the reception), we confirm who’s doing what, oversee transitions, and assist where needed.
We coordinate with catering and bartenders, ensure the DJ or band is set up, and light candles throughout the space. We check in with the couple again - give them a quiet moment, grab them drinks, and guide them into more photos if they didn’t do a first look. We also assist with family portraits and make sure the marriage license gets signed.
Evening: Reception in Full Swing
The energy changes once the reception begins! We cue the grand entrance, first dances, and help bustle the bride’s dress and assist with a second look change. We stay on top of dinner service timing and troubleshoot behind the scenes if there are any hiccups.
We coordinate speeches, manage sound cues, help fluff dress trains before photos, re-pin boutonnieres, clean up little spills or trash, and hand out tissues during parent dances. Every small thing - like pulling out the cake an hour before cutting time or placing favors at each seat - is handled without you even noticing.
Late Evening: Party Time & The Perfect Send-Off
As formalities wind down and the party heats up, We stay flexible but focused - making sure the late-night snacks are set, dance floor flair is out, and everyone’s having a good time.🤍
Eventually, we cue the final song, organize the send-off (sparklers, confetti, glow sticks - whatever you've chosen!), ensure transportation is ready, and discreetly distribute any vendor gratuities you’ve provided.
End of Night: Wedding Planner Behind the Scenes Tasks
Once the last guest leaves, we oversee vendor breakdown, pack up all personal items (gifts, heirlooms, décor), and do a final sweep to make sure nothing gets left behind. We return anything borrowed, toss any last-minute trash, and make sure you go home with nothing but joy in your heart (and your comfy shoes on).🤩
What Does a Wedding Planner Do on the Wedding Day? Here’s the Big Picture
From managing your timeline to pinning boutonnieres and even lighting candles throughout the night, we are here to ensure every single moment is taken care of. You won't see most of what we do - but you’ll feel it, in how smooth and effortless your day becomes.
Because when everything flows seamlessly, and you’re able to just soak it in? That’s the magic of having a planner who’s with you every step of the way.
🫶 Ready to have a stress-free, seamless wedding day? Let’s make it happen! Inquire here to learn more about working together!
