Organising your own wedding can be a great but harrowing experience. You wouldn’t want to spend all your time and efforts in stressing over the logistics or making sure everything goes on smoothly. It is your special day. You are meant to relax and enjoy every minute of it. That is the reason we have wedding planners - to take care of the responsibility of organising your wedding the way you want it.

Before you hire a wedding planner, understand what you should expect from them, what exactly is their scope of work. After all, they are going to be organising one of the most important events of your life. Consider the following:

Trust

When choosing your wedding planner, ensure that you meet with them in person and understand if your wavelengths match. You should be able to trust them completely and bond well with them. This is extremely important as you are going to be entrusting them with your wedding responsibilities and control of your expenses. Choose wisely. Through the planning process, meet often, discuss more (everything in detail), go places together and communicate frequently – either through emails or phone calls. It would be a good idea to keep their immediate contact number with you in the case of any emergency. 

Contract

From the 1^st stage of planning, it is imperative that you and your planner list down all your requirements in a contract. Every planner operates differently; therefore, it is essential to discuss and have everything on paper. Ensure that they have a good understanding of your requirements to avoid disappointments in future. 

Duties

After some research and discussion, you will be in a better position to understand what you need from your wedding planner. Listed below are some of the expectations you may have of your wedding planner. You could add or edit as per your requirements. 

1. Plan the bare outline first

Your planner should guide you through the entire planning process in a systematic and thorough manner. Together you would discuss the number of guests you would like to invite, the theme and decor for your wedding, the wedding venue options, other aspects like food and music and of course, the budget.

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2. Plan a timeline of events and duties.

They should plan and organise the wedding functions (if you have hired them for all the functions) or wedding day events in a schedule best suitable as per tradition and convenience. They should also keep the ceremony and events running as per schedule. They should be able to manage glitches in the most efficient manner so as to avoid any major problems. The true (real) test of their time management skills is the timely beginning and ending of the complete event. Minor changes in between may be done as per requirement as hardly any wedding has ever stuck precisely to its timeline. 

3. Budget management

Your planner should be another you when it comes to the budget, and keep track of all expenses and ensure all expenses are within budget. They should be able to suggest ways to use your budget wisely. In addition, they should be prepared for unexpected duties and costs that could crop up during the event.

4. Take responsibility for sending the invitations

Your wedding planner should take the responsibility of preparing and managing the guest list. In addition to sending out the invitations, they may also coordinate with them to find out the confirmed list of attendees and ensure they reach the wedding venue in time.

5. Vendor management

A wedding planner must have a comprehensive list of verified vendors for all wedding services to fit any budget and requirement This way you may have multiple options to choose from and in case there is any goof up from your selected vendor, your wedding planner can immediately arrange for another one. They should also make sure that you are getting exactly what you want from the vendors apart from the best deals and quality. Beware your wedding planner is not recommending an individual vendor just because he or she is a friend although they lack the qualification for the same, be it caterers, florists, musicians, or photographers. 

6. Frequent communication

They should keep communications clear and frequent with you – read; return your calls and emails and keep you updated on the latest developments with regard to your wedding arrangements. They need not be available 24*7 but you may expect them to remain in touch with you on a regular basis and coordinate the various aspects of your wedding planning. They should be easy to contact and responsive to your needs. If you don’t find them to be prompt or organised, you know you should look for someone else.

7. Setting up the Event

It is a logistical nightmare - setting up the wedding venue and cleaning up afterward. A wedding planner should be able to set up everything effectively in order well in time with attention to every little detail. They should be able to coordinate with various vendors for the same, and there should be no confusion. As much as the setting up is important, so is the cleaning up process after the event. You may expect them to handle it all.

8. Be prepared to handle emergencies

Although you have made the plans and the timeline and things are working as per schedule, there is always a little chance of something going wrong. That is why we hire wedding planners. They should be well prepared to handle any emergency that should arise before and during the wedding. At one particular wedding, there was a minor medical emergency, which got resolved due to the timely arrangements of the wedding planner. Apart from that, there could be emergencies of varied nature, like wardrobe malfunctions, missing rings, lights not working, staff not turning up or vendor not delivering.

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9. Provide genuine suggestion and feedback.

While the wedding planner may reassure you when stressed and calm your fears, their sole and vital role is to provide you with genuine advice on wedding arrangements without interfering in personal matters. Their genuine feedback and suggestions should help you in the decision - making the process for various aspects of your wedding. 

This should give you a good idea of what to expect from your wedding planner. Choose wisely and often communicate with your planner. Your wedding worries should be put to rest if you choose the right wedding planner.

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