From “Oh No!” to “I Do”: The Essential Role of a Full-service Wedding Planning Team
A wedding planning “dream team” consists of much more than talented designers with an eye for beautiful elements and a knack for putting them together. They’re problem-solvers, time-management experts, inspiration-seekers, and most importantly - they’re always there to save the day.
From last minute weather backups to wedding dress mishaps, issues can quickly arise on your big day - but, not to worry! The beauty of working with a full-service wedding planning team means that there’s a solution for your problem, before you even know it exists. Which means you get to focus on the day you’ve always dreamed of, knowing that your planners have your back AND the ability to pivot for you.
We've navigated our share of event-day challenges, each requiring a different solution to overcome. Now, we’re giving you the inside scoop on what it’s like to work with a full-service planner and sharing a transparent view of real life examples and real-time adjustments we’ve had to make to deliver a flawless experience and send our couples smoothly down the aisle.
Someone Who Manages It ALL
Before jumping into all of the reasons why full-service planning is the way to go, there’s one thing every couple should know as they begin the wedding planning process - there IS a major difference between full-service planners and those that focus on either just logistics or design - but not both. When interviewing planners, make sure to ask them the following questions to gauge just how hands-on their services will be:
What is the size of your team on wedding day?
What is your focus? Are you equally as involved in the logistics as you are the design?
Do you offer full-service planning or do you focus more on partial or day-of coordination?
These answers will give you all of the information you need to know about how they plan to execute your vision. From the size of your wedding day team to the quality of your vendors, each and every detail should be fully customized to your needs when you opt for full-service. Just remember, you get what you invest in and a full-service team that ensures that every aspect of your event is tailored to your vision with the highest level of expertise and care is worth it in the end.
Someone to Hands-on Coordinate
From beginning to end, a full-service planner is there to guide you every step of the way. They stay on top of all of your deadlines, source vendors based on your needs, and coordinate every bit of your timeline for an optimal outcome. A big part of planning a wedding comes down to organization and ensuring that everything gets checked off of the list, so that you can avoid any hiccups on your wedding day.
When there are too many people (outside of your planning team) trying to orchestrate, confusion can easily arise. For example, we once had a Mother of the Groom book a rehearsal dinner band without providing us with the entertainment contract to confirm. Hours before the event, we received notice that they were booked for the wedding day, instead of rehearsal.
Here’s what we do to stay on track, avoid confusion, and not skip a beat:
We ensure that all vendors are properly booked for the desired dates and all contracts are carefully reviewed to avoid any surprises.
We maintain direct and constant communication with our vendors to make sure that no one falls behind and we receive all of our necessities by their deadlines.
With a short time to spare, we were able to leverage our contacts and connections to resolve the situation - even while that same band was booked as restaurant entertainment elsewhere, that same night. The matter was solved without an uproar, as we always aim to do so without making the couple or their family and friends aware - unless absolutely necessary.
Someone to Lean On and Problem-solve (Fast)
Working with a wedding planner may seem like it mainly consists of communicating your vision and allowing them to use their talent and expertise to perfectly execute it, but it’s also about giving them your trust and building a relationship with them.
At Allison Event Design, we don’t take our role lightly. We understand the emotion behind each decision and the responsibility that comes with building out this day for couples. Regardless of the request, we take pride in being there as a shoulder for our couples to lean on during this time together - whether we’re springing into action during crisis-management mode or simply helping our brides and grooms feel as beautiful as possible.
Speaking of crisis-management mode, things happen - and when they do, we’re there to fix them. Here are some ways we offer support and solutions:
We’re there to answer any questions and guide our couples throughout every step of the way. In most cases, it’s their first time planning a wedding, so we’re sensitive to the fact that they may not know how a lot of the process goes and that’s okay!
From sewing kits to stain remover, we stay proactive, prepared, and handy - addressing potential problems before they become big issues.
For instance, moments before photos began, one of our brides and bridesmaids experienced a wardrobe malfunction. With a background in fashion, our Lead Designer, Allison, was able to quickly and confidently sew both of them into their dresses and send them on their way, knowing that our team was managing the other details while she did so. Now that’s what you call full-service!
Someone to Control the Uncontrollable
We may not be able to control the weather, but we can control how we respond to it. While we do our best to forecast, the weather can have a mind of its own - throwing even our most extravagant outdoor venue setups for a loop. Although many believe that rain on your wedding day is a sign of good luck, it’s not always the most convenient situation.
Most recently, we spent multiple days building an incredible outdoor tent to host our couple and their guests for their heartfelt reception. As a result of gushing rain, the tent started to fill with water which led us to have to manage the flooding AND completely reset the wet tables inside.
So, how do we handle an unexpected situation like a sudden downpour or stop a hurricane from blowing through?
We always coordinate with venues beforehand to ensure that we have a weather backup in place for every event.
We find power in numbers and lean on our strong network of vendors to help us pull through in the event of an emergency.
Since we had multiple hands on deck and vendors that we truly trust, we were able to clean up the mess just in time for the band to start sound check and for the bride to make it down the aisle exactly when she was supposed to. Oh, and did we mention that the family and friends still don’t know that anything was ever wrong?
Someone With a Strong Network
Creating your perfect day requires your planner to pair you with the perfect group of vendors to make each idea a reality and when it comes to building a solid team behind you, a strong network is key.
Here’s how we approach our portfolio of vendors:
We’ve built strong relationships with vendors and booking agencies to pull through and provide emergency options, when needed.
We continuously evaluate and vet our network to ensure that only the most reliable and skilled vendors are included, providing you with peace of mind throughout the planning process.
From DJs with last-minute family emergencies to hair and makeup artists that called out sick, we’ve experienced numerous unforeseen cancellations over the years. However, we’ve always been able to reach into our pocket of incredible vendors and seamlessly find backups to fill in, without letting anything fall through the cracks.
Someone to Double Triple Check
A major amount of attention to detail is required when carrying out the ultimate event and no stone can go unturned. Your wedding planner should have a second set of eyes on everything - from stationary and florals to lighting, meals, and anything else in between.
In the past, we had a Catering Manager input the wrong entrée option into the banquet event orders, meaning the menu cards said one item, but the chef had prepared something else. We caught the error right before the ceremony and immediately re-printed the menus and swapped them out before anyone sat down to eat.
Here’s how we were able to act quickly:
We meticulously comb through each element from vendors and provide revisions until the results are exactly how the couple wants them to be and how we expect them to be.
We’re hands on - literally. We are there for setup before, to project manage during, and review everything a final time after everything is in its place.
Our commitment to detail is what sets us apart. We go beyond just managing the logistics; we immerse ourselves in every facet of the planning process.
Someone There Every Step of the Way
Let’s face it - there’s no such thing as perfect. Issues like these are infrequent to arise (and not here to scare you), but can happen even with the utmost preparation in place. As wedding planners, we expect the unexpected and can quickly problem solve before high levels of stress erupt or things start to get off track.
Say goodbye to worrying about what could go wrong and hello to the confidence that comes with working with a planner that has the knowledge, expertise, and your back.
Planning a 2024 or 2025 wedding? Let’s tie the knot together! Get started today.
