Key Responsibilities and Required Skills for Wedding Planner

🎯 Role Definition

A Wedding Planner is a client-facing event professional who designs, coordinates, and executes weddings from initial consultation through day‑of delivery and post-event follow-up. This role combines creative design and vendor management with rigorous logistics, budgeting, contract negotiation, and onsite leadership. Successful wedding planners deliver memorable, seamless experiences while protecting client budgets, timelines, and vendor relationships.

Primary keywords: Wedding Planner, Wedding Coordinator, Bridal Event Planner, Wedding Management, Vendor Negotiation, Wedding Budgeting, Day‑of Coordination, Venue Logistics.

📈 Career Progression

Typical Career Path

Entry Point From:

Assistant Wedding Planner / Junior Event Coordinator
Venue Event Coordinator / Banquet Captain
Hospitality or Catering Assistant with event responsibility

Advancement To:

Senior Wedding Planner / Lead Event Producer
Director of Weddings / Event Operations Manager
Owner / Founder of a wedding/event planning business
Creative Director (wedding design studios)

Lateral Moves:

Corporate Event Planner / Conference Producer
Luxury Private Events Manager
Destination Wedding Specialist / Travel & Logistics Planner

Core Responsibilities

Primary Functions

Consult with couples to capture wedding vision, priorities, aesthetic preferences, budget constraints, and timeline expectations; create and document a comprehensive event brief and proposal.
Develop, present, and revise detailed wedding proposals, packages, and pricing estimates; prepare and manage client contracts, payment schedules, and deposits.
Create and maintain a master wedding budget, track expenses, forecast costs, identify savings opportunities, and ensure all payments and invoices are reconciled on schedule.
Source, vet, negotiate and manage relationships with vendors (venues, caterers, florists, photographers, DJs/bands, rentals, transportation, officiants, hair & makeup) to secure terms, timelines, and deliverables.
Produce and manage a detailed production timeline / run sheet for the planning process and day‑of operations, coordinating supplier arrival, setup, service order, and breakdown.
Design floor plans, seating charts, ceremony layouts, and event flow using floor‑plan tools; ensure accessibility, safe egress, and optimal guest experience within venue constraints.
Coordinate menu development, tastings, dietary accommodations, bar packages, and service timing with caterers and banquet teams to meet guest needs and timeline requirements.
Obtain and verify venue permits, insurance certificates, liquor licenses, health department approvals, and any necessary municipal permits to ensure legal compliance.
Lead on‑site rehearsal coordination with the wedding party, officiant, venue staff, and vendors to rehearse ceremony timings, procession, and logistical cues.
Act as the primary on‑site manager on the wedding day, supervising vendor setup, enforcing timelines, resolving last‑minute issues, and keeping the couple and stakeholders informed.
Oversee setup, decor installation, floral placement, lighting and audio‑visual staging, signage, and rentals to ensure design execution matches the agreed vision.
Troubleshoot day‑of emergencies (weather, vendor delays, last‑minute guest changes, technical failures) with calm, decisive action and contingency plans.
Coordinate transportation logistics for guests, wedding party, and VIPs, including shuttle scheduling, arrival windows, and vendor load‑in/load‑out coordination.
Manage RSVP tracking, guest lists, seating assignments, and special needs accommodations to ensure an accurate final headcount and meal counts for vendors.
Maintain and update vendor contracts, statements of work, timelines, contact lists, and communication logs to provide clear accountability and reduce risk.
Create production documents for staff and vendors, including cue sheets, vendor contact lists, floor plans, and timeline PDFs to ensure synchronized execution.
Oversee post‑event breakdown, rental returns, final vendor payments, and reconciliation of final invoices; conduct post‑event quality checks and inventory audits.
Provide client post‑event follow‑up, including final billing, surveys, thank‑you communications, and gathering testimonials or referrals.
Train, schedule, and manage assistant planners, day‑of coordinators, interns, and contracted event staff; delegate tasks and supervise performance.
Develop and maintain a portfolio of past wedding case studies, photography, vendor testimonials and references for marketing, proposals, and sales.
Maintain a current knowledge of wedding trends, seasonal availability, design techniques, and supplier pricing to advise clients with market insight.
Prepare and deliver occasional on‑site or remote vendor orientations and pre‑event walkthroughs with venues to align expectations and responsibilities.
Implement and execute sustainable and accessibility-inclusive planning practices, including waste reduction, local sourcing, and accommodation of mobility or sensory needs.
Negotiate vendor contracts and service-level agreements that protect the client and include clear deliverables, contingency clauses, and cancellation terms.

Secondary Functions

Maintain and update a centralized vendor database, preferred supplier lists, and pricing guides for quick reference during proposals and negotiations.
Assist marketing and sales efforts by representing services at bridal expos, client discovery calls, styled shoots, and social media content creation.
Support business development by developing packaged offerings, seasonal promotions, and referral partnerships with local venues and vendors.
Maintain CRM records, schedule lead follow-ups, and track conversion metrics to support a predictable sales pipeline.
Generate post‑event performance reports with lessons learned, vendor performance evaluations, and client feedback recommendations.
Coordinate with finance for deposit tracking, tax documentation, invoicing, and monthly cash flow forecasting for the events business.
Manage inventory of owned décor, signage, linens, and props; arrange storage, maintenance, cleaning, and replacement as needed.
Stay current with vendor pricing, marketplace shifts, and seasonal constraints to update standard operating procedures and pricing models.
Contribute to internal process improvements: templates, checklists, contract clauses, and day‑of kits that streamline planning and reduce risk.
Support destination weddings by coordinating travel and accommodation blocks, group rates, legal requirements (visas/marriage licenses), and on‑site coordination with local suppliers.

Required Skills & Competencies

Hard Skills (Technical)

Wedding and event budgeting: develop, manage, and reconcile detailed event budgets and cash flow.
Vendor negotiation and contract management: draft, review and negotiate vendor agreements, service-level clauses, and cancellation policies.
Event production planning: create comprehensive production timelines, cue sheets, and run-of-show documents.
Floor plan and seating design: use tools like AllSeated, Social Tables, or CAD basics to create seating charts and layout plans.
Event software proficiency: experience with CRM and proposal platforms such as HoneyBook, Aisle Planner, Dubsado, Caterease, or Tripleseat.
Project management tools: organize tasks and collaborate using Asana, Trello, monday.com, or Microsoft Teams.
Audio/visual and lighting coordination: basic technical knowledge to liaise with A/V vendors, routing, staging, and cueing.
Permit, licensing, and compliance knowledge: understand liquor licensing, special event permits, health & safety, and insurance verification.
Catering and service coordination: menu planning, timeline coordination with banquet staff, and managing dietary restrictions.
Basic accounting and invoicing: track deposits, final payments, vendor invoices, and produce simple reconciliation reports.

Soft Skills

Exceptional written and verbal communication — clear, professional client and vendor correspondence.
Strong organizational and time-management skills — manage multiple wedding projects simultaneously without quality erosion.
High attention to detail — ensure accuracy in contracts, timelines, seating charts, and vendor deliverables.
Calm under pressure — rapid decision-making during high-stress, time-sensitive challenges.
Problem-solving and creativity — find elegant solutions for logistical or design constraints.
Client empathy and emotional intelligence — manage expectations, sensitive conversations, and vendor diplomacy.
Leadership and team coordination — motivate and direct assistants and contracted event teams.
Negotiation and sales aptitude — convert leads into booked clients and secure favorable vendor terms.
Flexibility and adaptability — manage changes in plans, weather, and evolving client priorities.
Time prioritization and multitasking — balance on-site supervision with off-site planning work.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; demonstrable experience in event delivery can substitute for formal education.

Preferred Education:

Bachelor's degree in Hospitality Management, Event Management, Business, Communications, or related field.
Certifications such as Certified Wedding Planner (CWP), Certified Meeting Professional (CMP), or similar are a plus.

Relevant Fields of Study:

Hospitality Management
Event Planning / Event Management
Business Administration / Marketing
Communications / Public Relations

Experience Requirements

Typical Experience Range: 2–5 years of progressive experience in weddings or live events (assistant/junior roles through coordinator).

Preferred:

3–7 years for independent Wedding Planner roles; 5+ years for senior or destination wedding management.
Documented portfolio of 30+ executed weddings or comparable events, with references and vendor endorsements.
Experience working with luxury, boutique, or large-scale weddings depending on the market segment.

If you want this tailored for a specific market (luxury, destination, in‑house venue, boutique studio) I can adjust responsibilities, skills, and salary ranges to match local expectations and SEO targets.