How to Seamlessly Coordinate Your Wedding Team: From Planners to Florists

Coordinating a wedding is not a walk in the park, and one of the most important tasks that will have to be accomplished to see your dream wedding through is hiring a competent wedding team. Whether that is the wedding planner, the florist, or any other wedding service provider, they are all important for making your dream a reality. Here’s how you can make sense of things and have everyone on the same page to avoid stress during this special occasion.

Start with a clear vision and consequent communication.

Like any other successful wedding, it all starts with a vision. Both brides and grooms should begin by setting goals and directions for the event, style, and color. It will not do to choose your wedding theme without telling your wedding planner and other major suppliers because you establish the framework for decision-making from the start.

Strong communication is key. Schedule a meeting with your planner, florist, photographer, caterer, or any other person you will need to plan your big day. It is helpful to design one central conversation where everyone involved can see it and participate, whether it’s a chat, email conversation, or project management program.

Let the Wedding Planner Lead the Charge

It makes your wedding planner your top consultant, able to manage and coordinate all of the activities and guarantee that all of your big day dreams will come true. Consider them the epicenter that controls everything from vendors to timeframes and the supply chain process. After you have made an effort to outline the basic facets of your vision, such as a country wedding or a formal ball, it frees up the planner to do most of the work.

Decoupling means providing the planner with vendor interactions, setting the calendar, and managing the intricacies of the day-to-day coordination. This not only eases the pressure that comes with planning; it also makes every decision as per the grand strategy. Your planner can handle all aspects of your wedding, from haggling with your florist to sewing the final details with the reception venue. They will have mapped out all the vendors, starting from the caterer and the photographer, and all of them will know what their tasks are and what is expected out of them so you can just sit back and enjoy the ride instead of having to plan every step of the way.

A good wedding planner does not just implement- they also look for the weaknesses in their plans before they happen. They can address possible challenges, such as making sure that the florals have been delivered and set up in advance, then liaising with the photographer regarding the detailed shots, or reacting to changes that may occur. In this way, you assign a ‘conductor’ in this orchestral arrangement of moving parts, where the primary broker simultaneously erases misunderstandings with vendors and potential oversights on details. Most of the time, planners are also in their own pool of providers with whom they’ve developed a good working relationship right from the onset.

Establish a Clear Timeline for Your Vendors

Even the simplest events, let alone complicated ones, require a proper functioning schedule. There will be a lot of waiting during the wedding day with flower delivery, hair and makeup appointments, and many more, so it is important to have a detailed wedding day schedule. Your planner should then draw schedules that are accurate enough and should be provided to all the vendors at least one year ahead.

Here’s a list of key events and tasks to include in your wedding day timeline:

• Bridal party preparation: Appointments for hair, makeup, and dressing of both bride and bridesmaids must be scheduled in the morning to allow for photography and final grooming.
• Florist delivery and setup: Schedule the delivery of florals so they can be arranged before the ceremony space/reception area is photographed.
• Arrival of the photographer: Your photographer should arrive early enough to take some shots of the preparations, bride, groom, and setting.
• Ceremony setup: Most decorations, chairs, and other rented items should be placed before the first guest arrives.
• Guest arrival: Structure the schedule so that all vendors can be ready for a guest’s arrival at the venue.
• Music and sound checks: If a band or a DJ is hired, they should be given some time to prepare for sound tests to achieve improved quality during the ceremony and reception.
• Catering and food service: Discuss with the caterer the time for serving cocktails during dinner and cutting the cake so that the staff can harmonize with the plan.
• Photography and videography sessions: Schedule the couple, the families, and other special guests’ entrances, the bride and groom getting ready, and the couple shot to be based on the timeline, or else there would be Hold-ups.
• First dance and entertainment: Try to have your first dance, speeches, and other planned activities occur during the reception.
• Vendor breakdown and cleanup: Ensure all the vendors know the agreed-upon time to leave the event venue and dismantle the decorations, rentals, and all other items.

Since every vendor understands their duties and when they are expected to perform each activity, it becomes difficult to create confusion or changes. Posting this timeline to all vendors and reviewing it a few weeks before the wedding makes sure everyone is on the same page and ready to deliver their best.

Foster Collaboration Between Vendors

Arguably, great wedding teams are good collaborators and partners who collaborate. Ensuring your vendors work as a team ensures your big day goes well. For instance, your flower provider and the person you hired to take pictures of your bouquet will require you to make a schedule on when you’ll need the flowers to be arranged perfectly for the pictures or your catering service person and the event coordinator at the venue will coordinate on when and how the tables will be set for the meals to be served. These aspects increase confidence and quality of doing business with each other and, if initiated when starting a new account, increase comfort.

To decide on the vendors even more easily, check out Wezoree, an awesome platform that helps brides and grooms locate the best vendors in a few clicks. It features their work and the money to hire them. This way, you can choose your workforce of professionals who can be in synergy and have the same feel as you when doing their work. Click here to visit Wezoree.

In this way, when all vendors can communicate with each other, you’ll ensure that all vendors know they are each a part of the wedding, and that will help set the scene for a coordinated and worry-free wedding day.

Conclusion

Overseeing your team of wedding vendors might sound complex at some point. Still, with a proper communication channel, effective leadership from the wedding planner you hire, a timeline, and encouraging your vendors to work as a team, organizing a smoothly run and gorgeous wedding ceremony can be easy-breezy. Early preparations of proper systems will give all the needed preparations for a good wedding and, most of the time, will not have to struggle for changes, thus making the wedding magical.