There is so much that goes into planning a wedding: we’re talking hundreds of hours, dozens of moving parts, and about a million tiny decisions. And if you’re a brand-new wedding planner, figuring out where to start can feel… well, overwhelming. I get it. As a former planner of more than a decade turned business coach for wedding pros, I’ve seen (and streamlined) every version of a wedding planner process imaginable.
Before I dive in though, welcome! If you are new to my world, you can find all of the templates and playbooks (my in-depth guides to almost every facet of the wedding process) here. Specifically, I go into 70+ pages of detail on how to create a wedding planning process here so if you want to skip to the good part where you just get to have systems in place without the trial and error, I highly recommend grabbing a copy!
For monthly drops (and to get support from me and other wedding planners building businesses just like yours!), make sure to hop on the waitlist of the Planner’s Playbook – my membership for wedding planners! Doors open soon, and we would love to welcome you into the best wedding planner community on the internet!
Alright, now let’s dive into what you came for!
1. Onboarding Process
First, let’s talk about onboarding. Having a solid onboarding process is the cornerstone of any successful wedding planning business, and it’s the MOST important step if you want to start building a strong, trust-based relationship with your clients.
While you may not think of onboarding as something to include in your wedding planner process, the truth is that this phase is crucial because it sets the tone for your entire working relationship, ensuring that both you and your clients are on the same page from the get-go. It’s not just about paperwork and contracts; it’s an opportunity to deeply understand your clients’ visions, concerns, and expectations. Effective onboarding can smooth out potential bumps down the road by establishing clear communication channels, aligning on expectations, and building a mutual understanding of the process ahead.
Moreover, it’s your first chance to showcase your professionalism, attention to detail, and commitment to their wedding, making it an indispensable part of creating a memorable and stress-free experience for your clients. Remember, your clients are likely excited AND a little nervous to sign that contract. You need to create a process that reaffirms they made the right decision!
Not sure what to include? I outline my 8 step framework for creating an onboarding process here!
2. Questionnaires
This one goes hand-in-hand with your onboarding process, because in order to get started with the wedding planning process, you likely need to ask your new couple some questions! While I love a consultation call or kick off call to get a sense of the vibe, some questions are better fit for a questionnaire where they can think more about their answers.
On top of the initial questionnaire (which by the way – you can grab mine here!), you’ll likely need at least a few questionnaires in your tool kit throughout the planning process to send to clients (another popular one I’m often asked for is for my pre-wedding rehearsal questionnaire where you can fine tune all the wedding day details!).
If you want to streamline your questionnaires (or write clearer, more personalized follow-up emails), don’t miss my post on how to use ChatGPT in your wedding business. It’s one of the easiest ways to elevate your communication and save hours of admin time. I also have a post on how to train AI to sound just like you, here!
3. Budget Planning Process
Let’s be honest — this is probably not the part of wedding planning that made you fall in love with the job. But creating detailed, accurate budgets is one of the foundational skills that holds the entire planning process together. You need a solid understanding of industry pricing, what things actually cost, and how to allocate funds in a way that delivers the most impact for your clients.
When you can build a comprehensive budget that covers every last detail, even the tiny line items most couples never think about, you instantly build trust. You look organized, proactive, and deeply knowledgeable. Plus, it allows you to manage payments smoothly, prevent surprises, and keep the entire project financially on track.
If the idea of putting together a budget (and presenting it to your couples!) makes you sweat, I share exactly what to do inside my Wedding Planner Budget Guide (including how to navigate those sticky situations – like when your client wants you to negotiate with vendors on their behalf!).
4. Vendor Referral Process
Next, you need to have a vendor referral process in place in your wedding planning process. Your clients come to you not just for your organizational skills or your eye for design, but also for your knowledge and connections within the industry. They’re trusting you to curate a team of vendors that can bring their vision to life, fitting their style, budget, and expectations. This is why having a solid referral process is so important. Your couples don’t want a random list of names or the same vendors you refer everybody to!
With that said, creating a trusted network of vendors takes time. You need to know who excels in their field, who offers the best value, and who is most reliable. More importantly, you need to know who wants to book the same type of weddings you want to book, and who provides the kind of experience your ideal clients want to have. When you recommend a vendor, you’re putting your own reputation on the line, so it’s important that these recommendations are tailored and thoughtful.
5. Wedding Day Team Process
Having solid systems in place on the wedding day is important (duh!). But effectively communicating these systems to your team? Even more important! Your systems need to detail the what, when, and how of every aspect of the day. Clear communication minimizes misunderstandings and errors, and better yet, allows for quick adjustments and ensures that the day progresses smoothly.
Ultimately, the strength of your systems and your ability to communicate them effectively are what enable you to deliver the magical experience your clients are dreaming of. This is really what your couples are paying for!
If you’re wondering exactly how to do this, I break down exactly how to hire, train, and schedule staffing for your events here!
6. Offboarding Process
Last but not least, you need to have an offboarding process that’s as strong as everything else you’ve done. Your couples may feel emotional when the wedding is over, and the last impression you leave is HUGELY important.
You don’t want them to feel like you don’t care about them now that the wedding is over. You want them to feel grateful to have worked with you. Plus, you also want them to be eager to leave you a five star review (and refer you to all of their engaged friends!).
If you want to know MY secrets to creating a memorable offboarding experience (and you’re ready to feel more confident saying goodbye!), grab my Offboarding Playbook here!
FAQs: What You Should Include in Your Wedding Planner Process
1. What are the most important things to include in your wedding planner process?
At minimum, your process should include:
- A clear onboarding workflow
- A structured questionnaire sequence
- A thorough budget process
- A vendor referral system
- A wedding-day team plan
- A thoughtful offboarding experience
If you’re missing any of these, your process will always feel scattered. For a full breakdown of how all these pieces fit together, my Signature Wedding Planning Process Playbook walks you through each step.
2. How detailed should the steps you include in your wedding planner process be?
More detailed than you think — but not overwhelming. Each phase of your planning journey should have clearly outlined tasks, checkpoints, and communication steps. The more clarity you provide (for yourself and your clients), the smoother the experience.
3. Do I need to include questionnaires in my wedding planner process?
Yes — questionnaires are one of the easiest ways to gather accurate, organized information. You should include at least an onboarding questionnaire, a style or design questionnaire, and a pre-wedding logistics questionnaire. These anchor your process and reduce miscommunication. If you don’t know where to start, you can grab my done-for-you questionnaires inside the shop.
4. Can I include AI in my wedding planner process?
Definitely. AI can help you document your workflows, write emails, clean up communication, draft timelines, and organize backend tasks faster. If you want to start adding AI into your planning process, check out my full guide on how to use ChatGPT in your wedding business — it’s filled with examples and prompts you can use today.
5. How do I know if I need to include more structure in my planning process?
If every client project feels different, if you’re constantly answering the same questions, or if you feel like you’re juggling too many moving parts, that’s a sign you need to add more structure. A strong process saves you time, communicates professionalism, and protects your boundaries.
Creating a Wedding Planner Process You Love
Becoming a top-tier wedding planner requires more than just passion and a knack for organization—it demands continuous learning, adaptability, and an unwavering commitment to creating joyous occasions that resonate long after the last dance. After all, we’ve covered six things you need to include in your wedding planner process but haven’t really talked about planning the wedding yet!
Here’s what I want you to know: you don’t have to do business alone. Inside my membership, the Planner’s Playbook, I’ve distilled over a decade of wedding planning expertise into actionable strategies, detailed playbooks, and supportive community insights designed to elevate your planning game.
Whether you’re wrestling with budget spreadsheets, fine-tuning the back-end of your business, or ensuring the big day unfolds without a hitch, the Planner’s Playbook is your go-to resource for guidance, support, and inspiration. If you’ve been looking for resources to help you become a better wedding planner (and if you’ve read this until the end, I’m guessing you are!), I would love to invite you to hop on the waitlist now!
Explore More Wedding Industry Resources
- Wedding Planners – Should You List Your Wedding Planner Pricing Packages On Your Website?
- How To Create An Offboarding Process In Your Biz
- The Ultimate Wedding Planner Templates
- Creating a Wedding Budget Template for Planners
- How to Start a Wedding Planning Business
- The Best Wedding Planner Onboarding Workflow: 5 Things You Need
- The 5 Stages of Scaling Your Wedding Business You Need to Know About
- The Ultimate Guide to Creating Systems and Processes in Your Wedding Business
- The Best Software For Wedding Planners (From Your Wedding CRM to Your Website!)
- How To Start The Wedding Planning Process With Your Clients
- 4 Tips for Creating a Preferred Wedding Vendor List as a Wedding Planner
For More Wedding Planner Business Secrets Follow Me On Instagram
As I’ve been thinking about 2026 and how I want to move into this next chapter, a phrase has kept coming back to me…
Pause, then choose.
For me, this year or phrase isn’t about slowing down for the sake of slowing down. I definitely have NO intentions on doing that. Instead, it’s about creating space before decisions.
Letting things settle.
Looking at opportunities, ideas, and next steps with clearer eyes instead of reacting out of urgency or pressure to have all the answers right now.
I’m realizing that in order to grow into what’s next for me, and this space we share, I actually need to pause first.
Pause to check in.
Pause to savor where I am.
Pause to notice what’s working, what feels aligned, and what I want more of.
Pause to see what’s around me.
And then… choose. Choose with intention. Choose with clarity. Choose from a grounded place instead of a rushed one.
This feels like both a mindset shift and a practice I want to carry with me all year and I wanted to share it in case it resonates with where you are right now, too!
Have you picked a word or phrase of the year, yet? If so, share it with me and what it signifies to you! I’m dying to know. 💜
Lesson 4: Stop waiting for someone else to validate you.
This one comes up a lot.
So many talented wedding pros are waiting to feel chosen — by the industry, by a client, by someone with a bigger platform — before they let themselves move forward.
👉🏼 Where do you think you’re still waiting for permission instead of deciding for yourself?
PSA: This is part of a 31-day series where I’m sharing one business lesson a day for wedding pros as we head into 2026. These lessons are pulled straight from my 200th podcast episode, and the goal is conversation — not perfection. I’m glad you’re here.
Lesson 3: Your reputation is built in the small, unseen moments.
This is something I’ve watched play out over and over again in this industry.
How you communicate when things are easy matters — but how you show up when things are stressful, uncomfortable, or inconvenient matters a whole lot more.
👉🏼 What do you think people remember most about working with you once the event is over?
PSA: This is part of a 31-day series where I’m sharing one business lesson a day for wedding pros as we head into 2026. These are lessons pulled straight from what I’ve seen, experienced, and talked about on the podcast — and I’m loving the conversations they’re sparking. Come back tomorrow for the next one.
#candicecoppola #weddingindustry #weddingplanner #weddingbusiness
Lesson 2: You don’t grow by doing more. You grow by doing what actually matters.
This one comes up constantly in my work.
So many wedding pros feel behind, lazy, or like they’re not doing enough — when in reality, they’re doing too much of the wrong stuff at the same time.
👉🏼 If you had to pick one thing to focus on for the next few months, what would it be?
Or flip side: what’s one thing you already know you could let go of?
PSA: This is part of a 31-day series where I’m sharing one business lesson a day for wedding pros as we head into 2026. These are the ideas I come back to when I think about longevity, focus, and building a business that doesn’t require constant hustle to survive. I’d love for you to stick around and join the conversation as we go.
#weddingindustry #weddingpros #candicecoppola #2026goals #businessgrowthstrategy
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