The week before the wedding is where you as a wedding planner truly shine. At this point, it’s your show — not your client’s, not their mother’s, and definitely not that one vendor who always wants to run their own timeline. By now, your clients should trust you enough to step back and let you handle what they hired you to do.
And truly? Every wedding day is a reflection of your reputation. A controlling client or chaotic week can derail timelines, create friction, and leave you putting out fires you never started. But don’t worry, I’m walking you through exactly how to prepare for your first wedding as a wedding planner so you can lead with confidence.
For a MUCH deeper dive and step-by-step breakdown, you’ll want to get your hands on The Wedding Week Playbook!
1. Set the Stage With Clear Communication
Strong communication is your first line of defense during wedding week. When you’re getting ready to prepare for your first wedding as a wedding planner, your focus needs to be on keeping clear, honest communication.
After all, the days leading up to a wedding are intense for your clients. They’re feeling all the emotions right now: excitement, stress, nerves, and a hint of “Is everything really done?” Your job is to be steady. Become their point of contact, answer questions, handle changes, and guide them through the final stretch. Taking the pressure off your clients is one of the biggest gifts you can give them.
And don’t forget to hype them up. Wedding week is emotional… a little encouragement and reassurance from you goes a long way.
How to Prepare For Your First Wedding as a Wedding Planner
There’s a lot that happens during the final week which is why your systems matter. This guide will give you a solid start, but if you want the full roadmap (with scripts, checklists, and templates), the Wedding Week Playbook is where you’ll get the complete framework.
2. Host The Final Meeting
Your final meeting (usually 7–10 days out) is where everything gets aligned. This is your chance to tighten details and eliminate surprises.
If you’ve never hosted a final meeting, here’s what most new planners overlook:
- Send your agenda ahead of time. Clients show up more prepared and less scattered.
- Set expectations for decisions. This is where you gently communicate that major changes after this meeting may incur fees or simply won’t be possible.
- Take control from the start. You’re the one guiding the conversation, not the couple, not the mother of the bride, not the best friend.
While every wedding is different, here’s a snapshot of what you’ll cover:
- Team Introductions
- Timelines
- Locations
- Vendors
- Identify the day-of decision-maker
- Final payments
- Guest Logistics
- Decor Details
- Prep Schedule
- Transportation
- Photo schedule
- Ceremony and Reception details
- End-of-Night Plan
- Final Walkthrough
- Next Steps
3. Conduct the Final Venue Walkthrough
Your walkthrough is where logistics become real. Focus on:
- Signage + decor placement
- Tent and table placement
- Lighting
- Flow of events
- Load-in location
- DJ / band setup
The final walkthrough is also your chance to catch things your couple never thought about. This is why they hired YOU.
4. Finalize the Timeline & Production Schedule
Once your meetings are all wrapped up, it’s crunch time to finalize that wedding day timeline and production schedule. Spread the word to your vendors, the VIPs, and the happy couple.
The aim? No more changes. A solid “no changes” policy post-finalization isn’t just about making life easier; it’s about setting a clear deadline that nudges everyone to finalize their contributions early.
If a curveball comes your way, you’ll handle it with grace. But you’ll want to try your best to get this locked down and ready for the wedding day.
5. Confirm Every Vendor
The next step as you prepare for your first wedding as a wedding planner is vendor confirmations. Inside these confirmation packets are complete guides that let your vendors know exactly what’s expected, ensuring they’re prepped to perfection without needing to ask you a thing.
Your packet should ALWAYS include:
- Exact arrival & setup times
- Parking instructions
- Venue load-in requirements
- Your cell number (and who to call if you’re busy)
- Timeline
- Floor plan
- Any rules or restrictions
- Weather plans
Aim for zero questions on the wedding day by including every critical detail. Send these packets the week of the wedding to avoid outdated versions and keep everyone aligned.
If you want help writing these emails in half the time, check out my post on ChatGPT Prompts for Wedding Pros.
6. Create Wedding Party Timelines
While you’re crafting those detailed vendor timelines, don’t forget about a key group that also needs to be in the loop—the bridal party. Creating a simplified timeline for them is a smart move too. This version is a streamlined take on your master plan, focusing solely on what the bridal party needs to know: when to be where and what’s happening next.
Handing out these timelines at the rehearsal is your best bet, especially if you’re not dealing with a destination wedding. It keeps things simple, minimizes the back-and-forth, and ensures everyone’s on the same page before the big day kicks off. You can grab my guide to mastering a wedding rehearsal here.
7. Meet With Your Team
Depending on the way your team is structured, there’s a good chance that they haven’t been in the trenches with you every step of the way, which is exactly why a pre-wedding team meeting is non-negotiable.
Your meeting should cover:
- Timeline walkthrough
- Who handles what
- Cueing moments (music, processional, speeches)
- Decor responsibilities
- Who stays on walkie with who
- Venue-specific rules
- Emergency plan
- What not to do (yes, this matters)
Carve out time during the wedding week to bring your crew together. This is your chance to walk them through all the logistics, ensuring everyone’s on the same page. I walk you through exactly how to do this inside my Day Of Staffing Playbook.
8. Manage Decor Prep
In the thick of wedding season, managing decor and details with precision is non-negotiable. My advice to you as you set out to prepare for your first wedding is to make a rule where you accept wedding items only within the 10 to 14-day window before the event.
In my experience, this time frame is the perfect balance to keep you from being overwhelmed early or under pressure late. Have your clients hold onto their items until then to minimize the risk of any surprises with missing or damaged goods. Once in your hands, inspect everything closely and document the condition to cover your bases.
Pro tip: Tackle as much prep as possible ahead of time. Ironing napkins, steaming linens, and assembling favors and signage ahead of the wedding day can be a real game-changer.
9. Prep Your Wedding Day Documents
Now it’s time to put it all together and start getting all your documents in tip-top shape for the rehearsal and the main event. This includes those bridal party timelines, team binders, folders, and the ever-important clipboards. Give everything a final once-over to ensure accuracy and completeness. Then, it’s time to hit print and gear up for showtime.
And in case you’re curious, here’s EVERYTHING you need to put in your wedding day binder!
If you want to streamline this entire process, make sure you read my guide on how to use ChatGPT in your wedding business. It’ll help you write timelines, emails, confirmations, and wedding-day documents in a fraction of the time, without sacrificing professionalism, and writing exactly like you.
10. Host The Ceremony Rehearsal
Last but not least, bringing everyone together for the ceremony rehearsal a day or two before the big day is your final step in preparing for your first wedding as a wedding planner. It’s where you’ll meet the family and bridal party face-to-face, firmly establishing yourself as the one calling the shots. It’s your final moment to prep, tweak, and ready yourself to manage the day flawlessly.
Ready to Nail Your First Wedding As A Wedding Planner?
You’ve got this. Preparing for your first wedding is a lot but when you have clear steps, strong systems, and the right guidance, everything becomes more manageable.
If you want more guidance (and step-by-steps), the Wedding Week Playbook will help you gain confidence, streamline your processes, train your team effectively, and enjoy more peaceful wedding week nights, knowing you’ve got it all under control. It’s well worth the investment.
Ready to Grow Your Business as a Wedding Planner?
Are you currently looking to build a profitable wedding planning business? If so, you’re in the right place. Consider this your personal invitation to join the waitlist for The Planner’s Playbook. It’s not just any resource; it’s your monthly deep dive into mastering the art of wedding planning, design, AI and workflows.
If you’re ready to step up your game, leave those doubts behind, and start attracting the high-end clients you dream of, it’s time to get on The Planner’s Playbook waitlist.
Explore More Wedding Industry Resources
- How to Start a Wedding Planning Business
- The Ultimate Wedding Planner Templates in 2024
- 6 Critical Mistakes Wedding Planners Make During Rehearsals
- What to Include in Your Wedding Day Binder (The Ultimate Guide!)
- The Best Wedding Planner Podcasts To Grow Your Business
- Looking for a Side Hustle? Here’s How To Become a Wedding Planner on a Budget
- How to Become a Wedding Planner with No Experience
- The Best Wedding Floor Plan Software for Wedding Planners in 2024
- What You Need More Than Another Wedding Planner Course
- The 5 Stages of Scaling Your Wedding Business You Need to Know About
- How to go From Side Hustle to Full-time Wedding Planner
- Day of Coordination: The Pros and Cons as a Wedding Planner
- How Much Should You Charge As A Wedding Planner? Learn How To Figure Out Your Wedding Planner Pricing
- 5 Contracts Every Wedding Planner Must Have To Be Legally Set
- Why Adding TOO Much To Your Wedding Planning Packages is a BAD Thing
- How To Build Your Portfolio As A Wedding Planner When You’re Just Starting Out
For More Wedding Industry Business Secrets, Follow Me on Instagram
I taught this masterclass inside @theplannersplaybook a few weeks ago, and I’m not kidding — my DMs, the chat, everything blew up.
Planners were saying things like:
“This explains EVERYTHING I’ve been feeling.”
“I finally understand why my sales calls feel so weird.”
“Okay… my packages need a major glow-up.”
It was one of those moments where I thought this can’t stay behind a paywall because every planner needs to hear this.
So I decided to open the masterclass up — for free — for a limited time to any planner who wants to watch.
As a coach and expert, I have a unique perspective. I get to see the backend of hundreds of businesses each year – and that gives me a window into what`s happening across the industry.
Here`s what I know...
Couples want different things.
Their expectations changed.
Their buying psychology changed.
And the way planners talk about (and structure) their services has to shift, too.
That’s what this masterclass is about — understanding what changed so you can adjust without burning your whole business down.
Comment the word SHIFT and I’ll send you the link on how you can watch this training.
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This year, my gratitude list is really just one thing: the people in my life.
My family, my mom, my husband, my friends, my team… the colleagues who challenge me to grow, the coaches who push me forward, and my beautiful students who show up with so much heart — you’re the reason my life feels so full and rich.
Every year reminds me that the good stuff is who we get to walk through life with. And wow… I’m lucky.
So this Thanksgiving, I’m giving thanks for my community — the people who pour into me just as much as I try to pour into them.
Thank you for a year of love, laughter, and learning. 🤎
Happy Thanksgiving!! 🫶🏼
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