Last week I invited you to peek behind the curtain and experience what it is like to spend a day in the office as a wedding planner. This week, as promised I’m sharing what a day at a wedding is like when you’re not the bride, groom or wedding guest, but instead behind the scenes. While the day is slightly more hectic than a day in the office, it’s important to remember that on this particular occasion our entire team were working. This means that the tasks were split between four people including myself.
Part Deux – A day at a Wedding 24 April 2011
0630: Touch base with the bride and groom – let them know that I am now available for contact should they need anything throughout the day.
0900: Touch base with bride and ensure she has arrived at hair stylist.
0930: Contact reception venue and advise of floral deliveries to bride’s room. Contact florist and ensure they are running to schedule.
1030: Visit bride, assist in freshening up make up, and update photographers of progress. Collect bonbon boxes and photos for signing table at reception. Advise all suppliers of ceremony location (it was To Be Confirmed until this stage dependent on the weather) .
1130: Arrive at ceremony venue (this is a public park today), meet security and have a final staff meeting to go over any last minute changes .
1230: Secure ceremony area – today’s wedding is taking place on Easter Sunday and thankfully the weather is shining. Unfortunately this also means that the park is packed with family picnics and we have to ask them to leave … for the next few hours myself and the team are the most unpopular people in Brisbane. Start setting ceremony décor. Confirm the wedding cake has been delivered to the reception.
1300: Quick lunch break … we are famished!
1330: Two staff check in at reception venue – deliver all remaining stationery and décor items. Double check room layout and meet the venue’s banquet manager. Return to ceremony venue.
1400: Contact string quartet and celebrant and ensure they are running to schedule.
1430: Call groom and ensure he and the groomsmen are running to schedule. Double check the play list with the string quartet once they are setup. Call car hire company and ensure they have arrived at bride’s location.
1500: Cue string quartet to begin set. Meet groom and start seating guests.
1515: Contact bride and bridesmaids and ensure they are running to schedule .
1520: Seat any remaining guests.
1530: Meet bridal car, assist bridesmaids and bride with timing down the aisle – ceremony begins!
1545: Two members move to reception venue and double check all décor set thus far. Continue setting reception décor.
1600: Remaining staff at ceremony venue pack down décor and move to the reception venue to assist in setup.
1630: Create colour wash and other lighting effects for reception.
1700: Place finishing touches on reception décor: light candles, run through song choices and key moments with DJ and MC.
1730: Greet guests at pre-dinner drinks. Double check personalised menu’s against seating chart .
1800: Call photographer and double check the arrival time of the bridal party after location shots .
1830: Seat guests for the reception…two staff members conclude shift .
1945: Dinner … yay … famished again! Another staff member concludes shift .
2100: Double check reception remains on schedule – with speeches, first dance, throwing of the bouquet, etc.
2130: Pack up wishing well items, any gifts and guest book. Now that all of the formalities are over until the conclusion of the reception I am on hand to make sure things run to schedule and to help the bride and groom should they require further assistance.
2330: Assist bride and groom to getaway car! Guests start to slowly leave reception.
2400: Reception concludes.
At the end of the day it’s time to pack up as much as possible (this makes the next day much easier), head home, take a nice hot shower and catch some zzzzzzzzzzz’s.
Photography by Marcus Bell Studio Impressions
Ms Gingham says: Such a valuable insight to the behind the scenes details that makes for a smooth running event. How nice to know that someone else is looking after all those little things so that you can actually just enjoy your day! You can read Part 1 of this diary here if you missed it.
Based in Brisbane, Victoria Cameron of The Little White Wedding Company not only takes delight in planning weddings for local brides but also offers a specialised planning service for brides-to-be tying the knot interstate or abroad.
Read more wise words from Victoria Cameron here.