The Role of an Event Company in Planning Successful Weddings: A Comprehensive Guide

A wedding is one of the most special and memorable days in a couple’s life. Pulling off the perfect wedding requires careful planning and attention to detail. Many couples hire an event company or wedding planner to handle all the logistics involved.

Discover how an event company plays a pivotal role in planning and organizing weddings to perfection. From the overview of wedding events to the specific responsibilities fulfilled by event companies, this article provides a comprehensive guide to wedding planning.

Explore the role of event companies in defining wedding strategy, handling logistics, managing communication, designing aesthetics, and orchestrating the wedding day. Follow a month-by-month planning timeline and learn the benefits of hiring an event company to reduce stress, save time, and ensure a flawless wedding experience.

Find valuable tips for finding the right wedding planner to bring your wedding dreams to life.

Overview of Wedding Events

A wedding celebration typically includes a few key events:

  • The rehearsal dinner – Usually an intimate dinner the night before for close family and wedding party members to gather before the big day.
  • The ceremony – This is the heart of the wedding where the couple exchanges vows. It varies based on religion and customs.
  • The reception – The celebration after the ceremony where all guests gather to eat, drink, dance, and celebrate the newlyweds.

The event company helps plan and execute these events from start to finish.

Role of the Event Company

A wedding planner becomes the couple’s partner throughout the planning process and wedding day. Typical responsibilities include:

Planning

  • Develop an overall vision for wedding style, theme and colors
  • Determine the budget and guest count early on
  • Research and select ideal venues for the ceremony and reception
  • Build a schedule for wedding events and schedule
  • Find and hire all necessary vendors like caterer, DJ, florist, etc.
  • Offer guidance on details like wedding party, attire, invitations, favors, etc.

Logistics

  • Secure permits,liability insurance, or other legal paperwork
  • Create floor plans for optimal room layout and flow
  • Make hotel room blocks and arrange transportation as needed
  • Order rentals like tents, chairs, lighting, linens and decor
  • Manage vendor contracts, payments and coordination

Design

  • Advise on wedding design elements like flowers, linens, centerpieces
  • Select decor that brings the theme and style to life
  • Oversee installation of all lighting, draping, furniture

Communication

  • Build wedding website and registries
  • Collect RSVPs and maintain guest list
  • Provide wedding tips to couple and wedding party throughout
  • Be the point of contact for all vendor questions

Wedding Week

  • Oversee wedding rehearsal walk-through
  • Distribute wedding day schedule, maps, etc.
  • Orchestrate setup and ensure venues and vendors are ready
  • Manage timeline, cue music, handle emergencies day-of
  • Oversee strike down and collect wedding gifts/belongings

By handling all these details, the planner allows the couple and families to relax and enjoy the events.

Month-by-Month Planning Timeline

Successful weddings require careful organization. Here is a typical 12+ month timeline an event company follows:

12+ Months Out

  • Determine budget
  • Choose target seasons and venues
  • Build initial guest list
  • Hire wedding planner
  • Begin researching vendors

11 Months Out

  • Tour and book ceremony and reception venues
  • Work with planner to define wedding style and theme
  • Start designing color palette and desired aesthetics
  • Book photographer and videographer

9 Months Out

  • Hire and meet with key vendors like caterer and florist
  • Select and order wedding dress, tuxes, and attire
  • Plan honeymoon and book travel

6 Months Out

  • Finalize guest list and order save the date cards
  • Launch wedding website with details
  • Arrange transportation and accommodations
  • Purchase liability insurance

4 Months Out

  • Order invitations and track RSVPs
  • Organize wedding registry
  • Plan wedding party activities
  • Refine reception menu, cake, decor

1 Month Out

  • Final walkthrough at ceremony and reception site
  • Share detailed schedule and floorplans with vendors
  • Get marriage license
  • Provide final headcount to caterer
  • Plan wedding day emergency kit

Final 2 Weeks

  • Confirm all vendor deliveries and timelines
  • Distribute ceremony programs
  • Assign seating chart
  • Pack for honeymoon
  • Enjoy bachelorette/bachelor parties

Wedding Week

  • Hold wedding rehearsal and dinner
  • Give final payments to vendors as needed
  • Delegate small setup tasks to wedding party
  • Present welcome gifts at hotel for out of town guests
  • Get haircut, manicure and other beauty treatments
  • Delegate small setup tasks to wedding party
  • Rest and relax before the big day!

Advance, thoughtful planning is crucial for smooth, flawless weddings.

The Role of an Event Company in Planning Successful Weddings

Why Hire an Event Company?

With so many moving pieces, many couples find it invaluable to have a wedding planner oversee the details. Benefits include:

  • Reduced Stress – Planners handle the legwork so couples can relax and enjoy the process.
  • Objectivity – Experts offer unbiased guidance and perspective on all choices.
  • Time Savings – Planners already have trusted vendor relationships to expedite hiring.
  • Negotiation Assistance – Leveraging planner relationships can yield lower vendor rates.
  • Coordinated Details – Planners align all elements into a cohesive celebration.
  • On-site Mastery – Planners oversee the event flawlessly from first dance to final toast.
  • Post-wedding Assistance – Planners pack up gifts, preserve flowers, organize wedding dress preservation.

While weddings require significant work, an experienced planner can minimize headaches. Their skill in planning, design, coordination and problem-solving enables couples to have the wedding of their dreams.

Tips for Finding a Wedding Planner

If you’re considering hiring a wedding planner, keep these tips in mind:

  • Define your needs – Know your wedding vision, budget, and expectations to find the best fit.
  • Ask for referrals – Friends who had great wedding experiences are a trusted source.
  • Interview several planners – Make sure your personalities mesh well.
  • Review portfolios – Browse photos of past weddings to assess their style.
  • Compare packages – Some offer hourly consulting vs full-service planning.
  • Read reviews – Positive feedback indicates happy couples.
  • Inquire about back-up – Ensure they have assistant planners so someone is always on duty.
  • Clarify contracts – Understand fees, inclusions, and cancellation policies.

With an experienced wedding planner guiding all preparations, couples can truly soak in every magical moment knowing that all details are handled.

Top 25 Resources for Planning a Wedding

Planning a wedding requires tapping into many resources to handle all the details. Here are 25 of the best wedding planning resources:

The Knot

Extremely popular wedding planning website and app with inspiration, advice, and local vendor listings.

WeddingWire

Another top wedding planning site with planning tools, expert advice, and vendor discovery.

Brides Magazine

Long-running wedding magazine with real weddings, planning tips, and inspiration.

Martha Stewart Weddings

Wedding guidance from lifestyle guru Martha Stewart, including etiquette and DIYs.

Rustic Wedding Chic

Blog with rustic wedding ideas for venues, decor, attire, and more.

Style Me Pretty

Popular wedding blog providing endless pretty wedding inspiration.

Bridal Musings

UK-based wedding blog with dresses, decor, planning tips, and styled shoots.

The Budget Savvy Bride

Useful blog for planning an elegant wedding on a budget.

A Practical Wedding

Offers candid wedding advice on topics from relationships to budgets.

David’s Bridal

Leading bridal store with a large selection of affordable gowns and looks online.

Rent the Runway

Option for renting designer dresses, accessories, and looks for the wedding.

Zola

Robust online wedding registry, free wedding websites, and planning tools.

Etsy

Marketplace for unique, handmade finds from stationery to decor and gifts.

Amazon

Everything you need for weddings, often at best prices, shipped quickly via Amazon.

Minted

Design beautiful custom invitations, signage, webpages, favors, and more.

Instacart

Grocery delivery service that’s helpful for reception supplies, food, and drinks.

Uber/Lyft

Essential for guest and bridal party transportation on the wedding day.

TripAdvisor

Discover and compare venues, hotels, flights, activities for the wedding.

Wedding Happy Hour Podcast

Fun weekly podcast covering all things related to wedding planning.

r/weddingplanning Subreddit

Active online community to get feedback and advice about wedding planning.

Local Facebook Groups

Join local wedding groups to find vendors and get area-specific advice.

Pinterest

Collect inspiration for dresses, decor, cakes, and every wedding detail imaginable.

Instagram

Follow wedding hashtags and accounts to discover ideas.

YouTube

Find useful DIY tutorials, video tips, and inspiration.

Wedding Planning Resource Comparison

Resource Format Content Perks Price
The Knot Website/app Planning articles, inspiration, vendor listings robust resources and tools Free
WeddingWire Website/app Planning articles, inspiration, vendor listings extensive database of local vendors Free
Brides Magazine Print/online magazine Real weddings, expert advice long-running wedding authority Magazine subscription required
Martha Stewart Weddings Website/magazine Etiquette tips, DIY projects guidance from lifestyle guru Free online, magazine has subscription fee
Rustic Wedding Chic Blog Rustic wedding inspiration great source for non-traditional weddings Free
Style Me Pretty Blog Wedding inspiration and eye candy endless pretty ideas Free
Bridal Musings Blog Dresses, decor, styled shoots UK-based, lots of stunning photos Free
The Budget Savvy Bride Blog Affordable wedding tips helpful for brides on a tight budget Free
A Practical Wedding Blog Candid wedding advice no-nonsense, realistic guidance Free
David’s Bridal Website/stores Affordable gowns and dresses budget-friendly options from leading bridal retailer Retail prices on dresses/attire
Rent the Runway Website Designer dress and accessory rentals high-end looks without the price tag Rental fees apply
Zola Website/app Registry, free wedding websites, planning tools excellent all-in-one resource Free
Etsy Online marketplace Unique handmade products great finds for decor, favors, gifts Vendor prices for items
Amazon Online marketplace Massive selection, fast shipping perfect for stocking reception supplies Retail prices, free shipping with Prime
Mint Website Custom invitations, signage, web design beautiful designer stationery and paper goods Pricing varies based on customization and quantity
Instacart Grocery delivery app Helps obtain reception supplies convenient delivery from local stores Delivery fees and tips for service
Uber/Lyft Ridesharing apps Transportation for guests and bridal party easy to arrange rides during wedding week Ride fares apply
TripAdvisor Travel website Venue/hotel reviews and comparisons great for scouting wedding and lodging sites Free access and reviews
Wedding Happy Hour Podcast Audio podcast Wedding planning topics fun weekly audio show Free
r/weddingplanning Online forum Share advice and feedback community of engaged couples Free to access conversations
Local Facebook Groups Social media groups Area vendors, tips localized recommendations Free to join groups
Pinterest Social media site Endless wedding inspiration huge collection of gorgeous wedding imagery Free
Instagram Social media app Wedding ideas and vendors visually appealing photos and videos Free
YouTube Video platform Tutorials, tips, inspiration helpful instructional and idea videos Free access

This comparison summarizes the top wedding planning resources, spanning websites, magazines, blogs, apps, podcasts, marketplaces, and social platforms. With these tools, couples can find everything they need for a stress-free wedding.