Tips from a Wedding Planner
Insider Tips from a Wedding Planner: 10 Secrets to Make It All a Success
The best weddings feel effortless—but behind the scenes, it’s all about strategy, grace, and a little backup lipstick.
After coordinating dozens (or hundreds) of weddings, most planners will tell you: there’s no such thing as a perfect wedding—but there is such a thing as a well-prepared one. Whether you're a DIY couple or working with a full-service planning team, here are 10 tried-and-true secrets from the pros to help you make your wedding day unforgettable—for the right reasons.
1. Pad Your Timeline Like a Pro
Hair and makeup always take longer. Someone’s always late. Something will spill. Add buffer time between every major moment:
30 extra minutes for getting ready
10–15 minutes between travel and photos
A “reset zone” before the ceremony
No one will notice a little downtime, but they will notice if things run late and the food gets cold.
2. Don’t Skip a Final Walkthrough
About 1–2 weeks before the wedding, schedule a venue walkthrough with your planner, decorator, and key vendors. Bring your floor plan, run-of-show, and any logistical notes (parking, power outlets, access timing). This one meeting can prevent a dozen day-of surprises.
3. Get the Right Point People (Hint: It’s Not You)
Designate someone who is not the couple to:
Talk to vendors
Keep track of family
Manage the baraat, welcome kits, or table assignments
Be the “bad guy” if something needs to change
Your job? Enjoy your wedding. Let someone else handle Auntie’s seating issue.
4. Feed the Vendors. Feed Yourself.
You, your photographer, your DJ—everyone needs to eat. Pre-arrange:
Vendor meals (ideally hot + before the guests eat)
A plate of food brought to you in your bridal suite post-ceremony
Water bottles in every prep area
Well-fed people = fewer meltdowns.
5. Don’t Wait to Distribute Payments
Settle final balances 48–72 hours before the wedding. Write envelopes for tips and hand them to your planner or a trusted friend. That way, you’re not dealing with bank transfers while adjusting your dupatta.
6. Ceremony Microphones Are Everything
Outdoor wedding? Multiple speakers? Use mics—always. A lapel mic for the officiant, and handhelds for speeches ensure:
Guests actually hear the vows
Your videographer doesn’t miss a tearful “I do”
Elders feel included and respected
7. Print the Schedule Everywhere
People forget. Phones die. Schedules change. So print a simple run-of-day schedule and place it:
In welcome kits
In WhatsApp groups
On signage or seating charts
At the check-in desk
Include attire, timing, location, and any rituals guests should know.
8. Have a “Sanity Kit” On Hand
Pack a wedding emergency kit that includes:
Safety pins, double-sided tape, painkillers
Breath mints, tissues, mini perfume
Sewing kit, stain remover, blotting sheets
Power bank for your phone and hairpins (you’ll thank us later)
9. The DJ + Photographer Are Your Secret MVPs
Tell your DJ:
When to hype the crowd
What not to play
Who to announce and when
Tell your photographer:
Who the VIPs are
Any “must-have” shots
What to avoid (awkward cake smashing? No thanks.)
Clarity = smoother flow and better photos.
10. Let It Go. Laugh It Off. Stay Present.
Something will go wrong. Maybe a candle tips. Maybe the mic cuts out. Maybe you forget the second verse of your first dance song.
Let. It. Go.
The most joyful couples aren’t the ones with the most perfect wedding—they’re the ones who roll with it, laugh it off, and stay present in the love, not the logistics.
“Prep well. Then let the day be what it is—beautifully imperfect and utterly yours.”
Want a printable planning timeline, vendor checklist, or behind-the-scenes workbook? We’ve got tools, templates, and done-for-you designs to help you plan like a pro (and enjoy like a guest).
Explore more at Ivory & Gold Design Studio