A Day in the Life of an Event Planner at Always Special Events
When you attend a wedding or special celebration, everything seems to flow effortlessly—the flowers are fresh, the décor is stunning, the timeline runs smoothly, and the couple glows with happiness. But behind the scenes, countless hours of planning, problem-solving, and creativity have gone into making that event unforgettable.
At Always Special Events, we believe that every client deserves a flawless, joy-filled day. But what does it actually take to pull that off? Today, we’re taking you behind the scenes into a day in the life of one of our event planners.
Morning: Preparation & Coordination
Event day begins early. Before most guests have even had their morning coffee, our team is already in action.
Checking the Timeline: We review the master schedule to ensure every vendor, delivery, and setup task is accounted for.
Vendor Confirmations: Florists, caterers, photographers, musicians—everyone needs to be on the same page. A quick round of calls and texts ensures all arrival times and details are confirmed.
Emergency Kit Prep: We pack our signature “planner survival kit” filled with must-haves like safety pins, tape, breath mints, a sewing kit, extra phone chargers, and snacks for the bridal party.
Midday: Setup & Styling
As vendors begin to arrive, the magic of transformation begins.
Venue Setup: We oversee every detail—ensuring tables are placed correctly, linens are smooth, chairs are aligned, and décor matches the design plan.
Floral Design & Décor: From bouquets to centerpieces, we make sure the flowers are fresh, vibrant, and perfectly placed. Even the smallest details, like candle placement or escort card displays, are checked twice.
Problem-Solving: There’s always something unexpected (like a missing boutonnière or sudden weather shift), but that’s where our experience shines. Our job is to fix issues quickly so the couple never even notices.
Afternoon: Bridal Party & Guest Experience
As the couple and their bridal party get ready, we shift gears.
Bridal Party Support: We coordinate hair and makeup schedules, help steam dresses or tie ties, and keep everyone calm and on time.
Guest Management: We direct guests to the ceremony, make sure signage is visible, and ensure everyone feels welcomed.
Ceremony Coordination: From cueing the music to lining up the wedding party, we manage every moment seamlessly.
Evening: The Big Celebration
Once vows are exchanged, it’s time to celebrate!
Reception Flow: We cue the grand entrance, oversee the dinner service, and coordinate speeches, dances, and special traditions.
Behind-the-Scenes Timing: While guests are enjoying cocktails or cake, we’re quietly prepping for the next moment. Nothing happens without a planner giving the green light.
Energy & Atmosphere: We make sure the lighting is right, the DJ is set, and the couple has everything they need to simply enjoy the night.
Late Night: Wrap-Up & Tear Down
When the last song plays and guests head home, our work isn’t finished.
Vendor Coordination: We ensure rentals are packed, floral arrangements are handled, and all belongings are secured.
Clean-Up Oversight: We work with the venue staff to make sure everything is left in perfect condition.
Final Farewell: Before leaving, we check in with the couple one last time to ensure their night was everything they dreamed of.
Why Work with Always Special Events?
What couples often say after their wedding is, “We couldn’t imagine doing this without you.” And that’s why we do what we do.
We take stress off your shoulders so you can be present in every moment.
We solve problems before you ever know they existed.
We bring your unique vision to life with creativity, precision, and joy.
Final Thoughts
A day in the life of an event planner is long, detailed, and filled with behind-the-scenes magic. But for us, the best part is seeing our clients’ faces light up as they realize every detail has come together exactly as they imagined.
At Always Special Events, it’s our honor to make your celebration unforgettable.
