Having an extra pair of hands on the wedding day can make all the difference. Trying to manage a wedding solo often leads to feeling overwhelmed, as there are countless moments when you need to be in two (or more) places at once. Without an assistant, it’s nearly impossible to manage everything seamlessly, and the added stress is simply not worth it. Today, I’m sharing the role of a wedding planner assistant and why you need one.
A day-of assistant plays a critical role in keeping the event running smoothly. Their responsibilities are varied and require a level of independence and initiative.
Here’s what a great wedding assistant should be able to do and the role of a wedding planner assistant:
- Set up independently: They should confidently follow an inventory list and get to work without needing constant supervision or asking countless questions.
- Support the bridal party and guests: Whether it’s assisting the bridal party at the ceremony site or providing directions and a warm welcome to guests at the reception, they should ensure everyone feels cared for.
- Assist with the wedding exit: Handing out exit items like sparklers or confetti and helping to line up the guests for a smooth send-off are key tasks.
- End-of-night tasks: They can help pack up decor, collect personal items, and ensure nothing is left behind.
A competent and reliable assistant not only alleviates stress but also ensures you can focus on managing the bigger picture. Investing in a dependable assistant is one of the best decisions you can make to elevate your wedding planning services.
Preparing and Communicating with Your Assistant
Before and during the event, clear communication is key. The more information you share with your assistant in advance, the better prepared they’ll be on the big day. Here are a few important details to confirm with your assistant before each event:
- Pay Rate: What will the assistant be paid? Will it be hourly or a flat rate? How soon after the event will they be compensated?
- Time Commitment: What are the approximate start and end times of the event? How long will the assistant be expected to work?
- Expected Tasks: What specific tasks will the assistant be responsible for? Make sure to outline duties clearly.
- Attire: What type of clothing and shoes should the assistant wear to the event? Should they bring different clothes for setup or any other special tasks?
- Transportation: Will the assistant ride with you to the event or meet you there?
- Meetings: Will your assistant need to attend any pre-event meetings with you?
- Event Schedule: Will you be sending an event schedule in advance for your assistant to review?
Setting clear expectations and sharing as much information as possible will ensure everything runs smoothly and that your assistant knows exactly what to expect and how to support you effectively.
On the event day, help your assistant perform their best by ensuring they are properly prepared and feel confident in their role.
Here are a few tasks to accomplish upon arrival:
- Introduce your assistant: Make sure your assistant is introduced to the clients and other vendors as soon as you arrive at the venue. This helps them feel included and establishes important connections.
- Provide a venue tour: Give your assistant a quick tour of the venue and discuss the room layout. This will help them understand the flow of the space and identify where they might be needed throughout the day.
- Distribute printed materials: Provide your assistant with a printed task list and copies of the event schedules for the day. This ensures they have everything they need to stay organized and on track.
- Review the event flow: Take a moment to go over the flow of the event with your assistant. Clearly outline where you expect them to assist so they understand their role in key moments.
- Set priorities: Identify the most important tasks your assistant should start working on immediately upon arrival. This will help them focus on high-priority items without getting overwhelmed by everything else that needs to be done.
