Apr

14

2025

Surviving Wedding Season: 3 Essential Ways to Stay Organized & Save Time

Wedding season is here—and if you’re feeling buried under a mountain of emails, timelines, and last-minute to-dos, you’re not alone.

During the busiest months of the year, staying organized isn’t just a nice-to-have; it’s a must. But how do you keep your sanity when everything seems to be happening all at once? Today, I’m sharing my favorite ways to save time and protect your peace of mind during wedding season.

Stay Organized During Wedding Season: Tips for Wedding Planners

Streamline Communication

Let’s be real: email can take over your life during wedding season. But you don’t need to spend all day in your inbox responding to messages. Here’s what’s worked for me to keep communication smooth and efficient:

  1. Set Clear Response Times
    Make sure your clients and vendors know when to expect a response from you. Set expectations in your welcome packet, client guide, or welcome note in Aisle Planner. This way, your clients will know you’re not ignoring them — you’re just balancing a busy schedule!
  2. Batch Vendor Follow-Ups
    Instead of bouncing between email threads all day, batch your follow-ups by category. For example, follow up with all your florists at once, then move on to rentals, entertainment, etc. It keeps things organized and saves time.
  3. Use Email Templates
    Email templates are a game-changer when it comes to common messages. Things like timeline updates, payment reminders, or vendor confirmations can all be streamlined with templates. One of my favorite templates to use is a “Final Details” email, which I customize and send out to vendors 1-2 weeks before the wedding.

Use Tools That Work for You

When wedding season gets hectic, having the right tools is a game-changer. Here are a couple of my go-to tools that help me stay organized and on top of everything:

  1. Aisle Planner
    Aisle Planner is my ride-or-die. It helps me manage everything in one place, from timelines and vendor contact lists to notes, checklists, and layouts. Having everything in a single platform has been a lifesaver during busy wedding seasons.
  2. Trello
    For tracking progress and knowing exactly what I need to work on each day, Trello is indispensable. I use it to stay on top of all the tasks and deadlines, and I honestly couldn’t live without it! Check out my Trello board templates here!

Lean on Proven Processes

If you don’t already have a step-by-step planning system in place, now’s the perfect time to get one. I’ve created a Full Service Wedding Planning Process Template that provides a detailed roadmap from booking to wedding day. It’s helped tons of new planners feel more in control (and a lot less overwhelmed).

[Check it out here]

Having a solid process in place makes all the difference. You don’t have to reinvent the wheel every time you start a new wedding — just lean on your proven systems and stay organized.

Cheering you on! You’ve got this!

Reply...

I put my heart and soul into my client’s planning experience.

over two hundred thirty weddings since 2010

learn about our planning services

Learn more about our floral services

Free Download

education for fellow wedding planners

How to Start Your Own Wedding Planning Business

How to Get Started as a Wedding Planner

download the free GUIDE

our full service wedding planning process

$97

additional resources for wedding planners

Design questionnaire template

$19

Client budget and vendor questionnaire

$19

visit the full shop

free!