Behind the Scenes: A Day in the Life of a Wedding Planner in Westchester NY

Photography by Jonny Scott

Ever wondered what a wedding planner is actually doing while you’re sipping mimosas with your wedding party or posing for photos? Spoiler alert: it’s more than fluffing linens and straightening place cards!

After planning more than 75 weddings in NYC and Westchester NY,  we can tell you that a wedding planner’s job on the big day is part director, part problem-solver, part logistics expert, and part calm presence when emotions run high. Our goal? To make sure you never even notice the hiccups that inevitably happen! 

Here’s a peek behind the scenes of what really happens during a day in the life of a  full-service wedding planner in  New York. 

The Prep Work: What Happens Before the Wedding

The truth is, most of the heavy lifting happens long before the first guest arrives. 

Depending on your planning service, here’s what a planner may handle:

Full-Service Wedding Planning

• Budget & Vision: Helping you set realistic expectations based on your style, priorities, and guest count.

• Venue Search: Narrowing down options, reviewing contracts, and guiding you toward spaces that fit your vision and budget.

• Vendor Team: Curating and booking trusted pros who align with your style, personality, and priorities.

• Design Plan: Translating inspiration into a cohesive look and feel that flows from ceremony to reception.

• Guest Experience: Considering details like accommodations, transportation, and flow of the day.

• Timeline Creation: Building a master plan that accounts for every moving part.

Partial Wedding Planning

• Vendor Referrals: Providing vetted options for vendors you still need to book 

• To do Lists: Providing custom bi-weekly to do lists to ensure you’re not overlooking any detail

• Timeline Support: Guiding you on key deadlines and decisions.

• Advice + Strategy: Being your sounding board for design, logistics, or family dynamics.

Wedding Management 

• Onboarding: About 10–12 weeks before the wedding, gathering details, reviewing contracts, and understanding your vision.

• Vendor Confirmations: Contacting every vendor to confirm arrival times, responsibilities, and final details.

• Timeline Creation: Drafting a detailed day-of schedule so everyone is aligned.

The key takeaway? No matter the package, we need time before the wedding day to step in, understand your plans, and tie all the pieces together!

Curious to see more behind-the-scenes insights? Read our post on What a Wedding Planner Actually Does and then let’s chat about your wedding!

The Wedding Day: What Really Happens Behind the Scenes

Once the big day arrives, all the prep work pays off! But there’s still plenty happening you’ll likely never see… 

Morning Prep

• Confirming vendors are on-site and setup is running smoothly.

• Answering last-minute texts, calls, or questions.

• Overseeing setup for ceremony + reception spaces.

• Solving problems before you even know they exist.

• Steaming dresses & gathering details, so they’re ready when your photographer arrives

Pre-Ceremony

• Delivering bouquets, pinning boutonnieres, and cueing the wedding party.

• Greeting guests and helping with seating.

• Coordinating with musicians or DJs for the processional.

Ceremony

• Cueing the lineup and music.

• Troubleshooting quietly (rain showers, late arrivals, sound issues).

• Keeping the flow so the moment feels effortless.

Reception

• Coordinating with your entertainment so the grand entrance, toasts, and special dances feel well thought out.

• Keeping catering, music, and photography in sync.

• Ensuring smooth transitions so guests are never waiting too long.

• Checking in with the couple to make sure they’re enjoying the night.

End of Night

• Collecting your personal items (guest book, cards, heirlooms).

• Confirming vendor breakdown + rental returns.

• Making sure the couple’s exit is smooth and stress-free.

Whether it’s months of planning or a few weeks of coordination, the goal is always the same: to protect your vision, anticipate challenges, and create a seamless celebration.

The truth is, couples shouldn’t have to know how much goes on behind the scenes, they should only remember the joy! 

✨ Want a wedding day where you get to just be present while someone else sweats the small stuff? Let’s make that happen! Connect with C&E Event Productions, a full-service wedding planner in Westchester NY, today.