When you first start your wedding planning business, it’s totally normal to do it all yourself. You’re designing timelines, responding to inquiries, managing vendor emails, and making sure no one’s bouquet gets left behind. But eventually, the very things that helped you grow—your resourcefulness, hustle, and ability to wear all the hats—can start holding you back. That’s when growing your team becomes less of a luxury and more of a necessity.

The truth is, being a one-woman show forever isn’t sustainable. Maybe you’re booking more weddings than ever and running on fumes. Maybe you’d love to take a vacation—or plan for a maternity leave—but the idea of stepping away feels impossible. No matter what season you’re in, building a team gives you what solo business ownership often can’t: real freedom, flexibility, and room to grow your business in a healthy, sustainable way.

I’m Desirée, a wedding planner with over a decade of experience designing refined, intentional celebrations across New York and beyond. I’ve walked the road from solopreneur to team leader, and I know how transformational it can be to grow your business with the right support.

In this post, I’m breaking down what growing your team really looks like as a wedding planner—why it matters, what you need in place before you hire, and how to build a team that feels like an extension of your brand. Whether you're just starting to dream about hiring or already have your eye on that first team member, you’re in the right place.

 

 

Why You Can’t (and Shouldn’t) Do It All Forever

When you first start out as a wedding planner, being the go-to person for every task feels empowering. You’re building something from the ground up, pouring your energy into each client experience, and wearing every hat with pride. But as your calendar fills and your business grows, doing it all yourself starts to come at a cost.

You’re juggling timelines, vendor emails, final walkthroughs, and styling flatlays—all while trying to keep up with marketing, inquiries, and your inbox. Eventually, something has to give. And too often, what slips through the cracks is your sanity, your personal life, or your client experience (sometimes all three).

Building a business that supports your life—not one that runs it into the ground—requires support. Whether you’re dreaming of scaling your business, taking on higher-end clients, or just being able to breathe between weddings, growing your team is the key to getting there.

Because here’s the thing: your business was never meant to be built on burnout.

What You Need Before You Hire

Hiring your first team member can feel exciting—and overwhelming. But the biggest mistake I see planners make is hiring help before they’re actually ready. Bringing someone onto your team without the right systems in place can lead to miscommunication, tasks slipping through the cracks, and even more stress.

Before you start growing your team, make sure you’ve got these three foundational pieces in place:

 

1. Clear Standard Operating Procedures (SOPs)

SOPs are the step-by-step instructions for how you run your business. From how you onboard a client to what happens on wedding day, your processes need to be written down and repeatable. Why? Because your team can’t read your mind—and they shouldn’t have to. SOPs ensure consistency and help your business run smoothly even when you’re not in the room.

 

2. A Defined Role and Job Description

Don’t hire someone and figure it out later. Get clear on exactly what you want them to do and what success looks like in that role. Are they handling emails? Attending events? Managing social content? The more specific you are, the easier it is to find the right person—and set them up to thrive.

 

3. Time to Train and Onboard

Your team won’t be perfect from day one, and that’s okay. But they will need your time, support, and feedback. Build in time for shadowing, walkthroughs, and post-event debriefs. This kind of intentional onboarding sets the tone for everything that comes next.

Setting yourself and your team up for success takes intention—but the payoff is worth it. With the right systems in place, your team can confidently step in and support your clients with the same level of care and excellence you would.

 

 

Signs It’s Time to Start Growing Your Team

So how do you know it’s time to stop doing everything yourself? For most planners, the signs have been there for a while—they’ve just been pushing through. But if any of these sound familiar, it’s probably time to start thinking seriously about growing your team:

 

1. You’re turning down dream clients because your calendar is full.

You’re at capacity, and your workload isn’t just overwhelming—it’s limiting your growth. If you’re saying no to the kind of clients or events you want to book because you don’t have the bandwidth, that’s a clear sign it’s time to expand.

2. You’re doing tasks that someone else could (and should) be handling.

If you’re spending hours organizing timelines, chasing contracts, or managing logistics when your true magic is in design and client experience, you’re not using your time wisely. Delegating gives you space to work in your zone of genius.

 

3. You can’t take time off without everything stopping.

Whether it’s a planned vacation or an unexpected sick day, you deserve to rest without worrying your business will fall apart. If your inbox gives you anxiety the second you step away, it’s time to build support into your business.

 

4. You’re constantly in “reaction” mode instead of planning ahead.

A packed calendar and never-ending to-do list are normal in busy seasons—but if you’re always scrambling to keep up and never feel ahead, it’s time to get help. You can’t lead or grow from a state of burnout.

The truth is, your clients hire you because they trust your expertise and calm, collected presence. But if you’re running on fumes, it’s nearly impossible to show up as your best self. A team doesn’t just help your business function—it helps you thrive.

 

How to Grow Your Team with Intention (And Without Losing Control)

Hiring someone—even part-time—can feel like a huge leap. After all, your business is your baby, and the thought of someone else representing your brand can bring up a lot of feelings. But growing your team doesn’t mean giving up control—it means creating the structure that allows your business to operate without burning you out.

Here’s how to do it intentionally:

 

1. Start with your SOPs (standard operating procedures).

Before you hire, document everything you do—how you onboard a client, how you build a timeline, how you respond to common emails. Having clear, step-by-step instructions not only makes training easier, but also ensures your team can deliver the same experience your clients already love.

 

2. Hire for your weaknesses, not your clone.

The goal isn’t to find someone just like you—it’s to find someone who complements you. If you’re the visionary, hire someone who thrives in details. If you love design, bring on a logistics guru. Building a team with diverse strengths helps your business grow in ways you can’t do alone.

 

3. Train thoroughly, but trust your people.

No one will do things exactly the way you do—and that’s okay. Once you’ve trained your team, give them the freedom to do their job. Micromanaging will only hold you (and them) back.

 

4. Keep the client experience consistent.

As you expand, consistency becomes even more important. Make sure your brand voice, communication style, and process stay aligned across every team member and every client touchpoint.

 

5. Grow slowly and sustainably.

You don’t have to go from solo to CEO overnight. Start with a contractor or assistant for 5-10 hours a week and increase as your systems and capacity grow. Scaling your team slowly helps you stay profitable and present.

Growing your team with intention doesn’t mean giving up control—it means gaining freedom. It’s how you build a business that serves your clients exceptionally well and still gives you room to breathe.

 

What to Delegate First (Even if You’re Not Ready to Hire Full-Time)

If the idea of hiring a full-time employee feels overwhelming, you’re not alone—and the good news is, you don’t have to start there. In fact, many planners begin by delegating just a few small tasks that make a big difference.

Here are a few areas to consider outsourcing first:

 

1. Inbox management and communication.

Are you constantly answering the same questions? A virtual assistant or part-time admin can help manage client emails, send out templates, and keep response times prompt without draining your energy.

 

2. Timeline and logistics prep.

You probably have a solid process for creating timelines—but does it need to come directly from you every single time? This is a great task to hand off with SOPs in place and your final review before sending.

 

3. Social media and marketing.

If showing up online feels like a second job, it might be time to outsource content planning, caption writing, or post scheduling. That way, you stay visible without being glued to your phone.

 

4. Client onboarding or welcome gifts.

These small details create a big impression—but they’re easy to systematize and delegate. A team member can prep and send gifts, follow up on questionnaires, or manage client files so you can stay focused on higher-level strategy.

 

5. On-site wedding day assistance.

Hiring an assistant or second lead for wedding days can give you breathing room, allow you to be present with the client, and reduce burnout—especially during busy season.

Start by asking: What tasks drain me the most? or What could someone else do 80% as well as me, if not better? That’s your sign it’s time to delegate.

Remember, growing your team isn’t about stepping away completely—it’s about stepping back just enough so you can focus on the things only you can do.

 

Final Thoughts

Growing your team isn’t just about scaling—it’s about sustainability. It’s about building a business that supports your life, not the other way around. Whether you're planning for a maternity leave, dreaming of a summer off, or simply craving more time for strategy and creativity, having the right people in the right roles makes all the difference.

But, hiring before you're ready can lead to more stress, not less. That’s why intentional planning, solid systems, and clear processes are so important—so your team can operate with confidence, and you can lead with clarity.

If this post has you thinking, “Okay, I know I don’t want to do this alone forever, but I don’t know where to start,” I’d love to help. Through my 1:1 wedding planner mentorship, I work with planners just like you to set up the systems, SOPs, and team structures that allow your business to thrive—without burning you out.

You don’t need another generic group program or surface-level advice. You need a cheerleader in your corner who’s walked the walk, understands the wedding industry inside and out, and can help you build a business that actually works for you.

Want more guidance on growing your team and building a sustainable, elevated wedding planning business? Follow me on Instagram for behind-the-scenes insights, and tune into the Ask the Planner Podcast for expert strategies you won’t want to miss!