Planning a wedding can be a daunting task, especially if it's your first time as a wedding planner. As a veteran planner, I know that having the right spreadsheets and templates makes a world of difference. If you listen to my podcast, Ask the Planner, you know that I'm a HUGE systems and processes person. There are a million details that go into planning a wedding. It's so important to have the right tools to prevent mistakes (and save you time). In this post, we'll look at the spreadsheets and wedding planning templates I wish I had when starting my own wedding planning business (many years ago!).
And before we jump in – if you've been a wedding planner for less than two years, I would love to invite you to sign up for my new coaching program. I'm passionate about helping new wedding planners master the business side of things, so they can get back to creating amazing experiences for their clients. I'd love for the next person I coach to be YOU.
Now, let's talk about the 3 wedding planning templates I wish I had when I started my wedding planning business.
1. Wedding Vendor Email Templates
Finding the right vendors and recommending the right packages is one of the most important things that you'll do for your couples as their wedding planner. When you first start your business, knowing what questions to ask vendors can be overwhelming. That's why having a pre-made template to help guide you can be a lifesaver. This template should include all of the questions you need to ask each vendor, including the caterer, florist, DJ – the list could go on and on! It also should include specific details about your event to expedite the quote process. Don't reinvent the wheel each time you email a vendor. Use email templates that save you so much time (and stress) during a busy season.
Not sure what to ask? You can steal my email templates here!
2. Wedding Timelines
I'm known for planning my wedding day timelines down to the MINUTE. These ensure that my couples can enjoy their wedding day without thinking about the time. Time management is essential when it comes to executing a wedding day. Whether you have been hired for day-of coordination or full planning and design, a detailed wedding timeline will help you stay on schedule.
While timelines are not the most “exciting” part of planning a wedding, they're the backbone of a successful day! As a wedding planner, you need to create a wedding-day timeline that guides everyone from one micro-event to the next. It starts from the time the bride and groom start getting ready in the morning to the final dance at the reception. Additionally, it's always a good idea to share this timeline with the vendors to make sure everyone is on the same page.
Want to see an example? Here's mine!
3. A Wedding Day Master Organizer
You need a centralized location to keep track of all the details for your weddings to ensure that on the day of the event, everything is set up correctly. There are a LOT of details to manage. And I know how overwhelming it can be as a new planner. Last-minute changes are unavoidable in event planning. A master organizer that easily tracks the changes makes your work much more manageable. That's why I keep mine in Google Sheets. Keep track of the vendors, their contact information, and every piece of decor that's arriving and departing on the day of the event.
This Day of Organizer took me YEARS to perfect. If you want to save yourself the trouble, you can purchase mine here. The templates include a list of wedding day details, a contact list, a production schedule, timelines, an inventory checklist, and more! It's a MUST-have.
Planning a Styled Shoot? Make the Most of it with One More Wedding Planner Template
As a beginner wedding planner, booking dream wedding clients might be a challenge without a solid portfolio. In this case, consider diving into the world of styled shoots. These staged events are designed to create picture-perfect moments for your portfolio (and network with other talented local vendors in the process). If this is something you want to pursue, I have a Styled Shoot mini course for you to ensure you make the most of your time and money invested!
Wedding Planner Templates for New Wedding Planners
Being a new wedding planner can be overwhelming- but don't let that discourage you. With the resources you have at your disposal, like the spreadsheets and templates you'll find in our shop, you'll be a pro in no time. If you want more help growing and scaling your wedding business, I would love to hear from you. Make sure you sign up for my new coaching program here, and follow me on Instagram for more wedding planner tips!