It’s your wedding day…

You are ready for some fun, pampering, and spending the day with the people you love most…

BUT THERE’S SO MUCH TO DO! And so much to remember.

As a wedding venue, we have seen many “little things” that have been forgotten in the busyness of the wedding day. Brides, Grooms, parents, and the wedding party are trying to get a lot done while also trying to relax and enjoy the day. Things sometimes fall through the cracks, stress out the couple, or just interfere in the quality of fun “getting ready” time on the big day. 

While we are always glad to help in any way we can, our advice is to plan ahead and include friends and family who have been eager to help. The couples who do this usually have a much more relaxed and worry-free day. That’s why we made this list of things you can delegate to help make your wedding day go more smoothly (even if you have a planner).

Setting Up

Having a friend or two to set up certain areas (or check on the set up if you have a planner who does set up) to your specific desires is a good idea. We have seen wedding party members doing this but our suggestion is to utilize someone outside of the wedding party. This is because your party should be with YOU, enjoying the day with you and possibly being there for larger needs.

Here’s a list of things that need to be set up on the day of to delegate in advance:

• Ceremony Decor

• Kids table 

• Lawn games

• Gift/Card Table

• Seating Chart/Escort Cards

• Memorial

• DIY Photo Booth

• Guestbook

• Favors

Some of these also need to be attended to here and there during the wedding reception, so don’t forget to delegate that as well!

Additional tip: Make sure you know exactly what your planner and/or venue coordinator can/can not set up and attend to. Also, make sure you provide names and contact info of all helpers to your planner/coordinator. 

Ushering & Programs

Consider asking a couple of people outside of the wedding party, one from each family, who knows everyone (or as close as possible). They should know who should sit in the front rows and be comfortable escorting any elderly guests to their seats. They can also give out programs, ceremony favors such as bubbles or confetti, and work with the coordinator on when all guests have arrived and been seated. Make sure you give them a special shout out on the programs as ushers/usherettes. 

Rounding up the family for photos

This happens at nearly EVERY. SINGLE. WEDDING….

It’s time for family photos but a few people have gone astray. So groomsmen 1 & 2 go looking for them….

Then the missing family members show up…

But the groomsmen are still gone….

So cousin Joe goes looking for them….

And so on and so on….

In order to keep the photos going to get all the shots you want, then get to enjoying cocktail hour, you should definitely assign someone to gather the specified family members immediately after the ceremony and making sure they stay put until photos are done. This could be a job for the same people who served as ushers/usherettes since they should be more familiar with everyone. 

Bride/Groom Attendant & Runner

You should have someone nearby that can come and go as needed for anything that comes up on the wedding day. This is especially for a bride, because all the ladies are getting hair and makeup done all morning, usually wearing dresses and heels, may have more important matters, and again, they are supposed to be enjoying the day WITH you. Running around is not always possible. 

Need a safety pin from the emergency kit? Need something from the car? Need someone to go ask the coordinator a question? Need someone to run to the store? It is all a possibility so enlist in someone you trust outside of the wedding party to be there for you.

NOTE: If you hire a planner, see if they provide a bride and/or groom attendant with their services. This is very helpful!

Collecting Personal Items

At the end of the night, there’s a lot of stuff to collect. Here at the barn, we allow you to grab your decor items the next day if you wish, but for things you don’t want to leave overnight, you may want to assign someone you trust to collect them. Usually, this refers to gifts and cards, guestbook, the camera from the DIY Photo Booth, treasured items such as family heirlooms, the bridal bouquet, photos, etc.

Other Tasks

Here are some more things you may not have thought of that anyone can help with (or for Aunt Carol who is wanting to help but you just want her out of your hair)…

• Bringing welcome bags to hotels/other housing

• Overseeing transportation (making sure all hotel guests get on the bus to and from the venue!)

• Getting lunch for the wedding party (good job for the “runner” also)

• Keeper of personal items (bride’s purse, lipstick for touch-ups, “emergency kit”, etc.)

• Handling of day-of payments/tpurposing of ceremony decor to reception decor 

• Pick up dessert (if it is not delivered)

• Chaperone for children whose parents are in the wedding party

• Keeper of ring bearer/flower girl items

• Help/check in with elderly or handicapped guests with dinner buffet, escorting to the bathroom, etc. 

• If there is some kind of send-off for the couple, keep track of time and items

Remember, your wedding day should be joyful and exciting, not stressful and exhausting. Don’t put too much pressure on yourself or your wedding party. You might be surprised how many of your wedding guests will be honored to help you have the best day ever! Don’t be afraid to ask.

What other wedding day tasks can be delegated? Have a suggestion? Leave us a comment below!

If you’re looking for a Hudson Valley Wedding Venue (which comes with an excellent coordinator and staff), Contact us today for pricing and a tour!