July 29, 2025 • 35 mins
What does a wedding planner do? Spoiler alert: it's way more than fluffing dresses and cueing the music. In this behind-the-scenes episode, Sarah Lizabeth takes you through a real wedding day—from the 5:00am checklist and floral prep to hauling chairs in the heat, dodging storms, serving cake, and (yep) accidentally calling the cops on the cleaning crew. Packed with humor, heart, and a whole lot of hustle, this episode gives you the real-deal answer to the question: What does a wedding planner do? Whether you're a bride, a planner, or just love a good chaos-to-calm story, you're going to love this one
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
(00:01):
welcome to the snagged podcast
where wedding planning meets real life
real lessons and let's be honest
a whole lot of unexpected snags
I'm Sarah Lizabeth a wedding planner
storyteller and someone who has seen it all
from dream weddings to the beautiful
messy reality of love
marriage and everything in between
(00:23):
if you're feeling overwhelmed
like you're already behind or somehow doing it wrong
take a breath
you're not the only one who's felt that way here
we don't just talk about planning the perfect wedding
we talk about the snags the mistakes
the moments that don't go as planned
and the lessons they leave behind
(00:44):
because nobody's love story is flawless
and that's what makes them beautiful
so whether you're knee deep in wedding planning
figuring out married life
or just here for a story that reminds you
that you're not alone this is your place to feel normal
to feel seen and a little more grounded
so grab your coffee or your wine
(01:04):
cause I don't judge and take a deep breath
let's connect because sometimes the best stories
they start with a snag
hey friend
welcome to the snagged podcast
I am so glad you're here
because today's episode is going to be a fun one
we're diving into a question that I get asked
(01:26):
all the time
what does a wedding planner actually do
and I get it it's a fair question
because if you've never planned a wedding before
and you've only seen J Lo
in the wedding planner which I love
by the way it can all be a little confusing
do we just show up with a clipboard
(01:47):
do we fluff the dress do we cue the music and disappear
are we just there to light a few candles
and make sure no one trips down the aisle
I mean yes
sometimes but also no
not even close so instead of giving you some vague
professional sounding job description
(02:08):
I thought
I'd take you behind the scenes of a real wedding
that I just planned
I'm walking you through it start to finish
so you can hear exactly what goes on
and there is a spoiler alert
it's sweaty it's chaotic
it's funny and it's a little wild
and it's also incredibly special and rewarding
(02:31):
so let's go
before I get into the actual wedding day
let me say this up front
not all wedding planners do the same thing
seriously they don't
every wedding planner runs their businesses
a little differently than the others
some are full service planners
which mean that they're there with you
(02:51):
from the start to the finish
they help you book vendors
manage the budget
design the whole look and feel of your wedding
and they're there
coordinating every little detail of the day
then you've got month of
or day of coordinators
who step in towards the end of the planning
and take over the final logistics
(03:12):
and make sure everything runs smoothly that weekend
and then there are people like me
I kind of do a little bit of everything
depending upon the couple
sometimes I'm the florist and the planner
sometimes
I'm the chaos wrangler and the family mediator
sometimes I'm coordinating vendors with one hand
and pinning a boutonnière on with the other seriously
(03:35):
so if you're hiring a wedding planner or
or even just thinking about it
just be really clear about what they offer
and what they are going to do for you
because every planner has a different package
and the key is communication
one of the first things I do
every time I sit down with a brand new
(03:56):
potential client I ask them what their expectations
of a wedding planner is
because everybody has different expectations
I've met with people that
expect me to take over everything
and do everything for them
while others want me to oversee what they're doing
and so it's very different
(04:19):
and it's very
important that you have these conversations
up front with your wedding planners
that you know what they're going to be doing for you
okay so now let's get into it
and what I did on this wedding day
this wedding took place on a Sunday
in the middle of July in Tennessee
if you've ever experienced summer in the south
(04:41):
y'all know what that means it's hot
it's humid it's sticky and there's a heat advisory
it's absolutely miserable
but the real work
it started two days before the wedding
the couple hired me for planning and floral design
so I spent the entire day pulling flowers inventory
(05:04):
prepping the flowers hydrating the hydrangeas
and building all of the arrangements
I'm talking the centerpieces
the bouquets boutonnieres corsages
ceremony florals and the cocktail hour touches
my studio it looked like a jungle
there were petals everywhere
thorns in my hand cuts all over my hand
(05:26):
my studio smelled like eucalyptus
and somehow
I was both exhausted and also extremely excited
and hey if that kind of hands on creativity
sounds so much fun to you
I just launched something new that you're going to love
I created after many of you have asked
(05:47):
a floral arranging class
where I teach you step by step
how to make your own wedding flowers
and there is no experience needed
you'll learn how to make a bouquet
a centerpiece
a boutonniere and a corsage right from your home
and a bonus to this class is
I've also included my wedding vision
and mood board planner
(06:08):
to help you get your ideas organized before you even
pick up the clippers
so you can check this out at WedPlanPro.com
and seriously it is so perfect for DIY brides
creative souls or anyone who's ever said
I wish I knew how to do that
so let's get back to this wedding
all right so 5:00am
(06:29):
my alarm goes off
I get up like I'm in The Hunger Games
you know coffee in hand
checklist in hand
I'm running through my schedule in my brain
like I'm about to direct a Broadway show
I packed my change of clothes because spoiler alert
I sweat through my first outfit by noon
(06:50):
and you know what I look like at 7:00am
is not what I look like at 7PM
so I've got to have multiple changes of clothes
because I'm not just a planner that directs people
I am putting all the flowers together
setting up all the decor talking with vendors
moving around a lot
so a lot happens before the magic happens
(07:13):
when the guests start arriving
so
I definitely have to have multiple changes of clothes
by 7:00am I go outside and I start cooling off my van
and guess what
my van's AC is out and so
I already have loaded
all of the inventory that I could
that wouldn't get affected by the heat
(07:35):
so I have to unload all the inventory from the van
pivot grab my SUV
thank God I have an SUV start blasting the AC
and we're talking southern middle of the summer
melt your eyelashes off humidity
I blast my AC to turn my
SUV into a mobile flower fridge
(07:57):
because the blooms they need it to survive the day
at 8:00am everything is loaded
the flowers the decor
the cakes literally two cakes
all of the inventory
and I'm basically driving a bakery that
crashed into a floral shop
so off I go to the venue
(08:17):
I always
as I'm leaving my studio and headed to the event
I always pray over the couple
I always pray over the day
because we're planning for more than just this day
and so I pray over their marriage
and I pray over the safety of all of the vendors
and the guests and the staff
my staff and myself
(08:40):
as I go up and down ladders and run around
and just
just a covered prayer over the day
hey friend
you know that moment when you're lying in bed at 2:00am
staring at the ceiling thinking
what am I forgetting
how do I tell my future mother in law
that she can't wear white
do I even need a seating chart
yeah I've been there too
(09:01):
that late night spiral the stress
the second guessing it's more common than you think
that's exactly why I built The Bride Bot™
because no one should have to lose sleep or sanity
trying to plan their wedding
she's not just another chatbot
she's my brain
packed with 20+ years of wedding planning experience
(09:22):
turned into your 24/7 virtual wedding planner
she builds timelines she writes your vendor emails
she creates your checklist
and remembers every personal detail
she can literally help with anything you need
and the best part she never sleeps so that you can
The Bride Bot™ gives you clarity
(09:43):
calm and confidence
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let her do the heavy lifting
so you can actually enjoy this season of life alright
let's get back to the episode
(10:03):
upon arrival
the first thing I do is I met with the rental crew
and we decided where to place the tent
and set up the rentals
I unloaded the cakes to get them into the fridge ASAP
then I tuck the flowers inside the venue house
to protect them from the heat
like they are VIPs and then comes the physical labor
(10:24):
we hauled a hundred plus chairs
200 feet from where they were stored to the ceremony
where the ceremony would take place
so that involved you know
taking them out of the storage unit
hauling them by hand opening them up
setting them up at the ceremony
(10:45):
and y'all we were drenched within not even two minutes
it looked like I had taken a shower
and then I forgot to dry off
I mean it was it was bad
then after we got done with the outside ceremony
chair setup we went inside to start working on the
(11:05):
setting up the bar area decorating the mantles
we had a team meeting
where I sit down and go over the entire day of uh
with my staff
so that they're familiar with what's going on
and where everything's gonna go
and what the timeline looks like
and then we went out to the reception tent
to start working on the tent
(11:26):
we rolled out the reception tables one at a time
because nothing is ever simple
we once we got the tables out
we placed the linens folded the napkins
set all the China the silverware
the glassware
and we stood back and we just admired the hard work
and then a storm came in
(11:46):
because it's the summer in the south and we
we just love to get these afternoon storms
that just roll in unexpected
nothing on the radar they are great
I love them
so everything that wasn't under the tent
had to be torn down and brought back in
so literally we had just spent from 9AM to 1PM
(12:10):
setting everything up so we had to tear it all down
and we waited for the storm to pass
and then we went right back out and set it up again
meanwhile I'm
I'm literally watching the radar on my phone
like a meteorologist on Red Bull
I mean I
I am just staring at it
I am predicting where it's going to be
(12:31):
and I am not a meteorologist
and in fact I tell my clients
I will advise you the best I can
if someone granted me a wish
it would be
that I could tell what the weather was gonna do
so unfortunately I don't have a crystal ball
but I will give it my best shot
at making sure that I've prepared uh
(12:52):
for best
case scenario and worst case scenario so at 2:00
I head into the bridal suite
and I meet with the bride and her family
and we talked through our
just in case it rains game plan
and I showed them how we were gonna pivot if we had to
and everybody loved the plan
they were all on board
after I met with the family
(13:13):
it was back to set up
and the family started to arrive for photos
and I was pinning on the boutonnieres
tying the corsages
handing the bridesmaids their bouquets
helping the photographer
keep on track with the photo list
it was like wrangling squirrels in formal wear
I mean it really is
(13:33):
it's it's just
there are so many people
and none of them want to stay where you put them
and you know it makes for a very interesting day
so at the same time that this happens
this is about the time that the vendors
start showing up so
despite the fact that we've had meetings
and I've sent them the details document that I
(13:55):
you know rave over for every
anyone that's planning a wedding
needs to have my details document
they still all show up with questions
so many questions and I get it
but also good Lord read the documents
you know remember our conversation
but just let that be a note to you
(14:17):
you have to over communicate
and then when you over communicate
you have to communicate more
because
most of your vendors are working multiple events
they don't have that personal relationship with you
like a wedding planner might have
so make sure to have
if you don't have a wedding planner
make sure you do have that one person that
(14:38):
is there to funnel all those questions for you
because trust me
it is chaotic and no matter how much you communicate
they will still have questions on the wedding day
so make sure to designate someone
so that you can just enjoy your day
and not have to be funneling questions
like I do all the time
so 3:30 is time to change
(15:00):
I'm like okay y'all
I tell my staff I'm gonna go
you know I'm gonna go change my clothes real quick
and try and freshen up for the event
and it never fails
whenever I make that decision to do that
which I try and do it as late as I possibly can
someone will show up and someone will have a question
(15:20):
and they're texting me and I'm in the bathroom
usually I'm just in
in really like a closet trying to get ready and um
and I'm texting my staff
can you please take care of this
they've just arrived they need to know this
I'm just trying to change my clothes here so um
I just need five more minutes but it never fails
(15:41):
the minute that I decide to go change
I get a million questions so I
I go inside for my 5 minute power change and um
into my event outfit my hair
you know try and do something with it
because I'm sweaty and my makeup is melting
but you know
we're doing it we're killing it
(16:01):
so uh
it's not about me it's about the bride
but I do try and look a little presentable
on the day of
even if I'm outside in the middle of July in the south
at this point it's still kind of sprinkling
the guests are starting to arrive
and I look to the sky and I'm literally praying like
please just let that cloud go over there
(16:24):
like completely miss us
and I realized we might have a window to pull this off
um like the
the dream wedding day that the bride envisioned
which was an outdoor ceremony
so I go back inside
I gather the bridal party and the family
and I give them a Pep talk
I'm like y'all
(16:44):
when I say go
we go
no delays
no missing groomsmen
no one deciding it's time to find a snack
or talk to a guest outside
we start on time I knew that we had to start on time
to be able to have a short window
to get the ceremony in and we always start
I always start on time but this was very important
(17:07):
to make sure that we could go
when I said go and so I
I just kind of powwowed
them and gave them the spiel and said uh
we have to be ready to go
so that means I need all of you to stay right here
we're not allowing any guests to come in at this point
because then it will delay us to get them back outside
(17:29):
so there were so many things on this day
and I said this to my staff at one point
had I not been kind of ahead of everything
which is one of my main jobs is to stay ahead to
to see things before they happen
to prepare for potential things that happen
(17:49):
before they happen
we would not have gotten this ceremony in
and we would not have you know
been able to perform this beautiful
outdoor ceremony that the bride dreamed of
and so it's so important that you have someone
that is being your advocate on that day
because you are busy
you're not sitting there checking the weather
(18:11):
you're not sitting there making sure that everybody is
where they're going to be
or at least I don't I don't want that for you and
and so for me
I look at it and I kind of step outside of
of the event on a paper and I
and I see it in a way that
that says hey we
(18:32):
we have two minutes to move these chairs over to here
let's go ahead and knock that out
so that we don't have to do it when it's dark and
you know when it's potentially raining
raining again this evening and the chairs all get wet
and then the client has to pay the deposit
and then oh yeah
let's look at this
and let's assess the weather situation
and let's get them down the aisle on time
(18:54):
because if we don't we're gonna miss the window to
to have the ceremony I mean
that is my job the entire day
and it's one that people don't know that I'm doing
and so
I am two hours ahead of everybody else in an event
and it's important to have someone in your corner
that can do that for you
to make sure that things don't
(19:16):
you know things go the way that
that you in your in your dreams had them going
um and so
that is a very important part of my job
and what I do on the wedding day
so I'm constantly playing a game of what ifs
like what if that happens and what if this happens
and oh we've got to move this so that the
(19:37):
you know while everybody's out there at the ceremony
let's clean up the the downstairs of the house
while they're at the ceremony
to make sure that when the guests come in
there aren't empty cups
sitting out from the bridal party and and
and just stuff everywhere
you know
those are the kind of things I do and nobody knows I do
them but they walk into a beautiful house and they go
(19:59):
wow this looks so beautiful
it's only because I did that
you know so
it's important to make sure that you have someone
that you trust
to be able to be two hours ahead of you on
on the event day and catch those things
and you know
that took years and years and years to do for me
(20:20):
um but for me now it's just
you know it's second nature
I just run through the day
two hours before anything happens
hey Snagster
quick pause
if you are listening right now and you're thinking
okay Sarah
but seriously
where do I even start with planning my wedding
take a breath you are not alone
I've been right where you are overwhelmed
(20:42):
not sure of what comes first
already second guessing
every single decision before you've even made it
and that's exactly why I created Bridal Bootcamp
a free
step by step class for busy brides who want less chaos
and more clarity
because you're not the only one feeling stressed
confused or stuck so many brides feel this way
(21:05):
but they don't have to in this free class
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girl it's free
(21:26):
just sign up thousands of brides are loving this class
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and when you're ready to take things to the next level
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is there for you too
it's the exact system I've used for over 20 years
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(21:48):
and without the $5,000 dollar price tag
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so head to wedplanpro.com for all of these tools
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freebies and the resources I made just for you
alright let's get back to the episode
(22:09):
all right 5:30 on the dot
I line everyone up
I give them my signature please don't faint speech
no one's ever been able to fight off that that tunnel
you know and make it out of the tunnel
they they end up on the ground
and I have carried out groomsmen that have passed out
I've carried out bridesmaids that have passed out
(22:29):
I even had to carry
had to get a chair for a groom one time
because he passed out and just sat him down
and they performed the entire ceremony seated
so you know
I give the speech about fainting
I tell them to make sure to spit out their gum
if they have gum
and then also turn off their cell phones
if they have their cell phones with them
(22:51):
so I give them the little speech
so the ceremony was absolutely magic
the skies held uh
thank god and you know
everyone just enjoyed watching their love story
and after the ceremony
we held the bridal party for family photos
and then whisked the couple off to the bridal suite
so that they could breathe
eat and drink for just a minute in peace
(23:14):
without anyone bothering them
during the cocktail hour
while the guests were sipping on drinks
and munching on appetizers
my team and I hauled all those dang chairs
back to the storage
again dripping in sweat
but we were still smiling and laughing
and then we went to fill up all the glasses
on the reception tables and
(23:36):
so that the guests would have water in their glasses
when they sat down at the reception
and then we lit all the candles
and then it started raining again
it was so much fun
but that's okay because the ceremony was done
the pictures were done the guests were covered
mission accomplished
(23:57):
so the guests were seated
and then we did the bridal party entrance
and I directed the traffic
like a wedding day air traffic controller
you know and then dinner starts
and I stand there and I release each table one by one
and then it's time for the cake
and since it's a million degrees outside
(24:18):
I had to keep the cakes in the house all day
so I carried out the cake
and I carried it out just before the cake
cutting so it wouldn't melt or um
fall down you know
before they had their pictures taken
and then I carried it back inside
cut the cakes
plated them and then served them to the guests
(24:41):
and then there were the dances and the toasts
and the dance floor was open
and then I snuck away to once again haul the chairs
and so at this point the first time
during the cocktail hour
we had moved the chairs over to the storage
but we hadn't folded them
and stored them the way that the venue wanted us to
at that point
(25:01):
so we took this opportunity to do it at this time
and so we were over there
putting one by one chairs back into the storage um
building
and so then this is you know
just there were a lot of favorite moments in the night
but um
a little later in the evening
I was heading back to my vehicle
with some decor in hand and
(25:23):
you know
it was raining and the concrete was slick and y'all
my feet go flying I fell right on my butt like hard
like cartoon style fall and
you know
one of my favorite things to do is to watch people on
um you know
TikTok or Instagram reels fall
(25:46):
it's just like it it just makes me laugh so hard
and so it's just like karma
you know I look around and
and I'm like I look behind me
and I'm like did anyone witness
uh that fall
and then I got up and I was like assessing the damage
you know I was like
(26:06):
oh my gosh am I okay 1
2 like
did I break anything I mean
cause y'all it was probably the
hardest fall I've ever had in my whole
entire life and then I just kept
you know laughing and just kept going
and was taking the stuff back to the
to the car that I could load at that time
and um
so we got one hour to break down everything
(26:29):
at the end of the night so the
the wedding was great
everyone was happy at the end of the night we
we we
you know the guests had been dancing and enjoying
um you know
celebrating their love
and we go to line them up out front and um
you know get them the
the streamers that they had and the bubbles
(26:51):
and we get everybody in a line and then send
send out the bride and groom for their exit and um
it was just a magical day full of love and it was um
great to be a part of it
so we got about an hour to break down everything
which means we had to pull the linens
(27:12):
and stack the chairs and scrape the plates
and put them back into the rental company's um
organizers and haul all the trash
y'all trash at the end of the
night is such a pain because nobody thinks about it
and nobody goes like hey
how's the trash gonna get out
but I'm talking every trash can
(27:34):
bathroom trash bridal suite trash um
all of the bar trash
dinner table trash all of that trash
we have to haul at the end of the night to where
we need to
to the venue tells us to take it and so we do all that
we clean the entire venue
which it's very important to
to figure out
what your responsibility is with the venue
(27:56):
and this client's
responsibility was to clean the venue
so everything had to be basically
how it was when we walked in there at um
9:00am in the morning so
we are the team that has to make sure that gets
put back together
um
and then it just got weird y'all so here's the thing
(28:18):
we spot a car
the lights are on and it's
it's just sitting outside on the main road
and we're in a state park
someone had run through the gate of the state park
at 6:00 that morning and so
the city had already come to the event
and pulled me aside
(28:39):
and told me what I needed to do with
with the gate that wasn't there anymore
but they had rigged up some caution tape stuff
and I had to you know
at the end of the night when I'm the last one to leave
so I have to turn off all the lights
lock the building I'm out in the middle of nowhere
and so my nerves are kind of
(29:01):
you know
I'm a little bit like looking over my shoulder anyways
you know it's kind of
like that feeling
when you're walking through a haunted house
and and so I'm turning everything off
and I'm like you know
I gave the guy that came to see me at the event
I gave him my word I would put the caution tape out
I'd make sure that the the park was secured
as secure as it could be
(29:21):
but there's this one car that is just sitting out
and so I'm kind of thinking maybe it's
you know someone from the event
they're trying to like sober up or something and
and but I
I just don't know who this person is at this point
and so we go to get our vehicles
which were parked in the back parking lot
and we come around and we
(29:44):
when we go to pull into the front side of the venue
they turn on their lights
and my assistant kind of
stayed in the main road
to block this person from coming into the driveway
or else I would be I would be trapped
you know so she's standing out
sitting out there in her car
(30:05):
and she's calling me and I'm like
what's the deal who is this person
what are they doing and she's like
he's just looking at me and I'm looking at him
I don't know who he is
he's not someone that was at the event
like I don't know what's going on
so then she decides that it
it's you know
at this point
it's turning into like a true crime podcast
(30:25):
so lights come on the cars trying to pull in
my assistant is blocking their car
and then she calls the police
and so she's like
what is this person doing
I don't know what's going on
we didn't feel safe and so she calls the police
I am frantically trying to load all of the vases
(30:49):
and the cake stands
and all of these things into my car and um
so I have the back of my SUV open
and she calls me and says
get in your car right now
get in your car they're
they're come he's coming in
you know and he pulled into this
like back entrance of the venue
(31:10):
which would have like
would have blocked me in so I throw the car in reverse
I drive backwards like I'm in fast and furious
like Wedding Planner Edition
and I slam on the brakes
when I get to the end of the driveway
the cake stand falls out you know
vases fall out because my the
(31:33):
my back of my SUV is still open
everything that I had just loaded into the car
flies out into the road
at the exact same time that the police
arrive and I so that's what they roll up on
and I'm like out of my car
my other assistant that was in the car with me is
holding down my car horn I mean
(31:55):
we felt like these people were coming to
to take us to steal us you know
and it was it was scary y'all
and so the police pull up on this
and I jump out of my car
and the police are like shining their lights on me
you know and I'm just like this is insane and I'm like
(32:16):
I'm so sorry we don't know who this person is
we're explaining
the whole story of everything that happened
and he's like okay great
I'm gonna go um
I'm gonna go check him out and see what's going on
and like why he's here
because no one was supposed to be there
no one was supposed to be there
my job was to be the one to turn off the lights
to lock the building to put the caution tape out
(32:38):
like the city asked me to do at the entrance of the
of the park so I was not expecting anyone to be there
and so he goes and he runs up to the house
and he's checking on who this person is
and and by the way the car it was a dark vehicle with jet black tinted windows
so we couldn't really even see who this person was
so they the cop goes up to the car
(33:01):
you know talks to the person and sees
you know
who they are and then comes back and he's like um
so that is the cleaning crew and I'm like
you've got to be kidding me
and like I didn't know anything else to do but laugh
like we literally called the cops on the cleaning crew
(33:22):
what so I was a little embarrassed
and so I went up there and and I apologized to them
and I was like I'm so sorry
but honestly like
you could have just gotten out of the car
and told us who you were
instead of sitting on the street
turning your lights off turning your lights back on
(33:42):
pulling into the driveway with your lights off
like it was all shady it was all shady and so um
the police officer assured us we were fine and um
I was shaking like profusely
you know and I was just like this is nuts
this is nuts
this is gonna be this is gonna be on my podcast
this is this is why I called this the snag podcast
(34:05):
cause this is a little snag
but um we finished packing and we locked the gates
and I drove home
and at this point it's close to
to 1:00am and I walk into my quiet house
where everyone is sleeping
and I sit on the couch my whole entire body hurts
(34:26):
it takes four days for my body to repair and um
you know my brain won't turn off
and I just sit in that moment and thank god
because this work is hard
it's exhausting and it's often thankless
but it's also beautiful
(34:46):
and no one sees everything that I do
they just see that it got done and that's okay
but I wanted to give you a peek behind the curtain
to show you what
it really takes to produce a wedding day
it's not just one day
it's it's multiple days that turn into a fantastic day
so if you're planning your wedding friend
(35:06):
just make sure you have the right people in place
people who will haul
hustle and handle it all so that you don't have to
thanks for letting me share a little bit of my story
with you today
and please as always make sure to follow the show
and share it with a friend
and as I always say
until next time snagsters
(35:28):
this is where the process becomes the promise
welcome to the snagged podcast
where wedding planning meets real life
real lessons and let's be honest
a whole lot of unexpected snags
I'm Sarah Lizabeth a wedding planner
storyteller and someone who has seen it all
from dream weddings to the beautiful
messy reality of love
marriage and everything in between
(00:23):
if you're feeling overwhelmed
like you're already behind or somehow doing it wrong
take a breath
you're not the only one who's felt that way here
we don't just talk about planning the perfect wedding
we talk about the snags the mistakes
the moments that don't go as planned
and the lessons they leave behind
(00:44):
because nobody's love story is flawless
and that's what makes them beautiful
so whether you're knee deep in wedding planning
figuring out married life
or just here for a story that reminds you
that you're not alone this is your place to feel normal
to feel seen and a little more grounded
so grab your coffee or your wine
(01:04):
cause I don't judge and take a deep breath
let's connect because sometimes the best stories
they start with a snag
hey friend
welcome to the snagged podcast
I am so glad you're here
because today's episode is going to be a fun one
we're diving into a question that I get asked
(01:26):
all the time
what does a wedding planner actually do
and I get it it's a fair question
because if you've never planned a wedding before
and you've only seen J Lo
in the wedding planner which I love
by the way it can all be a little confusing
do we just show up with a clipboard
(01:47):
do we fluff the dress do we cue the music and disappear
are we just there to light a few candles
and make sure no one trips down the aisle
I mean yes
sometimes but also no
not even close so instead of giving you some vague
professional sounding job description
(02:08):
I thought
I'd take you behind the scenes of a real wedding
that I just planned
I'm walking you through it start to finish
so you can hear exactly what goes on
and there is a spoiler alert
it's sweaty it's chaotic
it's funny and it's a little wild
and it's also incredibly special and rewarding
(02:31):
so let's go
before I get into the actual wedding day
let me say this up front
not all wedding planners do the same thing
seriously they don't
every wedding planner runs their businesses
a little differently than the others
some are full service planners
which mean that they're there with you
(02:51):
from the start to the finish
they help you book vendors
manage the budget
design the whole look and feel of your wedding
and they're there
coordinating every little detail of the day
then you've got month of
or day of coordinators
who step in towards the end of the planning
and take over the final logistics
(03:12):
and make sure everything runs smoothly that weekend
and then there are people like me
I kind of do a little bit of everything
depending upon the couple
sometimes I'm the florist and the planner
sometimes
I'm the chaos wrangler and the family mediator
sometimes I'm coordinating vendors with one hand
and pinning a boutonnière on with the other seriously
(03:35):
so if you're hiring a wedding planner or
or even just thinking about it
just be really clear about what they offer
and what they are going to do for you
because every planner has a different package
and the key is communication
one of the first things I do
every time I sit down with a brand new
(03:56):
potential client I ask them what their expectations
of a wedding planner is
because everybody has different expectations
I've met with people that
expect me to take over everything
and do everything for them
while others want me to oversee what they're doing
and so it's very different
(04:19):
and it's very
important that you have these conversations
up front with your wedding planners
that you know what they're going to be doing for you
okay so now let's get into it
and what I did on this wedding day
this wedding took place on a Sunday
in the middle of July in Tennessee
if you've ever experienced summer in the south
(04:41):
y'all know what that means it's hot
it's humid it's sticky and there's a heat advisory
it's absolutely miserable
but the real work
it started two days before the wedding
the couple hired me for planning and floral design
so I spent the entire day pulling flowers inventory
(05:04):
prepping the flowers hydrating the hydrangeas
and building all of the arrangements
I'm talking the centerpieces
the bouquets boutonnieres corsages
ceremony florals and the cocktail hour touches
my studio it looked like a jungle
there were petals everywhere
thorns in my hand cuts all over my hand
(05:26):
my studio smelled like eucalyptus
and somehow
I was both exhausted and also extremely excited
and hey if that kind of hands on creativity
sounds so much fun to you
I just launched something new that you're going to love
I created after many of you have asked
(05:47):
a floral arranging class
where I teach you step by step
how to make your own wedding flowers
and there is no experience needed
you'll learn how to make a bouquet
a centerpiece
a boutonniere and a corsage right from your home
and a bonus to this class is
I've also included my wedding vision
and mood board planner
(06:08):
to help you get your ideas organized before you even
pick up the clippers
so you can check this out at WedPlanPro.com
and seriously it is so perfect for DIY brides
creative souls or anyone who's ever said
I wish I knew how to do that
so let's get back to this wedding
all right so 5:00am
(06:29):
my alarm goes off
I get up like I'm in The Hunger Games
you know coffee in hand
checklist in hand
I'm running through my schedule in my brain
like I'm about to direct a Broadway show
I packed my change of clothes because spoiler alert
I sweat through my first outfit by noon
(06:50):
and you know what I look like at 7:00am
is not what I look like at 7PM
so I've got to have multiple changes of clothes
because I'm not just a planner that directs people
I am putting all the flowers together
setting up all the decor talking with vendors
moving around a lot
so a lot happens before the magic happens
(07:13):
when the guests start arriving
so
I definitely have to have multiple changes of clothes
by 7:00am I go outside and I start cooling off my van
and guess what
my van's AC is out and so
I already have loaded
all of the inventory that I could
that wouldn't get affected by the heat
(07:35):
so I have to unload all the inventory from the van
pivot grab my SUV
thank God I have an SUV start blasting the AC
and we're talking southern middle of the summer
melt your eyelashes off humidity
I blast my AC to turn my
SUV into a mobile flower fridge
(07:57):
because the blooms they need it to survive the day
at 8:00am everything is loaded
the flowers the decor
the cakes literally two cakes
all of the inventory
and I'm basically driving a bakery that
crashed into a floral shop
so off I go to the venue
(08:17):
I always
as I'm leaving my studio and headed to the event
I always pray over the couple
I always pray over the day
because we're planning for more than just this day
and so I pray over their marriage
and I pray over the safety of all of the vendors
and the guests and the staff
my staff and myself
(08:40):
as I go up and down ladders and run around
and just
just a covered prayer over the day
hey friend
you know that moment when you're lying in bed at 2:00am
staring at the ceiling thinking
what am I forgetting
how do I tell my future mother in law
that she can't wear white
do I even need a seating chart
yeah I've been there too
(09:01):
that late night spiral the stress
the second guessing it's more common than you think
that's exactly why I built The Bride Bot™
because no one should have to lose sleep or sanity
trying to plan their wedding
she's not just another chatbot
she's my brain
packed with 20+ years of wedding planning experience
(09:22):
turned into your 24/7 virtual wedding planner
she builds timelines she writes your vendor emails
she creates your checklist
and remembers every personal detail
she can literally help with anything you need
and the best part she never sleeps so that you can
The Bride Bot™ gives you clarity
(09:43):
calm and confidence
without the $5,000 dollar price
of hiring a professional wedding planner
and right now
you can steal her for a limited time
introductory price at thebridebot.com
let her do the heavy lifting
so you can actually enjoy this season of life alright
let's get back to the episode
(10:03):
upon arrival
the first thing I do is I met with the rental crew
and we decided where to place the tent
and set up the rentals
I unloaded the cakes to get them into the fridge ASAP
then I tuck the flowers inside the venue house
to protect them from the heat
like they are VIPs and then comes the physical labor
(10:24):
we hauled a hundred plus chairs
200 feet from where they were stored to the ceremony
where the ceremony would take place
so that involved you know
taking them out of the storage unit
hauling them by hand opening them up
setting them up at the ceremony
(10:45):
and y'all we were drenched within not even two minutes
it looked like I had taken a shower
and then I forgot to dry off
I mean it was it was bad
then after we got done with the outside ceremony
chair setup we went inside to start working on the
(11:05):
setting up the bar area decorating the mantles
we had a team meeting
where I sit down and go over the entire day of uh
with my staff
so that they're familiar with what's going on
and where everything's gonna go
and what the timeline looks like
and then we went out to the reception tent
to start working on the tent
(11:26):
we rolled out the reception tables one at a time
because nothing is ever simple
we once we got the tables out
we placed the linens folded the napkins
set all the China the silverware
the glassware
and we stood back and we just admired the hard work
and then a storm came in
(11:46):
because it's the summer in the south and we
we just love to get these afternoon storms
that just roll in unexpected
nothing on the radar they are great
I love them
so everything that wasn't under the tent
had to be torn down and brought back in
so literally we had just spent from 9AM to 1PM
(12:10):
setting everything up so we had to tear it all down
and we waited for the storm to pass
and then we went right back out and set it up again
meanwhile I'm
I'm literally watching the radar on my phone
like a meteorologist on Red Bull
I mean I
I am just staring at it
I am predicting where it's going to be
(12:31):
and I am not a meteorologist
and in fact I tell my clients
I will advise you the best I can
if someone granted me a wish
it would be
that I could tell what the weather was gonna do
so unfortunately I don't have a crystal ball
but I will give it my best shot
at making sure that I've prepared uh
(12:52):
for best
case scenario and worst case scenario so at 2:00
I head into the bridal suite
and I meet with the bride and her family
and we talked through our
just in case it rains game plan
and I showed them how we were gonna pivot if we had to
and everybody loved the plan
they were all on board
after I met with the family
(13:13):
it was back to set up
and the family started to arrive for photos
and I was pinning on the boutonnieres
tying the corsages
handing the bridesmaids their bouquets
helping the photographer
keep on track with the photo list
it was like wrangling squirrels in formal wear
I mean it really is
(13:33):
it's it's just
there are so many people
and none of them want to stay where you put them
and you know it makes for a very interesting day
so at the same time that this happens
this is about the time that the vendors
start showing up so
despite the fact that we've had meetings
and I've sent them the details document that I
(13:55):
you know rave over for every
anyone that's planning a wedding
needs to have my details document
they still all show up with questions
so many questions and I get it
but also good Lord read the documents
you know remember our conversation
but just let that be a note to you
(14:17):
you have to over communicate
and then when you over communicate
you have to communicate more
because
most of your vendors are working multiple events
they don't have that personal relationship with you
like a wedding planner might have
so make sure to have
if you don't have a wedding planner
make sure you do have that one person that
(14:38):
is there to funnel all those questions for you
because trust me
it is chaotic and no matter how much you communicate
they will still have questions on the wedding day
so make sure to designate someone
so that you can just enjoy your day
and not have to be funneling questions
like I do all the time
so 3:30 is time to change
(15:00):
I'm like okay y'all
I tell my staff I'm gonna go
you know I'm gonna go change my clothes real quick
and try and freshen up for the event
and it never fails
whenever I make that decision to do that
which I try and do it as late as I possibly can
someone will show up and someone will have a question
(15:20):
and they're texting me and I'm in the bathroom
usually I'm just in
in really like a closet trying to get ready and um
and I'm texting my staff
can you please take care of this
they've just arrived they need to know this
I'm just trying to change my clothes here so um
I just need five more minutes but it never fails
(15:41):
the minute that I decide to go change
I get a million questions so I
I go inside for my 5 minute power change and um
into my event outfit my hair
you know try and do something with it
because I'm sweaty and my makeup is melting
but you know
we're doing it we're killing it
(16:01):
so uh
it's not about me it's about the bride
but I do try and look a little presentable
on the day of
even if I'm outside in the middle of July in the south
at this point it's still kind of sprinkling
the guests are starting to arrive
and I look to the sky and I'm literally praying like
please just let that cloud go over there
(16:24):
like completely miss us
and I realized we might have a window to pull this off
um like the
the dream wedding day that the bride envisioned
which was an outdoor ceremony
so I go back inside
I gather the bridal party and the family
and I give them a Pep talk
I'm like y'all
(16:44):
when I say go
we go
no delays
no missing groomsmen
no one deciding it's time to find a snack
or talk to a guest outside
we start on time I knew that we had to start on time
to be able to have a short window
to get the ceremony in and we always start
I always start on time but this was very important
(17:07):
to make sure that we could go
when I said go and so I
I just kind of powwowed
them and gave them the spiel and said uh
we have to be ready to go
so that means I need all of you to stay right here
we're not allowing any guests to come in at this point
because then it will delay us to get them back outside
(17:29):
so there were so many things on this day
and I said this to my staff at one point
had I not been kind of ahead of everything
which is one of my main jobs is to stay ahead to
to see things before they happen
to prepare for potential things that happen
(17:49):
before they happen
we would not have gotten this ceremony in
and we would not have you know
been able to perform this beautiful
outdoor ceremony that the bride dreamed of
and so it's so important that you have someone
that is being your advocate on that day
because you are busy
you're not sitting there checking the weather
(18:11):
you're not sitting there making sure that everybody is
where they're going to be
or at least I don't I don't want that for you and
and so for me
I look at it and I kind of step outside of
of the event on a paper and I
and I see it in a way that
that says hey we
(18:32):
we have two minutes to move these chairs over to here
let's go ahead and knock that out
so that we don't have to do it when it's dark and
you know when it's potentially raining
raining again this evening and the chairs all get wet
and then the client has to pay the deposit
and then oh yeah
let's look at this
and let's assess the weather situation
and let's get them down the aisle on time
(18:54):
because if we don't we're gonna miss the window to
to have the ceremony I mean
that is my job the entire day
and it's one that people don't know that I'm doing
and so
I am two hours ahead of everybody else in an event
and it's important to have someone in your corner
that can do that for you
to make sure that things don't
(19:16):
you know things go the way that
that you in your in your dreams had them going
um and so
that is a very important part of my job
and what I do on the wedding day
so I'm constantly playing a game of what ifs
like what if that happens and what if this happens
and oh we've got to move this so that the
(19:37):
you know while everybody's out there at the ceremony
let's clean up the the downstairs of the house
while they're at the ceremony
to make sure that when the guests come in
there aren't empty cups
sitting out from the bridal party and and
and just stuff everywhere
you know
those are the kind of things I do and nobody knows I do
them but they walk into a beautiful house and they go
(19:59):
wow this looks so beautiful
it's only because I did that
you know so
it's important to make sure that you have someone
that you trust
to be able to be two hours ahead of you on
on the event day and catch those things
and you know
that took years and years and years to do for me
(20:20):
um but for me now it's just
you know it's second nature
I just run through the day
two hours before anything happens
hey Snagster
quick pause
if you are listening right now and you're thinking
okay Sarah
but seriously
where do I even start with planning my wedding
take a breath you are not alone
I've been right where you are overwhelmed
(20:42):
not sure of what comes first
already second guessing
every single decision before you've even made it
and that's exactly why I created Bridal Bootcamp
a free
step by step class for busy brides who want less chaos
and more clarity
because you're not the only one feeling stressed
confused or stuck so many brides feel this way
(21:05):
but they don't have to in this free class
I'll walk you through the 3 biggest
wedding planning mistakes
that secretly create stress
the truth those big wedding websites don't tell you
and my simple proven 4 step process to save time
cut overwhelm and actually love the season of your life
girl it's free
(21:26):
just sign up thousands of brides are loving this class
and I don't want you to miss it
and when you're ready to take things to the next level
my signature course
The Wedding Planning Process Masterclass
is there for you too
it's the exact system I've used for over 20 years
to help countless couples plan calm
meaningful weddings without the chaos
(21:48):
and without the $5,000 dollar price tag
you deserve to feel clear
confident and excited not stressed and stuck
so head to wedplanpro.com for all of these tools
free classes
freebies and the resources I made just for you
alright let's get back to the episode
(22:09):
all right 5:30 on the dot
I line everyone up
I give them my signature please don't faint speech
no one's ever been able to fight off that that tunnel
you know and make it out of the tunnel
they they end up on the ground
and I have carried out groomsmen that have passed out
I've carried out bridesmaids that have passed out
(22:29):
I even had to carry
had to get a chair for a groom one time
because he passed out and just sat him down
and they performed the entire ceremony seated
so you know
I give the speech about fainting
I tell them to make sure to spit out their gum
if they have gum
and then also turn off their cell phones
if they have their cell phones with them
(22:51):
so I give them the little speech
so the ceremony was absolutely magic
the skies held uh
thank god and you know
everyone just enjoyed watching their love story
and after the ceremony
we held the bridal party for family photos
and then whisked the couple off to the bridal suite
so that they could breathe
eat and drink for just a minute in peace
(23:14):
without anyone bothering them
during the cocktail hour
while the guests were sipping on drinks
and munching on appetizers
my team and I hauled all those dang chairs
back to the storage
again dripping in sweat
but we were still smiling and laughing
and then we went to fill up all the glasses
on the reception tables and
(23:36):
so that the guests would have water in their glasses
when they sat down at the reception
and then we lit all the candles
and then it started raining again
it was so much fun
but that's okay because the ceremony was done
the pictures were done the guests were covered
mission accomplished
(23:57):
so the guests were seated
and then we did the bridal party entrance
and I directed the traffic
like a wedding day air traffic controller
you know and then dinner starts
and I stand there and I release each table one by one
and then it's time for the cake
and since it's a million degrees outside
(24:18):
I had to keep the cakes in the house all day
so I carried out the cake
and I carried it out just before the cake
cutting so it wouldn't melt or um
fall down you know
before they had their pictures taken
and then I carried it back inside
cut the cakes
plated them and then served them to the guests
(24:41):
and then there were the dances and the toasts
and the dance floor was open
and then I snuck away to once again haul the chairs
and so at this point the first time
during the cocktail hour
we had moved the chairs over to the storage
but we hadn't folded them
and stored them the way that the venue wanted us to
at that point
(25:01):
so we took this opportunity to do it at this time
and so we were over there
putting one by one chairs back into the storage um
building
and so then this is you know
just there were a lot of favorite moments in the night
but um
a little later in the evening
I was heading back to my vehicle
with some decor in hand and
(25:23):
you know
it was raining and the concrete was slick and y'all
my feet go flying I fell right on my butt like hard
like cartoon style fall and
you know
one of my favorite things to do is to watch people on
um you know
TikTok or Instagram reels fall
(25:46):
it's just like it it just makes me laugh so hard
and so it's just like karma
you know I look around and
and I'm like I look behind me
and I'm like did anyone witness
uh that fall
and then I got up and I was like assessing the damage
you know I was like
(26:06):
oh my gosh am I okay 1
2 like
did I break anything I mean
cause y'all it was probably the
hardest fall I've ever had in my whole
entire life and then I just kept
you know laughing and just kept going
and was taking the stuff back to the
to the car that I could load at that time
and um
so we got one hour to break down everything
(26:29):
at the end of the night so the
the wedding was great
everyone was happy at the end of the night we
we we
you know the guests had been dancing and enjoying
um you know
celebrating their love
and we go to line them up out front and um
you know get them the
the streamers that they had and the bubbles
(26:51):
and we get everybody in a line and then send
send out the bride and groom for their exit and um
it was just a magical day full of love and it was um
great to be a part of it
so we got about an hour to break down everything
which means we had to pull the linens
(27:12):
and stack the chairs and scrape the plates
and put them back into the rental company's um
organizers and haul all the trash
y'all trash at the end of the
night is such a pain because nobody thinks about it
and nobody goes like hey
how's the trash gonna get out
but I'm talking every trash can
(27:34):
bathroom trash bridal suite trash um
all of the bar trash
dinner table trash all of that trash
we have to haul at the end of the night to where
we need to
to the venue tells us to take it and so we do all that
we clean the entire venue
which it's very important to
to figure out
what your responsibility is with the venue
(27:56):
and this client's
responsibility was to clean the venue
so everything had to be basically
how it was when we walked in there at um
9:00am in the morning so
we are the team that has to make sure that gets
put back together
um
and then it just got weird y'all so here's the thing
(28:18):
we spot a car
the lights are on and it's
it's just sitting outside on the main road
and we're in a state park
someone had run through the gate of the state park
at 6:00 that morning and so
the city had already come to the event
and pulled me aside
(28:39):
and told me what I needed to do with
with the gate that wasn't there anymore
but they had rigged up some caution tape stuff
and I had to you know
at the end of the night when I'm the last one to leave
so I have to turn off all the lights
lock the building I'm out in the middle of nowhere
and so my nerves are kind of
(29:01):
you know
I'm a little bit like looking over my shoulder anyways
you know it's kind of
like that feeling
when you're walking through a haunted house
and and so I'm turning everything off
and I'm like you know
I gave the guy that came to see me at the event
I gave him my word I would put the caution tape out
I'd make sure that the the park was secured
as secure as it could be
(29:21):
but there's this one car that is just sitting out
and so I'm kind of thinking maybe it's
you know someone from the event
they're trying to like sober up or something and
and but I
I just don't know who this person is at this point
and so we go to get our vehicles
which were parked in the back parking lot
and we come around and we
(29:44):
when we go to pull into the front side of the venue
they turn on their lights
and my assistant kind of
stayed in the main road
to block this person from coming into the driveway
or else I would be I would be trapped
you know so she's standing out
sitting out there in her car
(30:05):
and she's calling me and I'm like
what's the deal who is this person
what are they doing and she's like
he's just looking at me and I'm looking at him
I don't know who he is
he's not someone that was at the event
like I don't know what's going on
so then she decides that it
it's you know
at this point
it's turning into like a true crime podcast
(30:25):
so lights come on the cars trying to pull in
my assistant is blocking their car
and then she calls the police
and so she's like
what is this person doing
I don't know what's going on
we didn't feel safe and so she calls the police
I am frantically trying to load all of the vases
(30:49):
and the cake stands
and all of these things into my car and um
so I have the back of my SUV open
and she calls me and says
get in your car right now
get in your car they're
they're come he's coming in
you know and he pulled into this
like back entrance of the venue
(31:10):
which would have like
would have blocked me in so I throw the car in reverse
I drive backwards like I'm in fast and furious
like Wedding Planner Edition
and I slam on the brakes
when I get to the end of the driveway
the cake stand falls out you know
vases fall out because my the
(31:33):
my back of my SUV is still open
everything that I had just loaded into the car
flies out into the road
at the exact same time that the police
arrive and I so that's what they roll up on
and I'm like out of my car
my other assistant that was in the car with me is
holding down my car horn I mean
(31:55):
we felt like these people were coming to
to take us to steal us you know
and it was it was scary y'all
and so the police pull up on this
and I jump out of my car
and the police are like shining their lights on me
you know and I'm just like this is insane and I'm like
(32:16):
I'm so sorry we don't know who this person is
we're explaining
the whole story of everything that happened
and he's like okay great
I'm gonna go um
I'm gonna go check him out and see what's going on
and like why he's here
because no one was supposed to be there
no one was supposed to be there
my job was to be the one to turn off the lights
to lock the building to put the caution tape out
(32:38):
like the city asked me to do at the entrance of the
of the park so I was not expecting anyone to be there
and so he goes and he runs up to the house
and he's checking on who this person is
and and by the way the car it was a dark vehicle with jet black tinted windows
so we couldn't really even see who this person was
so they the cop goes up to the car
(33:01):
you know talks to the person and sees
you know
who they are and then comes back and he's like um
so that is the cleaning crew and I'm like
you've got to be kidding me
and like I didn't know anything else to do but laugh
like we literally called the cops on the cleaning crew
(33:22):
what so I was a little embarrassed
and so I went up there and and I apologized to them
and I was like I'm so sorry
but honestly like
you could have just gotten out of the car
and told us who you were
instead of sitting on the street
turning your lights off turning your lights back on
(33:42):
pulling into the driveway with your lights off
like it was all shady it was all shady and so um
the police officer assured us we were fine and um
I was shaking like profusely
you know and I was just like this is nuts
this is nuts
this is gonna be this is gonna be on my podcast
this is this is why I called this the snag podcast
(34:05):
cause this is a little snag
but um we finished packing and we locked the gates
and I drove home
and at this point it's close to
to 1:00am and I walk into my quiet house
where everyone is sleeping
and I sit on the couch my whole entire body hurts
(34:26):
it takes four days for my body to repair and um
you know my brain won't turn off
and I just sit in that moment and thank god
because this work is hard
it's exhausting and it's often thankless
but it's also beautiful
(34:46):
and no one sees everything that I do
they just see that it got done and that's okay
but I wanted to give you a peek behind the curtain
to show you what
it really takes to produce a wedding day
it's not just one day
it's it's multiple days that turn into a fantastic day
so if you're planning your wedding friend
(35:06):
just make sure you have the right people in place
people who will haul
hustle and handle it all so that you don't have to
thanks for letting me share a little bit of my story
with you today
and please as always make sure to follow the show
and share it with a friend
and as I always say
until next time snagsters
(35:28):
this is where the process becomes the promise
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