Ideas for wedding planners

Ideas for wedding planners

• Inquiry reply

  When a new wedding inquiry lands in my Gmail, check whether I'm free on their date, and if I am, draft a reply with my pricing guide and a Calendly link for a consultation.

  Brea checks the date against your calendar and drafts the reply the same hour.

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• Vendor confirmations

  7 days before the Reyes wedding, email every vendor in my sheet their arrival time and scope, and text me who hasn't confirmed by Thursday.

  Brea messages the whole team on schedule and tracks who is in.

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  • Email

• Run of show changes

  The ceremony moved to 4:30. Update the run of show in Google Docs and email each vendor what changed for them.

  Brea edits the timeline and sends each vendor only the part they need.

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  • Email

• Payment schedule watch

  Every morning, check my payments sheet for client instalments and vendor deposits due this week and draft the reminders.

  Brea keeps every due date in view and drafts each reminder before it slips.

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  • Email

• RSVP count

  Every Friday, count the RSVPs in the Reyes guest sheet, list who hasn't answered, and text me the totals and meal choices.

  Brea reads the sheet and sends one message with the numbers you need for the caterer.

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  • Reads files
  • Reminders on a schedule

• Vendor shortlist

  Find five florists near Napa who do garden-style weddings under $6,000 and put them in a Google Sheet with websites and reviews.

  Brea searches the web and builds a shortlist you can share with the couple.

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  • Searches the web
  • Uses websites for you

• This week's tasks

  Every Monday, text me the Asana tasks due this week for each wedding and anything overdue.

  Brea reads every project and sends one list, grouped by couple.

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  • Reminders on a schedule

• Weekly couple update

  Every Thursday, email the Reyes couple what we finished this week and what we need from them, from my Asana board.

  Brea drafts the update from your tasks so the couple always knows where things stand.

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  • Email

• Wedding week timeline

  Make the Reyes wedding week timeline in Google Docs from my vendor sheet, and add each vendor's arrival to my calendar.

  Brea writes the timeline and puts every arrival on your calendar.

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• Consultation prep

  Every morning at 8, for each consultation on today's calendar, text me the couple's date, venue, budget, and guest count from their inquiry email.

  Brea finds each couple's inquiry and sends you the details before your day starts.

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  • Calendar

• Vendor contract chase

  Check the Reyes wedding folder in Google Drive for missing vendor contracts, and email each vendor that still owes one.

  Brea compares your vendor list with the folder and asks only the ones missing.

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  • Email

• Vendor contact sheet

  Make one Google Doc with every Reyes vendor's contact, arrival time, and day-of phone number from my Airtable.

  Brea builds the sheet from your records, ready to share with the team.

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  • Reads files

• Emails to tasks

  Every evening, turn the decisions and requests in today's couple emails into Asana tasks with due dates.

  Brea reads the day's emails and adds each to-do to the right wedding's project.

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  • Email

• Vendor thank-yous

  Every Monday, draft a thank-you to every vendor who worked last weekend's weddings on my calendar.

  Brea drafts a personal note to each vendor for you to approve.

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  • Email

• Review requests

  Every Monday, email the couples whose wedding was two weeks ago asking for a review.

  Brea sends each ask at the right moment, after the thank-yous and before life moves on.

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  • Email

• Morning planner brief

  Every weekday at 7:30, text me today's meetings, vendor confirmations still missing, and payments due this week.

  Brea reads your calendar, inbox, and payments sheet and sends one short brief.

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• Wedding directory inquiries

  Every morning, check my The Knot and WeddingWire inboxes for new inquiries and text me each couple's date, venue, and guest count.

  Brea signs in to each directory with your saved login and sends you one list.

  • Uses websites for you

• Venue availability

  Check the booking pages of Rosewood Estate, Cline Cellars, and Beltane Ranch for open Saturdays in June 2027 and put them in a Google Sheet.

  Brea looks at each venue's site and lays out the open dates side by side.

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  • Uses websites for you