Wedding Weekend Helpers

Bridal Party at Southern Farm Wedding, Photo by Christy Lee Photography
Bridal Party at Southern Farm Wedding, Photo by Christy Lee Photography
How to organize your wedding weekend helpers, Photo by Becky Willard Photography
How to organize your wedding weekend helpers

Tips for Making the Most of Wedding Helpers

Weddings are complicated. Emotions are high and there are just so many elements and people that have to come together to make the event a success. It is easy to get lost in the details, but always remember that you don’t have to do it all by yourself. If hiring everything done isn’t in the budget, don’t worry! Friends and family will be more than willing to step in to help if you are organized, considerate and appreciative.  Here are some pointers to help you make the most of your time with your wedding weekend helpers!

Get organized

  • Make descriptive to-do lists that give clear directions.  Be sure to include who, when, where and how to complete each task as well as a realistic estimate of the time it will take to finish.
  • Make sure someone is in charge.  Hire an event coordinator if possible, but if not find someone who is good at managing people and understands the vision you have for your wedding day.
  • Post your event timeline, to-do lists and the contact information for whoever is in charge in a public place so everyone can see who is doing what and what still needs to be done. We recommend getting everyone on Google Docs in advance and then having a command center at the venue.
  • Provide the proper resources and tools for your helpers to complete their task.  It is always helpful to include pictures or sketches so people can visualize what you’re asking of them.

Be considerate

  • Allow your volunteers to pick how to contribute to your wedding. It may be best to make suggestions based on their skills, but ultimately let them decide. AKA don’t give uncle Bobby the power lifter the job of tieing tiny ribbons on favor bags.
  • Let people know in advance what they’ll be doing and practical details about their task, like what to wear, what time to arrive and how long they’ll be working.
  • Respect your helpers’ time by not having too many or too few helpers. No one wants to just sit around because there isn’t enough work and no one wants to be stressed that they won’t be able to finish their job. But, for your sake error on the side of too many helpers.
  • Make it fun for your helpers.  Play music or have contests to keep the mood light and stress-free.
  • Have drinks and snacks available for your volunteers. They are probably coming early for setup and staying late for cleanup so keep them hydrated and happy NOT hangry!

Show appreciation

  • There are so many ways to show your appreciation for the work your helpers did.  You’re probably going to know the most appropriate and fitting option, but you could:
    • Mention your helpers in speech or on the program
    • Give them a special gift (doesn’t have to be anything big)
    • Reserve prominent seats for them at your reception
    • Host a dinner party after the event
  • Don’t forget to return the favor or pay it forward.  Be the first to volunteer to help when a friend or family member is planning an event or in need of help in any way.

Your goal should be for you and your helpers to stay as calm and stress-free as possible.  You will want to be able to relax and enjoy your day.  So, make the effort to be organized, considerate and appreciative before, during and after your event.

*Feature Photo by The King’s Daughter Photography

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