Wedding Planner

ob Purpose

The Wedding Planner is responsible for delivering an exceptional client experience by planning, coordinating, and overseeing weddings from the initial consultation through to the successful execution of the event. The role requires outstanding organisational skills, attention to detail, excellent communication, and the ability to coordinate multiple departments to ensure every wedding exceeds client expectations.

Key ResponsibilitiesClient Relationship Management

• Conduct consultations with prospective and confirmed wedding clients.
• Understand each couple's vision, preferences, budget, and expectations.
• Build strong relationships with clients through regular communication and professional service.
• Conduct venue show rounds and present venue packages.
• Provide expert advice on wedding planning, timelines, décor, menus, and logistics.

Wedding Planning & Coordination

• Prepare detailed wedding proposals and quotations.
• Develop comprehensive wedding timelines and function sheets.
• Coordinate all planning meetings with clients.
• Ensure all event details are captured accurately within the venue management system.
• Confirm final guest numbers, floor plans, seating arrangements, menus, dietary requirements, and special requests.
• Coordinate rehearsal schedules where applicable.

Internal Department Coordination

Work closely with:

• Sales Department
• Operations Team
• Kitchen & Pastry Department
• Bar Department
• Décor Department
• Housekeeping
• Maintenance
• Hotel Department
• Transport Department

Ensure every department receives accurate event information well in advance of each wedding.

Supplier & Vendor Management

• Liaise with photographers, florists, DJs, entertainers, stylists, transport providers, officiants, and other suppliers.
• Coordinate supplier arrival times and setup schedules.
• Ensure suppliers comply with venue policies and timelines.
• Resolve supplier-related issues professionally.

Wedding Day Management

• Be present on the wedding day to oversee execution.
• Coordinate the ceremony and reception schedule.
• Ensure all departments perform according to the agreed timeline.
• Manage last-minute changes and resolve problems calmly and efficiently.
• Maintain continuous communication with the bridal couple, MC, vendors, and venue management.
• Ensure exceptional guest service throughout the event.

Administration

• Maintain accurate client files.
• Issue confirmations and planning documentation.
• Prepare event orders and function sheets.
• Update booking systems with accurate information.
• Ensure contracts, deposits, and final payments are received on time.
• Complete post-event reports where required.

Sales & Business Development

• Upsell venue services including accommodation, décor, transport, bar packages, and additional services.
• Promote The Garden Venue professionally.
• Assist in achieving departmental sales targets.
• Request client testimonials and online reviews after successful weddings.
• Build relationships with wedding suppliers to generate referrals.

Minimum Requirements

• Diploma or Degree in Hospitality, Events Management, Tourism, or related field (preferred).
• Minimum 5 years' experience in wedding planning, hospitality, or event management.
• Valid driver's licence.
• Proficient in Microsoft Office.
• Experience with event booking systems is advantageous.

Skills & Competencies

• Exceptional organisational skills.
• Strong communication and interpersonal abilities.
• Excellent customer service.
• High attention to detail.
• Problem-solving and decision-making skills.
• Ability to manage multiple weddings simultaneously.
• Professional appearance and conduct.
• Ability to remain calm under pressure.
• Time management and prioritisation.
• Creative thinking.
• Financial awareness and budget management.

Working Hours

• Flexible working hours, including evenings, weekends, and public holidays.
• Attendance at weddings and venue open days is essential.

Personal Attributes

• Passion for hospitality and weddings.
• Positive attitude.
• Professional and well-presented.
• Self-motivated.
• Team player.
• Honest and trustworthy.
• Client-focused with a commitment to excellence.

Performance Expectations

The Wedding Planner is expected to provide a luxury client experience, maintain excellent communication throughout the planning journey, ensure flawless event execution, and contribute to the reputation of The Garden Venue as one of South Africa's premier wedding venues. The role requires exceptional coordination across all departments, as successful weddings depend on seamless teamwork, proactive planning, and meticulous attention to detail.

Pay: From R25 000,00 per month

Work Location: In person