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  • Writer's pictureHailey Beard

Good & Bad Qualities of a Freelance Wedding Day Assistant

As a wedding planner, one of your most valuable assets is your team, particularly your freelance wedding assistants. These individuals can make or break the seamless execution of a wedding. Understanding the good and bad qualities of a wedding assistant is crucial for ensuring the success of your events. In this blog, we'll delve into the essential traits that make a great freelance wedding assistant and highlight the qualities to avoid.

Good Qualities of a Great Freelance Wedding Assistant

Reliability and Punctuality

  • Timeliness: Arrives on time for every meeting, rehearsal, and the big day itself. Being on time allows the assistant to be fully prepared. It also sets a professional tone, and reassures the lead planner and the couple that the event is in capable hands.

  • Dependability: Follows through on commitments and tasks without constant supervision. Dependable assistants anticipate needs, and are always prepared to step in wherever necessary. This helps to reinforce the team's overall effectiveness and efficiency.

Strong Communication Skills

  • Clear and Concise: Communicates effectively with the wedding planner, vendors, and clients. Clear communication helps prevent misunderstandings and mistakes.

  • Listening Skills: Understands instructions and can relay information accurately. Good assistants actively listen to what others are saying, and ask clarifying questions when necessary. 

Attention to Detail

  • Meticulous: A meticulous wedding day assistant pays close attention to every element, from the arrangement of flowers to the placement of place cards. They ensure that each detail aligns with the couple's vision and the lead planner's instruction. Noticing the small details will contribute to the overall success of the event.

  • Organized: Manages tasks efficiently, ensuring nothing is overlooked. An organized wedding day assistant maintains a structured approach to their duties, keeping track of timelines, schedules, and to-do lists. 

Flexibility and Adaptability

  • Problem-Solver: Thinks on their feet and adjusts to unexpected changes smoothly. Whether it's a sudden weather change, a vendor running late, or an unexpected guest issue, a good wedding day assistant remains calm and provides crucial support to the lead wedding planner. 

  • Versatile: Handles a variety of tasks, from administrative duties to hands-on setup and coordination. Versatility in a wedding day assistant means being capable of switching between different roles and responsibilities as needed.

Positive Attitude and Professionalism

  • Friendly Demeanor: Maintains a positive, can-do attitude, even under pressure. A good wedding day assistant,with a friendly demeanor, approaches their tasks with enthusiasm and a smile, creating a welcoming atmosphere for the couple, guests, and fellow vendors. 

  • Professional Appearance: Presents themselves in a manner that reflects well on the planning team. A wedding day assistant's professional appearance is a reflection of the lead wedding planner and the company. Their professional appearance serves as a visual representation of the lead wedding planner's brand identity and values of the company. 

Strong Work Ethic

  • Dedication: Goes above and beyond to ensure the success of the event. A truly dedicated wedding day assistant is committed to exceeding expectations in every aspect of their role.

  • Energetic: Remains enthusiastic and energetic throughout long hours. An energetic wedding day assistant brings a contagious enthusiasm to the event, even during extended hours of work. This ensures that everyone remains focused and engaged for a successful wedding day. 

Knowledgeable and Experienced

  • Industry Know-How: Familiar with the wedding industry, including current trends and best practices. 

  • Experienced: Brings relevant experience to the table, enhancing their ability to handle various situations. Having some level of experience allows the assistant to use their practical knowledge to adapt to evolving situations, which can contribute to the success of the wedding. 

Bad Qualities of a Wedding Assistant

Unreliability and Lateness

  • Inconsistent Attendance: Frequently late or absent, causing disruptions and added stress. This behavior not only disrupts the carefully planned schedule, but also adds unnecessary stress to the entire team.

  • Lack of Commitment: Fails to follow through on tasks, leading to incomplete or poorly executed plans. This lack of commitment not only reflects poorly on the assistant, but also reflects negatively on the entire planning team and causes damage to the reputation of company.

Poor Communication Skills

  • Vague and Unclear: Communicates ineffectively, leading to misunderstandings and mistakes. This vagueness,and unclear communication can lead to misalignment of expectations or incorrect assumptions. This can have a negative impact on the wedding day and the company’s reputation. 

  • Poor Listener: Misses important details or instructions, impacting the event’s smooth operation. This lack of attentiveness can result in critical information being overlooked or misunderstood, leading to mistakes and disruptions during the event. Whether it's failing to note specific preferences of the couple, overlooking key logistical considerations, or misinterpreting vendor requirements, their inability to listen effectively can have far-reaching consequences.

Inattention to Detail

  • Careless: Overlooks critical details that can negatively impact the event. For example, neglecting to double-check the accuracy of seating arrangements could lead to delays, or dissatisfaction among guests.

  • Disorganized: Struggles with keeping track of tasks and schedules, leading to chaos. An assistant who is disorganized may find it challenging to manage the multitude of tasks and timelines associated with planning and executing a wedding.This can result in incomplete tasks or missed deadlines. 

Inflexibility and Rigidity

  • Resistance to Change: Struggles to adapt to last-minute changes or problems. A wedding day is fast paced and filled with on the spot updates and changes. An assistant who exhibits a resistance to change may find it challenging to adjust plans in response to unexpected developments. This resistance can lead to missed opportunities for improvement or resolution of the issues at hand. 

  • Narrow-Minded: Lacks the ability to think creatively and problem-solve on the spot. An assistant who is narrow-minded may have difficulty thinking outside the box or considering alternative approaches to challenges. 

Negative Attitude and Unprofessionalism

  • Negative Outlook: Exhibits a poor attitude, which can affect team morale and client satisfaction. Their pessimistic attitude may manifest through complaints, criticism, or a general lack of enthusiasm, which can diminish the excitement of such a special day. 

  • Unprofessional Conduct: Behaves inappropriately, affecting the company’s reputation. This behavior may include rudeness, cursing, insubordination, or breaches of confidentiality, all of which can lead to a negative impact on wedding day.

Weak Work Ethic

  • Lack of Initiative: Does only the bare minimum, requiring constant supervision. This reliance on constant supervision not only creates additional work for the lead planner, but also hampers the efficiency and productivity of the entire team. 

  • Low Energy: Appears disinterested or exhausted, affecting their performance and team dynamics. Their lack of enthusiasm and vitality may be evident in their demeanor, communication, and overall approach to tasks, leading to decreased productivity and effectiveness. 

Unwilling to Learn

  • Refuses to Take Feedback: Rather than viewing feedback as an opportunity for growth, they may perceive it as a personal attack or dismissal of their abilities. As a result, they fail to capitalize on valuable insights and perspectives that could enhance their skills and performance.

  • Refuses to Obtain Industry Education: This refusal to invest in formal education, not only limits their professional development, but also signals a lack of commitment to excellence and growth in their role. In an industry that is constantly evolving and becoming increasingly competitive, obtaining industry education is essential for staying informed, maintaining relevance, and delivering exceptional service to clients. 

  • The CWP Society will soon be launching a Certification Program made specifically for wedding day assistants. This program will present a valuable investment in the professional growth and success of wedding day assistants. Certification will equip them with the skills, credibility, and confidence needed to thrive in the wedding industry.

Selecting the right freelance wedding assistant is essential for the smooth and successful execution of any wedding. By focusing on individuals who exhibit the good qualities listed above and steering clear of those with the negative traits, you can build a reliable, efficient, and professional team. Remember, a great wedding assistant not only supports the planner, but also enhances the overall experience for the couple and their guests.

Content provided by Hailey Beard & Krisy Thomas. Hailey Beard is the owner of Hailey Beard Events and Certified Educator for

the CWP Society. Hailey Beard holds the following certifications: CWP Society Certified Educator and Certified Wedding Planner.  Krisy Thomas is the Vice President of the CWP Society and the owner of Southern Sparkle Weddings & Events. 

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