Wedding Planning Referral Coordination

---
name: wedding-planning-referral-coordination
description: |
  Refer couples and their families onward and coordinate with other professionals and services.
  TRIGGERS - Use when a wedding planner needs a referral & coordination for couples and their families in venues, suppliers and planning offices.
category: Wedding Planning
license: MIT
version: 1.0
---
# Referral & Coordination — Wedding Planning

Refer couples and their families onward and coordinate with other professionals and services. The deliverable is a referral pack and a coordination log with responses tracked.
This skill is written for a wedding planner working with couples and their families in venues, suppliers and planning offices.

## When to use
- You are a wedding planner preparing, delivering or reviewing this part of your work in venues, suppliers and planning offices.
- You need a defensible, repeatable approach that produces a referral pack and a coordination log with responses tracked.
- A colleague, auditor or client asks how this was done and what evidence supports it.

## Key Concepts
| Term | Meaning |
|------|---------|
| Run sheet | the minute-by-minute schedule for the wedding day |
| Contingency | backup plans for weather, suppliers or timings |
| Venue styling | the decoration and layout of the celebration space |

## Workflow
1. **Step 1** - Confirm the referral is appropriate: what couples and their families need that sits outside the wedding planner scope in venues, suppliers and planning offices
2. **Step 2** - Prepare the referral from planning timelines — relevant history, current status, the specific question being asked
3. **Step 3** - With consent, send the referral and log who received it and when; chase non-responses on a set schedule
4. **Step 4** - Share incoming findings back into the main record so the plan and milestone completion stay joined up
5. **Step 5** - Close the loop with couples and their families: explain what happens next, who owns it, and what to do if things worsen — mindful of supplier failures on the day

## Profession-Specific Components
| Component | Details for Wedding Planning |
|-----------|-------------------------------|
| Core documentation | planning timelines; supplier contracts; budgets; day-of schedules |
| Core tools & equipment | planning software; budget trackers; floor plan tools; communication platforms |
| People involved | couples and their families; the wedding planner; colleagues and other services in venues, suppliers and planning offices |
| Primary record | planning timelines — keep it current, dated and attributable |

## Output Format
**Context:** [Situation in venues, suppliers and planning offices] | **Objective:** [What this must achieve] | **Audience:** [couples and their families and other stakeholders]

The finished output is a referral pack and a coordination log with responses tracked, structured as:
1. Summary of position and evidence
2. Detail, following the workflow above
3. Decisions, actions, owners and dates
4. Review point and escalation route

### Action Plan
1. **Immediate:** Confirm scope, consent and the evidence available in planning timelines.
2. **Short-term:** Complete the workflow steps and record outcomes against milestone completion.
3. **Medium-term:** Review results, close actions, and update local procedures in venues, suppliers and planning offices.

## Success Metrics
| Metric | Target | Method |
|--------|--------|--------|
| milestone completion | Agree a local target and track the trend | Measured from planning timelines and reviewed on a set cycle |
| budget accuracy | Agree a local target and track the trend | Measured from planning timelines and reviewed on a set cycle |
| client satisfaction | Agree a local target and track the trend | Measured from planning timelines and reviewed on a set cycle |
| supplier issue rates | Agree a local target and track the trend | Measured from planning timelines and reviewed on a set cycle |

## Guardrails & Quality Checks
- Never let this happen: supplier failures on the day.
- Never let this happen: budget overruns.
- Never let this happen: timeline collapse on the day.
- Work only within the competence and authority of a wedding planner; escalate or refer anything beyond it.
- Record facts and observations, not speculation, and keep records confidential to venues, suppliers and planning offices's rules.
- Verify names, dates, figures and measurements twice before anything is issued or signed off.
- Use only real, verified information from the case in hand — never invent results, credentials or evidence.

## Example (illustrative)
A wedding planner in venues, suppliers and planning offices applies this workflow for couples and their families: they open
planning timelines, work through the five steps using planning software, and close by recording
the outcome against milestone completion and agreeing the next review date. (Illustrative example only —
replace with the real details of the case in hand.)