Supplier Spotlight

Hi Tola! Let’s start with the basics. What does a wedding planner or coordinator actually do, and how can they support couples through the planning process?

A wedding planner or coordinator is there to take the pressure off the couple and make sure all the different elements of their wedding come together seamlessly.

For us at Roe Weddings, it’s about much more than creating a timeline or making sure suppliers arrive on time. We become the couple’s trusted point of contact throughout the planning process, helping them make decisions, manage suppliers, troubleshoot challenges and turn all those ideas and Pinterest boards into a wedding that feels cohesive, considered and, most importantly, like them.

On the wedding day itself, our role is to take everything that has been planned and bring it to life, allowing the couple and their families to be fully present and enjoy the day rather than worrying about what happens next.

It sounds like the support can look quite different for every couple. At what point in the planning process would you recommend getting you involved?

There really isn't one perfect stage because every couple needs something different.

Some couples come to us right at the beginning and want full support from venue finding and supplier recommendations through to the wedding day. Others have planned most of their wedding themselves and come to us later for coordination and to take over the logistics.

If you know you want professional support, I always recommend bringing your planner or coordinator in earlier rather than later. Even if you are doing most of the planning yourselves, having someone who can look at the bigger picture and guide you from the outset can save a huge amount of time, stress and potentially costly mistakes.

For couples who have planned everything themselves, we meet with them around two months before the wedding and take over the logistics, allowing them to move into the final stages feeling confident and organised.

Couples already have a venue team supporting them, so how does your role differ from that of a venue coordinator?

Venue coordinators are incredibly valuable and know their venue inside out. They are an important part of the wedding team, but their role is naturally focused on the venue and the services that the venue provides.

A dedicated wedding coordinator works exclusively for the couple and looks at the wedding as a whole. We are thinking about every supplier, every transition, the guest experience, the styling, the timings, the couple's personal wishes and all the little details that sit outside of the venue's responsibility.

We work alongside the venue rather than instead of them. The best weddings are the ones where everyone knows their role and works together as one team.

That collaborative approach makes so much sense. When you first start working with a couple, what do you like to know about them and their wedding?

We want to know the couple behind the wedding.

Of course, we need to understand the practical details: venue, date, guest numbers, suppliers, budget and what has already been booked, but we also want to know what is important to them.

What do they want their guests to remember? What matters most to them? What are they excited about? What are they worried about? Are there cultural, religious or family traditions that need to be incorporated? And, perhaps most importantly, how do they want to feel on their wedding day?

The answers to those questions help us understand what kind of wedding they want to create and how we can support them best.

And once you know all of that, how do you turn those Pinterest boards, saved posts and ideas into one cohesive wedding?

Most couples have lots of inspiration by the time they come to us: Pinterest boards, Instagram saves, screenshots, colour palettes and ideas they've collected over months or even years.

Our job is to help make sense of it all.

We look at what they are drawn to, identify the common themes and then translate that inspiration into something that works practically for their venue, guest numbers, budget and overall wedding experience.

We also think about how each element connects. The stationery, flowers, tablescape, lighting, entertainment, timings and guest experience should all feel like part of the same story rather than a collection of individual ideas.

Communication clearly plays a huge part in making all of that happen. How do you work with the venue and other suppliers to make sure everything runs smoothly?

Communication is everything.

Before the wedding, we make sure everyone understands the plan, timings, responsibilities and any venue-specific requirements. We liaise with suppliers, create detailed schedules and make sure everyone has the information they need before they arrive.

On the day, we become the central point of communication so the venue and suppliers can focus on doing their jobs.

We have always believed that a wedding works best when the entire team works collaboratively. We respect the expertise of every supplier and the venue team, while making sure the couple's overall vision remains at the centre of everything.

So, while the couple are getting ready, what does a typical wedding morning look like for you?

Early starts, a big breakfast and our number becoming a hotline!

Our wedding morning usually starts well before guests arrive. We are checking in with the venue, making sure suppliers are arriving as scheduled, overseeing deliveries and styling, checking the ceremony and reception spaces and making sure all the little details are in place.

We are also checking in on the couple and bridal party, making sure they know what is happening and where they need to be without overwhelming them.

There is usually a lot happening behind the scenes, but our aim is for the couple to feel that everything is calm and under control.

And then comes that lovely moment when the doors open, the guests arrive and we know all the planning is about to come together.

That sounds like quite a morning! When it comes to the wedding timeline itself, are there any details couples often forget to allow time for?

Absolutely!

Couples often think about the big moments — the ceremony, drinks reception, dinner, speeches and dancing — but don't always allow enough time for the transitions in between.

Things like travel time between locations, photographs, getting everyone seated for dinner, gathering people for group shots, outfit changes, supplier set-up and room turnarounds can all take longer than expected.

We also encourage couples to build some breathing space into their day.

Some of the best moments happen in those little pockets of time when you can simply stop, take everything in and enjoy it.

It must be really rewarding when all that planning finally comes together. What’s your favourite part of being involved in a couple’s wedding day?

The moment the couple finally realise they can relax.

We spend months working through the details with them, so seeing that moment when they walk into their ceremony or reception and everything they imagined is there is incredibly rewarding.

I also love the personal moments that happen throughout the day, the bride getting into her dress, seeing parents see their children for the first time, or watching a dance floor completely come alive.

Those moments are why we do what we do.

Before we finish, what’s your top piece of advice for couples planning their dream wedding?

Plan the wedding you actually want to have, not the wedding you think you are supposed to have.

There are so many expectations around weddings and so many opinions from family, friends and social media. But ultimately, this is your celebration.

Think about how you want your guests to feel, what you want to experience together and what genuinely matters to you as a couple.

And once the planning is done, let yourself enjoy it. Your wedding day is not a project to manage, it is a milestone to experience.

We couldn’t agree more! And finally, what do you enjoy about working at Hylands Estate?

Hylands Estate is such a beautiful and versatile setting for a wedding, but what we particularly love is the sense of occasion it creates.

There is something really special about arriving at Hylands and seeing the setting come to life for a wedding. The architecture, grounds and different spaces give couples so much opportunity to create something personal and distinctive.

We also really value working with a venue team that understands that a great wedding is a collaborative effort. Having everyone working together and communicating well makes such a difference to the experience for both the couple and the suppliers.

It is always a pleasure to be at Hylands, and we are really looking forward to being part of the Wedding Showcase and meeting couples who are beginning their own wedding journey.

Thank you, Tola, for sharing your advice with us! We’re looking forward to welcoming Roe Weddings back to Hylands Estate for our Wedding Showcase on Sunday 4 October.

Come along to meet Tola and our selected suppliers, explore the venue and gather inspiration for your own day.