Scrolling through wedding Instagram is so thrilling! Every tablescape and stunning sunset photo you see is the result of thoughtful planning and hard work. Whether it was a professional wedding planner or a bride taking on the challenge herself, every wedding follows a step-by-step journey from the very first idea, all the way to the final moments of the big day.

Have you ever wondered what that process really looks like? In this article, we’ll break down the steps we take here at Claudia and Co to create weddings that hold a personal touch. Whether you’re a bride or groom seeking inspiration for your planning journey or simply curious about what a wedding planner does and what to expect when working with one, you’re in the right place.

Image From: @mangostudios & @labellefleurdesign

Let’s Talk Priorities (Not Pinterest First!)

Although we love Pinterest, before we even jump into that beautiful world, we as planners need to have a conversation with you. Having a detailed talk with our clients ensures we’re on the same page about everything. We’ll discuss what you want the wedding day to feel like, how you want to feel on your special day, how you want your guests to feel, and get a sense of the overall vibe for the day. For example, do you want a short ceremony or something longer, maybe with a spiritual vow moment just between you and your partner?

Next, we’ll talk about the flow. What’s most important to you to start with? Do you want to plan a welcome brunch if it’s a destination wedding, or would you rather just meet your guests on the day of the ceremony? If it’s a hometown wedding, what are the key moments you don’t want to miss?

Lastly, we’ll discuss the function, what must be included, and how you want the day to run. Maybe you want a giant party or an intimate dinner vibe. It’s all up to you and your spouse, and as a couple, there’s plenty of room for decisions that will shape your celebration.

Keep in mind, your wedding should reflect your values first and the aesthetic second. If there are religious values or family traditions you want to include, be sure to share these with your planner. We’ll make sure to save space for all the important traditions and must-haves, then move on to details like colours and mood boards later, giving priority to what truly matters most.

Defining Our Couple & Their Signature Taste

Image From: @mangostudios & @theglobeandmailcentre

Next, we take the conversation deeper to understand who you are and what matters most as a couple. Making a wedding that truly reflects you both means knowing what makes you unique. Things like your favourite music, the food you love, and your cultural background, all of that is part of your story, and we want to celebrate it.

Once we have all the details that are important for the day and your vibe as a couple, we, as wedding planners, have a better understanding of how to serve you. If we have been in the business for a while, our minds are already swimming with vendor ideas and ways to transform your wedding into exactly what fits you.

Our motto is: start with you, and the design will come naturally. That’s how we designs weddings that feel real and memorable because guests can feel the connection and emotion between the couple.

Guest-Centered Wedding Design

We believe weddings should feel good, not just look good.
That’s why we design with your guests in mind.

Too often, the guest experience is an overlooked part of wedding planning. Most people think in terms of ceremony and reception, but what truly elevates the day is considering how your guests will feel at every step.

Where will they go when cocktail hour starts? Will they feel unsure or out of place? Are there clear cues guiding them through the event, without having to ask what's happening next?

When you plan these little moments intentionally, everything flows. It’s not just about logistics, it’s about creating ease, comfort, and celebration.

At a spring wedding earlier this year, our couple, Monika & Shawn, chose to have Fireball shots passed out to all their guests to enjoy together, right after their speech. That moment wasn’t just fun, it was deliberate. It signaled a shift in energy and got the reception started! Small, intentional decisions like this transform a beautiful wedding into a memorable experience for everyone.

The Hands-On Phase: Mood Boards to Guest Logistics

Image From: @paulavisco & @studiobyhouse & @kromasalon

Once your vision starts taking shape, this next step is where things get real. It’s what many people picture when they think of wedding planning, mood boards, mockups, vendor lists, and all the dreamy design work. And while yes, it’s the fun part (hello, colour palettes and texture samples), it’s also where the bulk of thoughtful planning begins.

If you’re working with a planner, this is usually the most hands-on phase for you and your partner. You’ll start to narrow down your design preferences: What colours feel right? What details speak to you? What vendors matter most for the kind of experience you want to create?

But design isn’t just about how things look. It’s about how the event flows. This is where your wedding planner steps in to guide you through key logistics that go far beyond napkin colours, like when dinner is served, how many guests need vegetarian meals, and whether the catering team needs a heads-up before speeches begin.

There are also the behind-the-scenes details you may not think about, like whether the power outlets can handle your neon sign, or where the bar should go. These small things make a big difference in how smooth and elevated your day feels.

And if you’re planning a destination wedding? That adds a layer of logistics: coordinating transportation from the airport to the venue, communicating more thoroughly with the venue coordinator (especially if you haven’t seen the space in person), and ensuring everything aligns even from afar.

Our Planning Tiers: Your Workflow, Your Way

Not every couple needs full-service wedding planning. That’s why at Claudia and Co., we offer a range of customizable options to fit your unique needs leading up to your big day. Planning a luxurious wedding is no small task, it requires balancing your vision and priorities with thoughtful attention to your guests’ experience.

Our design workflow is flexible, allowing you to choose how involved you want to be in the process. Whether you prefer to take the lead or lean on our expertise for key details, we’re here to make your wedding planning journey smooth and enjoyable.

Enhanced Full Planning
Design and planning including guest accommodation & rsvp management for your wedding weekend.

Full Planning
You say yes, we handle the rest. Design, budget, vendors, and timeline.

Design + Coordination
You book the venue, we make it look and feel amazing.

Be honest about how much time and energy you want to give this process. That will help you decide which planning tier is right for you.

Ready to get started? Reach out today and let’s create a wedding experience tailored just for you.

TL:DR

Planning a wedding involves more than just aesthetics , it’s about setting priorities, creating a meaningful guest experience, and managing detailed logistics. At Claudia and Co., we guide you through a personalized, step-by-step design process that balances your vision with smooth event flow, offering flexible planning options to fit your needs.

Let’s Plan It Together

Ready to take the next step? Our full-service planning package includes custom budgeting support, vendor matchmaking, and design management so you can enjoy the entire process, from start to finish.

What a Toronto Wedding Planner’s Design Process Actually Looks Like

Let’s Talk Priorities (Not Pinterest First!)