A few words from a Wedding Planner who always has a plan B (and C)!

Organizing a wedding is one of the most exciting, yet also one of the most demanding undertakings in life. I know this very well— for years I worked on premium weddings at one of the best wedding agencies in Europe, serving clients with high expectations, large budgets, and complex logistics.

Today, as a Lifestyle Manager and Concierge, I support my clients not only in planning events, but also in comprehensive management of their time, daily logistics, and travel. I create personalized plans, recommend trusted venues, services, and professionals, and coordinate every detail—from everyday tasks to life’s most important events.

That’s why I know how big a difference a well-planned wedding makes: one that brings peace of mind instead of sleepless nights. Because wedding planning should be a joy, not a source of stress.

I often meet couples who begin the planning process full of enthusiasm, but after a few weeks they are already exhausted and overwhelmed by the number of commitments ahead. The volume of decisions, deadlines, questions from family, emails from vendors… all of it can feel crushing. That’s why a good wedding planner and coordinator is not just an organizer—they are a partner, an advisor, and sometimes even a mediator.

They are a personal assistant who is always at the couple’s disposal, ready to answer every pressing question and to take care of the mental, physical, and financial well-being of the bride and groom as well as their loved ones.

The Timeline is Sacred.

One of the very first things my clients receive is access to a dedicated online drive with a personalized organizational timeline—this is the heart of the entire planning process.

The timeline is divided into months and includes everything: tasks to be completed by specific deadlines, space to record deposit amounts and full payments, due dates for transfers, a list of vendors, budget summaries, and even notes and reminders. Thanks to this, the couple doesn’t have to dig through contracts from a year or two ago to check who was paid and how much—they have everything at their fingertips, clearly and logically organized.

About two weeks before the wedding, I send the couple a detailed coordination questionnaire consisting of around 100 short but very important questions. Based on this, I prepare a precise, hour-by-hour schedule for the wedding day and reception: from vendor arrivals, to speeches, to key moments like the first dance or cake cutting.

This timeline is also an invaluable tool for all vendors—they know exactly when and where they need to be, which moments to focus on, who to contact, and what their responsibilities are. And their point of contact is… me, not the couple. I’m the one coordinating the entire day, supervising the execution of all agreements, and resolving any issues that might arise.

On the wedding day, I make sure everything runs like clockwork so the bride and groom can focus on each other, their guests, and celebrating one of the most important moments of their lives.

If you’re planning a wedding without the help of a wedding planner, I highly encourage you to create such a timeline yourself—whether in paper form or as an online planner, for example in Excel. It truly makes life easier and helps you keep control over both budget and deadlines.

And if you’d like to use a ready-made template, you can also purchase a professionally prepared file from me—the very same one I use when working with my clients.

Contracts Are There to Protect… YOU

As a wedding planner, I carefully analyze every contract. It often happens that agreements are written primarily with the venue’s or vendor’s interests in mind—so I introduce the necessary amendments to safeguard my clients. The wedding industry has learned from past mistakes, but with experience, I can also anticipate situations that may arise (just think of the pandemic, which showed us all how important solid contract clauses are).

A few examples of clauses I recommend including?

A requirement that any issues are communicated directly with the coordinator (for example, me), not with the couple or their parents.
A guarantee that the air conditioning is functional.
The right number of waiters (1 per 10 guests—a detail that significantly impacts service quality).
The option to choose the specific chef after a successful tasting.
Clear provisions regarding sound systems, electrical connections, and the venue’s responsibility for cleanliness in restrooms and shared spaces.

Sometimes We Forget the Simplest Things.

On the wedding day, emotions run so high that even the simplest tasks can be overlooked—like locking the bride’s home. Yes, it has really happened! That’s why even small details such as “who locks up the bride’s house” should be included in the wedding timeline. It’s not an exaggeration—it’s experience. In fact, I once worked with a client who narrowly avoided a burglary because this task was forgotten.

Where to Begin with Wedding Planning?

Always: start with the budget and a rough guest list. These two elements determine everything—the choice of venue, the scope of services, and your priorities. After that, it’s wise to book the vendors you care about most: venue, photographer, videographer, DJ. The best ones often have their calendars filled two to three years in advance!

The Beauty Team and the Magic of the Wedding Morning

Your makeup artist and hairstylist are not just people who “do your hair and makeup.” They set the tone for your wedding morning—and that morning can become one of the most cherished memories of your big day.

That’s why I recommend booking your beauty team well in advance—ideally 12 to 18 months before the wedding, especially if you want to work with top professionals. It’s also worth choosing a package that includes travel to your preparation location—it’s a huge convenience and time-saver.

Imagine a calm morning in a room full of the most important women in your life—your mother, bridesmaids, maybe even your mother-in-law. Matching robes, glasses of champagne, soft music in the background… while your makeup artist and hairstylist make sure you look and feel like a million dollars. No running across town, no stress. Just beautiful shared moments, perfect for unforgettable preparation photos.

But to make that morning run seamlessly, trials are absolutely key. And not just for the look itself, but for everything behind it:

Checking whether you feel comfortable and like yourself in that makeup and hairstyle (you should feel you, not “in costume”).
Testing the durability of the products and style—will everything hold up for hours and stay fresh?
Eliminating allergies or unwanted skin reactions.
Helping the beauty team plan their time and setup.

This way, there are no surprises on the big day, and you gain comfort and a sense of complete control. It’s also a huge logistical advantage—your team knows exactly how much time they need, what tools to bring, which products work best, and how to schedule the morning.

If you’re hiring a separate makeup artist and hairstylist, make sure they know each other or are at least in contact. This minimizes miscommunication and speeds up the preparation process.

Because in the end, hair and makeup are not just about “looking pretty.” They’re about confidence, comfort, peace of mind, and setting the tone for a day you’ll remember for the rest of your life.

What About the Emotions?

A truly unforgettable wedding is not just about logistics—it’s also about the moments you’ll cherish for a lifetime. A private first look, reading love letters to each other, or simply taking a deep breath together before the ceremony. These are the priceless details that create memories.

Practice your walk out of the church, your kiss, and even the glance toward your guests. Photographers and videographers will then capture the most beautiful frames.

Global Wedding Trends That Create a “Wow” Effect

Norwegian weddings are often known for their elegance, calmness, and understated style. But more and more couples dream of adding a little something extra moments that guests will remember for years to come. Here are some tried-and-true global wedding ideas that deliver a spectacular effect without requiring a massive budget:

The Faux Wedding Cake – A Show Everyone Remembers

From the outside, it looks like a stunning, multi-tiered masterpiece straight from a magazine—beautiful accents, sugar flowers, intricate decorations. But in reality, most of it is an artfully crafted dummy. The secret lies in the details: usually, just one tier is real, reserved for the symbolic cake-cutting and serving to close family members as a gesture of honor.

The lights dim, your chosen song begins, guests hold sparklers, maybe even a little smoke effect drifts across the floor… the room holds its breath. You cut the cake, cameras click, hearts melt. Meanwhile, the kitchen is free to serve neatly sliced portions from the back, quickly and efficiently. Guests all receive identical servings, logistics stay smooth, and you still get that magical, emotional moment.

Mixed Floral Décor – Wow Factor Without the Price Tag

One of the best tricks for creating a fairy-tale setting is combining fresh flowers with high-quality artificial ones. When done well, no one can tell the difference—and you can achieve the look of a flower-filled ballroom on a far smaller budget.

It’s also a brilliant solution for hard-to-reach places (think chandeliers or ceilings) or outdoor décor that has to withstand unpredictable weather.

Live Music for Classy, Unforgettable Vibes

Instead of relying solely on a DJ, consider adding one unique live performance that will make your wedding stand out. For example:

An electric violinist playing modern hits,
An accordionist with folk-style versions of popular songs,
A small jazz band during dinner.

These subtle, elegant touches add atmosphere and sophistication, creating a lasting impression on your guests.

Scents That Stay in Memory

Another detail that works like magic? A signature scent in your venue. You can match it to the season, your color palette, or the style of the wedding: floral notes in summer, warm spices in autumn, fresh oceanic tones for a marquee reception. Scents work subconsciously, creating ambiance and lasting impressions in both memory and heart.

First Dance & Smoke – A Technical Detail with Huge Impact

If you’re planning a first dance in low-lying fog, don’t forget one tiny but crucial step: turn off the air conditioning or fans about 10 minutes beforehand. Otherwise, all the smoke will vanish in seconds—and so will the dramatic effect in your photos.

It’s a small detail, but one that makes a massive difference for the atmosphere and the images you’ll treasure forever.

Working with Vendors – The Key to Peace of Mind and Quality.

We often focus on the things we can see—beautiful décor, dresses, cakes… But behind every perfect moment are the people working hard to make your day truly special. Photographers, videographers, coordinators, DJs—they’re with you from early morning until late at night. And they don’t just do their jobs—they experience the day alongside you.

That’s why collaboration and respect toward your vendors are absolutely essential. A small gesture, like offering them a seat at a table (ideally near an exit so they can quickly react to key moments), along with a warm meal and water, is not a luxury—it’s a standard. Trust me, no one who is hungry and dehydrated will have the same energy or creativity to capture your grandmother’s tears of joy or your best man’s surprise dance.

And if your team has to order pizza on their own and disappear for 40 minutes, there’s a real risk they’ll miss one of the most important moments of your life. Your father’s speech, a first parent-child dance, your friend’s heartfelt toast—these are unrepeatable memories. And of course, you want them preserved forever, don’t you?

Remember: well-cared-for vendors = great atmosphere, stronger motivation, full engagement, and photos or videos that truly capture the magic of your day.

A Coordinator Is Not a Luxury—It’s an Investment in Peace and Memories.

On my website, you’ll find a ready-made wedding planner you can purchase and use to plan your big day step by step—with space for your budget, deadlines, contracts, and all the little details that are so easy to forget. It’s the perfect option for couples who want to keep everything under control—in one place.

And if you feel you’d like more support, I warmly invite you to schedule a no-obligation consultation. I’ll advise, show you possible solutions, and help you take the first steps in planning—whether it’s for a wedding, a birthday, an anniversary, or simply a life with more peace and organization.

Because as a Lifestyle Manager, I don’t just help with events—I also assist with everyday organization, time management, travel, and responsibilities.

If you dream of someone who takes care of the details before they turn into problems—
I’m here to do just that.

Your peace of mind is my job. You deserve to enjoy the moment—while I handle the rest.

www.conciergeoslo.com @elore.lifestyle @onailona_
photo @bucholce

About Me – Ilona Dubiejko

I have always worked in the service industry—driven by a desire to provide others with the highest level of comfort, care, and quality. From the very beginning, service and genuine attention to people have been my strongest motivation.

At the age of 16, I started working part-time as a waitress in à la carte and banquet restaurants. That’s where I first discovered the behind-the-scenes world of elegant guest service, the principles of high-level hospitality, and the organization of events from the inside out. I quickly learned how crucial the right vendors are—their professionalism, teamwork, and preparation form the foundation of every successful event. This is also where my passion for creating unforgettable experiences was born.

During high school, I pursued my love of acting and theatre. It taught me attentiveness to emotions, stage design, lighting, sound, and details—all of which now deeply influence the way I design events. Atmosphere and aesthetics are not just “extras”—they are tools for building lasting memories.

My wedding expertise was shaped while working as an organizer and coordinator at one of the best wedding agencies in Europe, serving premium clients. I was responsible for complete wedding planning and logistics—from developing concepts and event scripts, through selecting the best vendors and hotels, to managing budgets, coordinating teams, and overseeing the entire flow of the day.

This work taught me not only perfect planning but also how to perform under pressure, solve problems, lead teams, and provide unwavering support to clients at every stage. In reality, I became their personal assistant—knowledgeable in floristry, transportation, hospitality, communication, gastronomy, styling, and… emotions.

Over time, many of my clients began coming back to me even after their weddings—asking for help with other events, trips, birthdays, or simply day-to-day matters. And that’s how my second specialization naturally developed: lifestyle management.

Today, as a Lifestyle Manager and Concierge, I support both private clients and businesses in:

planning weddings, celebrations, and events,
managing time and daily responsibilities,
organizing travel, reservations, and gifts,
hosting international guests and showing them the very best of Norway,
and above all—helping them regain peace and balance in their busy everyday lives.

If you value organization, quality, and peace of mind—I’m here to make that possible for you.

conciergeoslo.com

A Stress-Free Wedding? Yes, It’s Possible. Directed by Ilona Dubiejko.