Here’s Our List of 5 Essential Questions to Vet Wedding Planners
Planning your dream wedding is an exciting process. From choosing decorations to selecting the wedding caterer, many decisions must be made to turn your vision for the perfect wedding into reality. This requires meticulous organization and attention to detail. Working with a wedding planner can make your wedding a more seamless and stress-free experience.
If you decide to have a wedding planner, one of the most crucial decisions you will make is choosing the right wedding planner. To help you find the perfect match, here are five essential questions to ask when vetting potential wedding planners.
What is a Wedding Planner?
A wedding planner is a dedicated professional whose job is to ensure that everything runs smoothly on your big day. They assist with the design, planning, organization, and management of your wedding, making sure that your special day is everything you want it to be, and more.
Working with a wedding planner can significantly lighten the load of organizing your wedding. From managing your budget to coordinating vendors, handling logistics, and perfecting the design and décor, a planner oversees every detail leading up to and on the day of your wedding.
For brides and grooms seeking a stress-free experience, having the right wedding planner by your side is invaluable. They not only take care of the complexities but also allow you to focus on enjoying each moment, knowing that every aspect of your celebration is in expert hands.
5 Essential Questions to Vet Wedding Planners
Here are our 5 essential questions to find the perfect wedding planner. Remember that when it comes to selecting a wedding planner, you are the hiring manager. Don’t shy away from asking difficult questions or speaking about money and costs.
Wedding planners are paid professionals who deliver a service on one of the most important days of your life to you. Here are five questions you should ask during the interview process.
1. Have You Worked at Our Venue or with Our Key Vendors Before?
Selecting a venue is one of the first and most important steps in planning your wedding.
Once you have shortlisted your potential venues, it is wise to focus on wedding planners who have experience working with those locations. Ideally, your planner has organized weddings at your wedding venue before and is familiar with the location’s logistics, management, and team. They are familiar with the ins and outs of the location, which means fewer surprises and more confidence that your vision will come to life.
Another advantage of selecting a planner familiar with a venue is that wedding planners can often negotiate additional discounts from the venue. They have a much better sense of prices and costs.
For these reasons, we generally recommend identifying and shortlisting venues first (without signing a contract), and then finding a wedding planner who has worked at the venue before.
2. How Do You Find and Contract Wedding Vendors?
Understanding your planner’s approach to sourcing and contracting with wedding vendors is crucial.
Ask whether you are required to book only the vendors they recommend or if you have the freedom to hire others. Ask how broad their network in the region is: how many photographers, DJs, caterers, etc. have they worked with in the past? Or do they always choose the same partners?
Additionally, inquire about their financial arrangements with vendors. Do they add a percentage on top of vendor fees, or do they receive kickbacks? There is nothing wrong with kickbacks, however, commissions should not be a planner’s main consideration for choosing your vendors. Your planner should optimize for you, not for their own pocket.
Transparency is key to ensuring that you are getting the best service and value for your investment.
3. What Is Your Communication and Planning Style?
A planner’s communication style can make or break your wedding planning experience.
Find out how and how often they prefer to communicate, whether through meetings, phone calls, or a dedicated planning website. Are weekly, monthly, or unlimited calls or meetings included in your package?
Ask for a general outline of their planning process, including when they will need key decisions from you and what timeline they follow for securing vendors and finalizing details. A well-organized planner will be able to provide a high-level roadmap during one of your first calls. Once you start working with them, this timeline will help you stay on track and stress-free.
Here is a simple example of a high-level wedding planning roadmap. A good planner will be able to walk you through (almost) the entire timeline in an organized and professional manner off the top of their head.
“Since you’re having a June wedding the menu tasting will be in February to allow time for RSVPs to be printed and sent. You’ll have a DJ/band arranged by January but music selections aren’t needed until April. Tell us your colors and flower preferences now and don’t worry about the florist. The final guest list should be ready one month out from the wedding to give the caterer a final headcount for dinner, …“
4. Can You Share References?
Past clients’ experiences can offer invaluable insight into what it is like to work with a planner.
Ask for references and take the time to reach out to them. Discuss not only how the wedding day went but also the entire planning process. Were they satisfied with the communication style and level of service? Was it easy to reach their planner by email, WhatsApp, or on the phone? Is there a central document that contains all key information, such as a wedding binder? How did the planner handle unexpected challenges? This information will help you gauge whether the planner is a good fit for your needs.
In addition to asking for references, do your own research. Search Instagram posts where the wedding planner is tagged and directly contact couples who have worked with your planner. Post on Reddit to get first-hand, unbiased reviews, or check reviews on Google Maps (if your wedding planner has a listing there).
5. What Exactly Is Included in Your Planning Services?
Last but not least, the most important question to ask is this: What exactly is included in your planning services?
Wedding planning services can vary widely, so it is important to understand what is included in your package.
Does the planner offer full-service planning, month-of coordination, or à la carte options? Will they handle rentals and coordinate with all your vendors, or are some aspects left to you? How many vendors do they recommend per category (three, five, or even more)?
Additionally, ask if they offer additional services, like planning the rehearsal dinner or post-wedding brunch, and what the cost would be to include these in your contract.
Examples of Wedding Planning Packages
Here are a few examples of wedding planner packages and what they include.
A basic package that leaves some key decisions, such as the selection of the venue to you, includes, for example:
- Every 2 weeks (or as needed) planning sessions and consultation + unlimited chat
- Communication with venue selected by you
- Catering and wedding cake organisation
- Symbolic ceremony planning
- Wedding decor and floristry project
- Management of rentals and equipment
- Stylist/makeup artist selection and scheduling
- Photo/video pros selection and shooting scheduling
- Music and entertainment organization (live music band, DJ etc.)
- Sound/light equipment hire
- Fireworks
- Guest list & seating chart management
- Transportation planning for the wedding day
- Transparent wedding budget management
- Detailed timeline creation, management and distribution
- Full wedding day coordination
For comparison, a more premium planning package includes these services:
- Unlimited planning sessions and consultations + unlimited chat
- Venue selection & communication
- Marquee construction management if needed
- Group hotel & villas accommodation selection
- Catering and wedding cake organization,
- All additional event days planning and coordination
- Symbolic ceremony planning
- Stationary design and production
- Wedding decor and floristry project
- Management of rentals and equipment
- Stylist/makeup artist selection and scheduling
- Photo/video pros selection and shooting schedules,
- Music and entertainment organization (live music band, DJ etc.)
- Technical director (sound/light equipment professional)
- Access to special professionals (e.g. engineers or architects)
- Music selection (playlist) administration
- Wedding guests favours production management
- Fireworks
- Guest list & seating chart management
- Transportation planning for all event days, arrivals, and departures days
- Transparent wedding budget management
- Detailed timeline creation, management, and distribution
- Full event days coordination
- Entertainment activity (excursions, boat trips, authentic experiences) planning
Final Advice: Manage Your Own Expectations
The key to a smooth and enjoyable wedding experience is managing your expectations.
Treat your vendors with respect and choose a team that you genuinely connect with and find easy to work with. Don’t rush into signing a contract with a planner. Have several conversations with them to understand their planning style and philosophy.
Stay positive as you work with your planner. Remember, your wedding is the culmination of hard work from many individuals striving to create something beautiful. A positive relationship with your planner and vendors will inspire them to go above and beyond for you.
Lastly, give yourself and your partner a moment to breathe and reconnect during the day. Weddings are rarely perfect, but they’re always memorable. Focus on the love you share and the joy of the day, rather than the minor details that may not go as planned. Even a wedding planner cannot perform miracles, and won’t get everything right.
By asking these five essential questions and keeping the right mindset, you will be well on your way to finding a wedding planner who can turn your wedding dreams into reality.
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