Planning A Wedding: How Often To Chat With Your Planner

Planning a wedding can be a stressful and time-consuming process, so it's no surprise that many couples choose to hire a wedding planner to help them coordinate their big day. But how often should you be in contact with your wedding planner? Well, it depends. Some couples prefer to be in constant communication with their planner, emailing or calling multiple times a day, especially during the early stages of planning when there are a lot of decisions to be made. Others are happy to hand over control and only want to be contacted when absolutely necessary. There is no one-size-fits-all answer, but most couples seem to opt for somewhere in between these two extremes. Typically, communication is more frequent at the beginning of the planning process when there are a lot of big-ticket items to take care of, such as choosing a venue, photographer, and caterer. Then there may be a lull before communication picks up again in the months leading up to the wedding. It's important to set clear expectations with your planner from the start and to understand what is included in their package. Some planners offer unlimited contact, while others charge an hourly rate for additional communication. So, before you start flooding your planner's inbox, make sure you know what you're paying for!

How often you should communicate with your wedding planner

Communication is key when it comes to wedding planning, and staying in touch with your wedding planner ensures that everyone is on the same page and that your special day runs smoothly. The frequency of communication with your wedding planner may vary depending on several factors, including the complexity of your wedding, the planner's work style, and the stage of the planning process. Here are some guidelines on how often you should communicate with your wedding planner:

• Initial Planning Stage: During the initial planning stage, you may find yourself communicating with your wedding planner more frequently. This is the time when you are discussing venues, themes, and other big-ticket items. It is not uncommon to communicate daily or several times a week during this stage, especially if you are working with a full-service wedding planner. Be mindful of their time and the terms of your contract, as some planners charge by the hour for additional work outside of the scope of their base fee.
• Vendor Selection: When it comes to selecting vendors such as photographers, caterers, and entertainment, your wedding planner will play a crucial role. You may communicate with your planner multiple times a week during this stage, especially if they are helping you negotiate contracts and finalise bookings. Be sure to utilise this time to benefit from their experience and connections in the industry.
• Pre-Wedding Preparations: As the wedding date approaches, typically a month or two before, you will want to increase communication with your wedding planner. This is when you will finalise details, create a timeline for the day, and address any last-minute changes or emergencies. Weekly communication or check-ins are not uncommon during this period.
• Day-of Coordination: On the day of your wedding, your wedding planner and their team will be on-site to ensure everything runs like clockwork. They will be in constant communication with you, your wedding party, and vendors to address any issues that may arise.
• Post-Wedding Wrap-Up: After the wedding, there may still be some loose ends to tie up. This could include returning rentals, collecting leftover items, or finalising payments. You may have a few more conversations or meetings with your wedding planner to ensure a smooth wrap-up.

Remember, every wedding is unique, and the level of communication can vary based on your specific needs and the planner's work style. It is essential to establish clear expectations and preferences for communication from the beginning. Don't be afraid to ask your planner how often they would like to communicate and what methods of communication (email, phone, text) work best for them.

How to decide on the best wedding planner for you

Planning a wedding can be a daunting task, and finding the right wedding planner to suit your needs is crucial. Here are some tips to help you decide on the best wedding planner for you:

Utilize Your Network

Ask friends and family for recommendations. If someone you know has recently had a wedding that they loved, ask them about their planner. You can also expand your network to include online connections and put a call out on social media for suggestions.

Research Their Online Presence

Once you have a few potential candidates, research their websites, portfolios, blogs, and social media accounts. This will give you a sense of their aesthetics, style, and brand. Have they worked on weddings that fit your desired theme and vision? Do their values align with yours? You can also check if their work has been published in blogs or online magazines, and look for testimonials and reviews from previous clients.

Meet Face-to-Face

While virtual communication is a great starting point, meeting in person will give you a better sense of their personality and whether you feel comfortable working with them. Come prepared with a list of questions to address any concerns and to ensure they are the right fit for you and your partner. Ask about their experience, the services they offer, their communication style, and how often you will meet and communicate.

Ask for References

Don't be afraid to ask a wedding planner for references from past clients. Most planners will be happy to provide these, and you can get unbiased reviews directly from couples who have worked with them.

Carefully Read the Contract

Understanding the contract is essential. Make sure you know what services are included, how pricing and additional fees work, and how they handle day-of set-up, tear-down, and backup plans for potential issues like inclement weather.

Ensure Your Personalities Mesh

Finally, remember that you will be spending a lot of time with your wedding planner, so it is important to choose someone you genuinely enjoy working with and collaborating with. Go with your gut feeling and select someone who you feel excited to work with and who will help bring your vision to life.

Happy planning!

What to ask your wedding planner at your first meeting

Planning a wedding can be a daunting task, but a wedding planner can help bring your vision to life. Here are some questions to ask a wedding planner at your first meeting to ensure they are the right fit for you:

About the Planner and Their Services

• What services do you offer? Do you offer full-service planning, month-of coordination, or à la carte planning?
• What sets your wedding planning services apart from others?
• What planning packages do you offer, and what is included in each package? Can you create a custom package for me?
• Can you work within my budget?
• What planning paperwork and organizational tools will you provide?
• What is your preferred communication style? How often will we meet, and how will you provide updates?
• How many weddings will you be working on at the same time?
• How many people from your team will be at the wedding?
• What happens if you are unable to be there on the day of the wedding?
• Can you share examples of weddings you have done in the past, especially those similar to my budget and vision?

About the Wedding Details

• What is your availability? Are you available on my wedding date?
• What is your timeline for the wedding planning process, from start to finish?
• What venue(s) do you recommend for my wedding?
• What is your rain plan, and when do we need to make that decision?
• What is your process for selecting and booking other vendors such as caterers, florists, and photographers?
• How do you handle dietary restrictions, accessibility, and accommodations for guests with diverse needs?
• What kind of invitations do you recommend?
• Will you create a timeline for the wedding party and vendors to follow?
• What is your process for handling last-minute changes or emergencies on the wedding day?

About the Costs

• How do you charge for your services? Do you charge a flat rate, a percentage of the wedding cost, or an hourly rate?
• What is included in your fees, and are there any additional costs I should be aware of?
• What is your payment policy, including the deposit and final payment?
• What is your refund or cancellation policy?

Remember to trust your instincts and go with your gut when deciding on a wedding planner. It is important to pick someone who understands your vision, works with your budget, and meshes well with your personality.

How to know if you're staying in contact with your vendors enough

Staying in contact with your wedding vendors is crucial to ensure a smooth planning process and that everything runs according to your vision. While the level of communication can vary depending on the vendor and your specific needs, here are some guidelines to help you determine if you're staying in touch enough:

Initial Contact and Booking

When initially reaching out to potential vendors, it's essential to provide as much information as possible in your inquiry. Include your name, wedding date, venue(s), and any unique details about your wedding day. This helps vendors understand your requirements and respond with relevant information. It's also beneficial to add a personalised message expressing your interest in their work.

Frequency of Communication

The frequency of communication with your vendors will vary depending on the stage of planning and the services they provide.

• Early Stages: After booking, you may only communicate sporadically, confirming payments or discussing initial details. This is normal, and you may only need to touch base occasionally unless you have specific questions or concerns.
• Closer to the Wedding: As your wedding date approaches, expect to communicate more regularly with your vendors, finalising details and discussing any changes or updates.
• Vendor-Specific Communication: Some vendors, like photographers or wedding planners, may require more frequent contact throughout the process. Others, like caterers or florists, may only need occasional check-ins until closer to the wedding.

Contracts and Expectations

Contracts can provide a helpful framework for communication expectations. Review your contracts to see if they specify meeting times or frequencies of communication. If not, don't hesitate to ask your vendors when they expect to be in touch and how often you should connect. They should be able to give you a general timeline for meetings or touchpoints.

Taking the Initiative

If you're unsure whether you're staying in contact enough, don't be afraid to take the initiative and reach out. Send a friendly message expressing your excitement and asking about their preferred communication frequency. Remember that you can always contact them if you have questions or concerns, and they should be responsive to your inquiries.

Consultations and Meetings

In-person consultations or meetings are valuable opportunities to connect with your vendors and ensure everyone is on the same page. Take advantage of these meetings to discuss your vision, ask questions, and address any potential issues.

Following Up

If a vendor you're interested in doesn't respond to your initial inquiry within a few days, don't hesitate to follow up. Sometimes, emails can get lost or end up in spam folders. A quick follow-up call or email can ensure your message is received and demonstrate your interest.

Remember, every wedding is unique, and communication needs will vary. Stay organised, be proactive in your communication, and don't be afraid to reach out if you have questions or concerns. By maintaining open lines of communication, you can ensure that you and your vendors are on the same page, working together to create your dream wedding.

How to get in touch with your wedding planner if you have concerns

Communication is key when it comes to wedding planning. If you have concerns, it's important to reach out to your wedding planner and address them. Here are some tips on how to get in touch and effectively voice your worries:

• Be proactive: Don't wait until the last minute to address your concerns. The sooner you bring up your worries, the sooner your planner can resolve them.
• Know your contract: Before reaching out, review your contract to understand the services your planner is providing and their expected availability. This will help you determine if your concerns are within the scope of their responsibilities.
• Choose the right communication channel: Consider the nature of your concerns and choose the most appropriate way to get in touch. For example, a quick phone call or email may be sufficient for a minor issue, while more complex problems might require an in-person meeting.
• Be clear and concise: When expressing your concerns, be direct and specific. Clearly state what your worries are and why you are bringing them up. This will help your planner understand your perspective and work towards a solution.
• Collaborate: Remember that you and your wedding planner are a team. Work together to find solutions and compromise when necessary. It's important to maintain a positive and respectful relationship throughout the planning process.
• Stay organised: Keep a record of your communications and any decisions made. This will help you stay on the same page and ensure that your concerns are being addressed effectively.
• Ask for updates: If you have ongoing concerns, don't hesitate to ask for updates. Your planner should be able to provide you with regular progress reports and reassure you that they are working to resolve any issues.

By following these steps, you can effectively communicate your concerns to your wedding planner and work together to create your dream wedding. Remember, it's important to stay calm and collaborative throughout the process, even when facing challenges.

Frequently asked questions