Planning Meetings: How Often Should You Meet?

Planning a wedding can be a stressful and time-consuming process. A wedding planner can help you coordinate, manage your budget, and connect you with exclusive vendors. But how often should you meet with your wedding planner?

The frequency of meetings with your wedding planner will depend on various factors, including the complexity of your wedding, the services provided by the planner, and your own preferences. Some couples may prefer more frequent meetings to stay on top of the planning process, while others may only need occasional check-ins.

It's important to discuss expectations with your wedding planner and determine a meeting schedule that works for both parties. Meetings can be in-person or virtual, and some planners may also offer email or phone communication as an alternative.

During the initial stages of planning, you may meet more frequently to cover important topics such as budget, guest list, wedding style, and venue. As the planning progresses, meetings may become less frequent, focusing on finalising details and confirming arrangements.

In the months leading up to the wedding, meetings may increase in frequency again as you finalise logistics, review contracts, and address any last-minute changes or concerns.

Ultimately, the number of meetings will depend on your unique situation and the level of planning assistance you require. Be sure to ask your wedding planner about their preferred communication methods and meeting schedule to ensure a smooth and stress-free planning process.

Initial consultations and planning

Initial Consultation:

The first meeting with a wedding planner is often a "meet-and-greet" where both parties can get to know each other and determine if they are a good fit. While this initial consultation may not involve extensive planning, it is an opportunity to ask questions and gather essential information. Some topics to cover include:

• Introduction and ice-breakers: Get to know the couple, their backgrounds, and their love story.
• Wedding basics: Discuss the wedding date, type of wedding (e.g., traditional, micro, destination), and the couple's vision for the style and atmosphere.
• Budget: Understanding the couple's budget is crucial. Be transparent about the costs and what is included in the planner's services.
• Services offered: Outline the services you provide, such as month-of coordination, full-service planning, or à la carte planning. Be clear about what is covered and what isn't.
• Experience and expertise: Share your experience, including the number of weddings planned and any areas of specialization.
• References: Provide references and testimonials from previous clients to build trust and confidence.

Planning Meetings:

After the initial consultation and once the couple has decided to hire you, it's time to dive into the planning process. Here are some tips to make the most of these planning meetings:

• Frequency of meetings: The number of planning meetings will depend on the couple's needs and the complexity of the wedding. Some couples may prefer more frequent check-ins, while others are comfortable with less frequent meetings. On average, expect to meet every few weeks or months, with the frequency increasing as the wedding date approaches.
• Agenda and structure: Create a clear agenda for each meeting to ensure productivity. Send sketches, inspiration boards, or sample designs before the meeting to allow the couple to provide informed feedback.
• Communication preferences: Discuss the preferred methods of communication (e-mail, phone, text) and set expectations for response times.
• Decision-making: Help the couple make informed decisions by providing options, sharing your expertise, and offering guidance without being pushy.
• Handling challenges: Be prepared to address any challenges or changes that may arise during the planning process, such as COVID-related restrictions or last-minute vendor cancellations.
• Building a relationship: Weddings are highly personal events, and building a rapport with the couple is essential. Show genuine interest in their story and vision, and provide a supportive and non-judgmental environment.

Remember, each couple is unique, and tailoring your approach to their specific needs and dynamics will ensure a positive and productive planning experience.

Regular check-ins and updates

Determine the Frequency of Meetings

The frequency of your meetings with your wedding planner will depend on several factors, including the complexity of your wedding, the services provided by the planner, and your personal preferences. It's important to discuss this with your planner and establish a schedule that works for both of you. Some couples prefer weekly meetings, while others may only meet once a month or as needed. Ultimately, the number of meetings will depend on the specific needs and requirements of your wedding.

Initial Meetings

During the initial stages of planning, you may meet with your wedding planner more frequently to discuss key details such as the venue, theme, budget, and timeline. This is also the time to ask questions and get on the same page regarding expectations. Be sure to come prepared with a list of topics to cover, such as the services included in their package, their communication preferences, and their experience in handling weddings similar to yours.

Regular Check-Ins

As your wedding date approaches, regular check-ins with your wedding planner will help ensure that everything stays on track. These meetings can be used to review the progress made, discuss any changes or updates, and address any concerns or issues that may have arisen. It's important to use these check-ins productively by providing updates, asking questions, and seeking clarification on any unclear details.

Final Preparations

In the weeks leading up to your wedding, meetings with your wedding planner may become more frequent as you finalise the details. This is the time to confirm vendors, review the timeline for the day, and address any last-minute changes or contingencies. It's important to stay organised and focused during these final preparations to ensure that nothing is overlooked.

Communication Between Meetings

In addition to regular meetings, effective communication between meetings is crucial. Establish a preferred method of communication, whether it's email, phone calls, or text messages. This will ensure that you can reach out to your planner with any questions or concerns that may arise between meetings. It's also a good idea to provide updates and share any changes you've made since your last meeting, so your planner can stay informed and make any necessary adjustments.

Flexibility and Adaptability

It's important to remember that the wedding planning process is fluid and may require flexibility and adaptability. Be prepared to adjust your meeting schedule as needed, especially if unexpected changes or challenges arise. Effective communication and a collaborative approach will help ensure that your wedding planning journey remains on track, even during unpredictable circumstances.

By following these tips and staying in regular contact with your wedding planner, you can ensure that your special day is well-organised and stress-free.

In-person meetings and vendor walk-throughs

12 Months Before the Wedding

Tour wedding venues in person. While many venues offer 3D tours online, it's important to see the space in person to ensure it will work for your big day.

6-12 Months Before the Wedding

Interview and meet vendors, including your wedding planner, photographer, florist, cake baker, etc. Vendors like planners are usually booked about a year in advance, while hair stylists and makeup artists are typically booked about six months ahead of time.

Shortly After Booking Your Venue

Visit hotels for guest room blocks, especially if you're hosting many out-of-town guests. It's a good idea to book room blocks and visit any hotels in person to ensure they meet your expectations for location and price.

8 Months Before the Wedding

Order your wedding dress.

7 Months Before the Wedding

Order bridesmaid attire.

5 Months Before the Wedding

The groom and groomsmen can order their tuxes and suits at this point.

3 Months Before the Wedding

Take engagement photos. This is a great opportunity to get comfortable in front of the camera and develop your relationship with your photographer.

Shop for wedding rings. It's worth taking the time to try on rings in person to ensure you're happy with how they look and feel.

2 Months Before the Wedding

Schedule hair and makeup trials to decide on your wedding day look.

Meet your bandleader or DJ to discuss the wedding playlist and other important details.

Check out floral mock-ups, if offered by your florist. This will allow you to see your flowers in person and make any adjustments.

4-6 Months Before the Wedding

Attend your catering and cake tastings to narrow down the menu and choose your favorite flavors.

1-4 weeks before the wedding

Have a venue walk-through with your wedding planner and partner to finalize the venue layout, review the plan for inclement weather, and finalize the wedding day timeline. The caterer, florist, or rental company may also attend, depending on their familiarity with the venue and any unique design or food elements.

2 Weeks Before the Wedding

If possible, attend a final walk-through of the venue with your partner and wedding planner to ensure everything will run smoothly on the day.

Final Thoughts

While some meetings and walk-throughs can be done virtually, especially if you're planning a destination wedding, it's important to prioritize in-person interactions whenever possible to build rapport and ensure a clear understanding of your vision and expectations.

Communication methods and frequency

Communication is key when it comes to wedding planning, and the frequency of meetings and check-ins can vary depending on several factors. Firstly, it's important to establish the couple's preferred methods of communication. Some clients prefer regular phone calls or video calls, while others may opt for emails or text messages. It's essential to respect the couple's wishes and adapt to their preferred mode of communication.

The frequency of meetings will also depend on the timeline of the wedding planning process. Initially, there may be more frequent meetings to discuss and finalise key elements such as the venue, catering, and other major vendors. Once these foundational aspects are in place, the planner and couple may communicate less frequently until closer to the wedding date. However, it's still important to maintain regular check-ins to ensure that everything is on track and address any concerns or changes that may arise.

In the final months leading up to the wedding, communication may become more frequent again as the planner and couple finalise all the details, confirm with vendors, and handle any last-minute adjustments. This period may also involve in-person meetings to attend tastings, rehearsals, and final fittings.

Throughout the entire planning process, it's crucial for the wedding planner to be responsive and accessible to the couple. While the couple should respect the planner's boundaries and pre-established communication preferences, the planner should also be willing to accommodate additional meetings or check-ins if needed. This may include responding to emails or messages within a reasonable timeframe and being available for emergency calls or unexpected issues.

Additionally, the level of service provided by the wedding planner can impact the frequency of communication. For instance, a full-time planner may be in more frequent contact with the couple compared to a day-of coordinator, who may only require occasional check-ins until closer to the wedding date.

Ultimately, the communication methods and frequency should be tailored to the couple's needs and preferences. Open and honest discussions about expectations can help ensure that everyone is on the same page and that the planning process runs smoothly.

Final confirmations and changes

• Confirm the date, time, and location of the wedding with all vendors.
• Finalize the guest list and provide the headcount to the caterer and venue.
• Confirm the arrival time and services provided by each vendor.
• Introduce yourself to the vendors via phone or email, and provide your contact information for the wedding day.
• Create a timeline for the wedding day and share it with all vendors and the wedding party.
• Finalize the wedding budget and make any necessary payments.
• Review and confirm all details with the couple, including any last-minute changes or additions.
• Attend a final meeting with the couple to ensure that all plans are in place and that there are no outstanding tasks or concerns.
• Provide the couple with an emergency contact list for all vendors and wedding party members.
• Confirm that the couple has obtained their marriage license and that the officiant has the necessary documentation.
• Check-in with the couple to ensure their satisfaction and address any last-minute questions or concerns.
• Create a backup plan for any potential issues, such as inclement weather or vendor cancellations.
• Ensure that all contracts and insurance policies are in place and up to date.
• Finalize the seating chart and provide it to the venue and/or caterer.
• Confirm that the wedding party has their attire ready and that any alterations have been made.
• Remind the couple to break in their wedding shoes to avoid blisters on the big day.
• Provide the couple with a list of items to pack for the wedding day and honeymoon (if applicable).
• Create a plan for cleaning up and breaking down the venue after the wedding, including waste disposal and returning any rented items.
• Confirm that all decorations, signage, and personal items are packed and ready to be brought to the venue.
• Create a schedule for the wedding day, including hair and makeup, photos, and transportation.
• Finalize the order of events for the ceremony and reception, including introductions, speeches, and special dances.
• Provide the couple with a list of items to do the week before the wedding, such as steaming their attire and confirming reservations.
• Ensure that the couple has a day-of emergency kit, including items like a needle and thread, bobby pins, and pain relievers.
• Remind the couple to eat and stay hydrated on the wedding day, and provide them with a schedule for meals and snacks.
• Confirm that the couple has a plan for transporting gifts and personal items from the venue at the end of the night.

Frequently asked questions