Planning Your Big Day: Tips For Approaching A Wedding Planner

Planning a wedding can be a daunting task, and for many couples, hiring a wedding planner is a great solution. Wedding planners can help make your wedding smoother and more organised, and can even save you money. However, not all wedding planners are created equal, and it's important to do your research before hiring one. In this article, we will discuss how to approach a wedding planner and find the right one for your big day. We will cover topics such as what to look for in a wedding planner, how to set up a consultation, and the important questions to ask during your meeting. We will also explore the benefits of hiring a wedding planner and how they can help turn your dream wedding into a reality. So, whether you're just starting to plan your wedding or are feeling overwhelmed by the process, read on for tips and advice on how to approach a wedding planner.

Ask for referrals and check reviews

When it comes to choosing a wedding planner, one of the first steps is to ask for referrals and check reviews. Word-of-mouth referrals are a huge part of the wedding planning business, so it's worth asking friends and family if they know of any excellent wedding planners. Using a planner that already has rave reviews from loved ones is a great way to ensure a positive experience and can help break the ice during the interview process.

Online groups and wedding publications are also a good source of referrals and reviews. Facebook Groups, for example, have local bridal groups where you can post a question and get answers from real brides. Websites such as Junebug Weddings and The Knot also compile wedding vendors in an easy-to-search directory format divided by region. When browsing through wedding planner websites, Instagram, and reviews, take note of things like their style, experience level, and pricing.

It's also worth seeking recommendations from the location manager of your wedding venue. Usually, venues have a list of preferred vendors that they recommend to couples.

Once you've gathered some referrals and checked reviews, it's time to start reaching out to wedding planners to set up a call or meeting. These consultations are typically free and allow you to interview potential planners and ask them questions that are important to you. Pay attention to how quickly they respond to your request, the quality of their communication, and whether you feel an initial connection.

Prepare questions in advance

Preparing questions in advance is an important step in the process of hiring a wedding planner. Here are some key points to consider when formulating your questions:

Know Your Budget

Knowing your budget is crucial when preparing questions for a wedding planner. While discussing specific numbers can be uncomfortable, it is essential to provide a realistic figure that the wedding planner can work with. This information will help the planner understand if their services are a good fit for your budget and allow them to suggest packages or options that align with your financial constraints.

Understand the Planner's Services

Before meeting with a wedding planner, research the types of services they offer. Some planners provide month-of coordination, while others offer full-service planning or à la carte options. Understanding the scope of their services will help you ask targeted questions about what is included in their packages and whether they can customise a package to meet your specific needs.

Inquire About Their Experience

Ask questions that allow the wedding planner to elaborate on their experience, especially in planning weddings. Find out how many weddings they have planned, if they have worked at your chosen venue before, and if they have experience with similar styles or themes. Inquire about their general approach to weddings, their primary areas of expertise, and any unique challenges they have faced in the past.

Logistics and Organisation

It is important to understand the logistics of working with a particular wedding planner. Ask about their preferred methods of communication, the number of meetings you can expect, and the tools or paperwork they use to keep things organised. Inquire about their process for selecting and booking vendors, handling invitations and guest lists, and coordinating deliveries and arrivals on the wedding day.

Backup Plans and Contingencies

Ask the wedding planner about their contingency plans in case something unexpected happens. Find out if they have a backup plan if they are unable to be present on the wedding day due to illness or an emergency. Also, inquire about their process for handling day-of disasters or last-minute changes to keep things running smoothly.

References and Testimonials

Don't hesitate to ask the wedding planner for references and testimonials from both previous clients and professionals they have worked with. This will provide you with valuable insights into their work ethic, reliability, and the quality of their services.

Remember, when preparing questions, it is important to go beyond basic checklists and scripts. Understand why you are asking each question, as this will help you make informed decisions and ensure that your wedding planner is the perfect fit for your special day.

Be punctual

Being punctual is a sign of professionalism and respect. When you are punctual, you demonstrate your respect for the wedding planner's time, as well as the policies and procedures they have in place. Punctuality also shows that you value the time of the wedding planner and acknowledge that their time is just as important as yours.

Being punctual is especially important when establishing a new relationship with a wedding planner. Arriving early for meetings and appointments shows that you are dependable and reliable, and it helps to build trust and a positive impression. It also ensures that you are not causing any delays or interruptions to the wedding planner's schedule, as they often have multiple appointments and meetings throughout the day.

If you are running late due to unforeseen circumstances such as traffic, it is essential to communicate this to the wedding planner as soon as possible. This allows them to make any necessary adjustments to their schedule and ensures that they are not kept waiting without any updates.

Punctuality also extends beyond meetings and appointments. It includes returning correspondence, such as emails or phone calls, within a reasonable timeframe. A prompt response demonstrates your commitment to effective communication and ensures that the wedding planner can make timely decisions and keep the wedding planning process running smoothly.

Being punctual is not just about being on time; it's about valuing the time and efforts of those around you. It helps to foster a positive and productive working relationship, which is essential when planning such an important event as a wedding.

Have the right attitude

Having the right attitude is essential when approaching a wedding planner. Here are some tips to keep in mind:

• Be respectful and courteous: Remember that the wedding planner is a professional with expertise in their field. Treat them with respect and courtesy, valuing their time and input.
• Be open and receptive: Approach the process with an open mind and be receptive to the wedding planner's suggestions and advice. They have experience in bringing wedding visions to life, so be willing to listen and consider their insights.
• Foster trust and rapport: Building a strong foundation of trust and rapport is crucial. Take the time to get to know the wedding planner and allow them to understand your preferences, style, and overall vision. This will help create a collaborative and positive planning experience.
• Maintain a positive mindset: Planning a wedding can be stressful, but maintaining a positive attitude throughout your interactions will create a harmonious planning process. Stay focused on the excitement and joy of the occasion.
• Be proactive and responsive: Take the initiative in your communications and be responsive to the wedding planner's inquiries. Prompt responses and clear channels of communication will streamline the process and demonstrate your professionalism.
• Express your vision clearly: Clearly articulate your wedding vision, including the theme, style, atmosphere, and any specific must-haves. This gives the wedding planner a solid foundation to work from and ensures that your unique style and personality are reflected in the day's details.
• Be willing to compromise: Understand that some adjustments may be necessary along the way. Be open to alternative suggestions and willing to make compromises when needed. Flexibility will enhance the planning process and create a more collaborative environment.
• Manage your expectations: Understand that the wedding planner is there to guide and support you, but they are also bound by certain limitations. Be realistic in your expectations and willing to adapt as challenges or unforeseen circumstances arise.

Be open to the couple's vision

When approaching a wedding planner, it is important to be open to the couple's vision. This means understanding their priorities, values, and personalities as a couple. For example, if the couple is relaxed and easygoing, a coastal-inspired summer wedding might be the perfect fit. Or, if they are foodies who love entertaining, a long feasting lunch outdoors could be their dream wedding.

To help define the couple's wedding vision, it is a good idea to ask them to jot down their top 3 must-haves for the big day. This could be anything from a signature drink at the bar to an acoustic musician for the cocktail hour, or even their favourite colour included in the decor. These essential items, listed in writing, will help keep the focus on what is truly important and prevent the couple from getting overwhelmed by trivial details.

Another key aspect of the couple's vision is the wedding date and season. For instance, a light and bright theme with natural textures and colours would be perfect for a summer wedding, while a winter wedding might include thoughtful touches like woven baskets of warm blankets for guests. The venue should also complement the couple's vision, whether it's an industrial warehouse or a garden setting.

Creating a vision board is a great way to gather the couple's ideas and inspiration. This can be done the old-school way with a scrapbook or journal, or online tools like Pinterest can be used to create a digital vision board. The vision board should include not only images but also words or quotes that encapsulate how the couple wants their wedding day to feel. For example, words like "relaxed", "vibrant", or "festive" can help convey the desired ambience.

When approaching a wedding planner, it is crucial to keep in mind that the couple's vision should always come first. This means being flexible and adaptable to their unique needs and desires. By understanding and embracing their vision, you can ensure that their special day is everything they have ever wished for.

Frequently asked questions