Freelance Wedding Planner: Steps To Start And Succeed

If you're passionate about the wedding industry and are considering becoming a freelance wedding planner, there are a few things you should know. Wedding planning is a demanding job that requires intensive planning, organisation, scheduling, and coordination. While there is no specific path or formal education required to become a wedding planner, networking and hands-on experience are key.

- Get experience: Consider taking an online course or interning with a wedding planning company or venue to understand the ins and outs of the business.

- Build a network: Connect with vendors, photographers, caterers, and other wedding professionals to build a strong network. This will help you when planning weddings and can lead to future collaborations and referrals.

- Decide your business model: Determine whether you want to own a wedding planning business or work for someone else. If you choose to go solo, you'll need to register your business, create a website, and market your services.

- Gain clients: Offer your services for free or at a discount to build a portfolio and gain testimonials. Utilise word-of-mouth recommendations and build an online presence through social media and your website.

- Set your rates: Wedding planners typically charge a flat fee, which can vary depending on the services provided. You can also charge a percentage of the couple's budget or offer à la carte packages.

- Develop key skills: Wedding planning requires strong organisational, communication, and time management skills, as well as the ability to work well under pressure. Creativity, confidence, and empathy are also important traits.

Remember, building a successful wedding planning business takes time and dedication, but it can be a rewarding and enjoyable career.

Getting your first customers

• Build a strong online presence: Create a professional website that showcases your services, experience, and contact information. Use social media platforms such as Facebook, Pinterest, Instagram, and LinkedIn to reach a wider audience and engage with potential clients. Share photos, testimonials, and trending wedding-related news to attract attention.
• Network within the wedding industry: Connect with other wedding vendors, such as florists, photographers, caterers, and venues. Introduce yourself and explain that you are a freelance wedding planner. Offer to collaborate or refer clients to each other. Building relationships with other vendors can be a great source of referrals and help establish your reputation in the industry.
• Utilize online platforms: Websites such as Craigslist, newspaper classifieds, or local websites can be a great way to advertise your services. You can also respond to ads from couples looking for a wedding planner to introduce yourself and offer your services.
• Offer free or discounted services: Consider offering your services for free or at a discounted rate to build your portfolio and gain experience. Spread the word among your network of friends and acquaintances, and ask them to spread the word as well. Be sure to treat these opportunities as paid gigs, providing contracts, timely follow-ups, and excellent service.
• Build a portfolio: Create a portfolio that showcases your work, including photos, wedding plans, and testimonials from satisfied clients. This will help potential clients see your style, attention to detail, and the positive experiences of couples you have worked with.
• Get involved in the wedding community: Attend bridal trade shows, local bridal boutiques, and bridal conventions to network with potential clients and vendors. Offer a free package of your services as a prize at a bridal convention or reach out to local bridal magazines for an interview to gain exposure.
• Utilize referrals: Ask satisfied clients to refer you to their friends and family. You can also offer referral bonuses or discounts to vendors or past clients who send new customers your way.
• Gain experience: Consider taking on internships or assistant roles with established wedding planners or venues to gain hands-on experience and build your network. This will also help you understand the intricacies of the job and allow you to make connections with vendors and other planners.

Deciding when to go freelance

Financial Stability

One of the most important factors to consider is your financial situation. Ask yourself if you can afford to freelance. It can take a while to build up a steady stream of clients, and there may be months where your income fluctuates. Can you handle the uncertainty of inconsistent income? Are you able to manage your finances effectively, including basic accounting tasks, saving for taxes, retirement, and health insurance?

Work-Life Balance

Freelancing offers flexibility and the ability to work remotely, which can be a great advantage. You can set your own schedule, work from anywhere, and save time on commuting. However, it is important to have a work routine and good time management skills to stay motivated and meet deadlines. Are you able to create a work routine and stick to it? Can you manage your time effectively, including saying no to distractions and temptations?

Personal Traits and Skills

Freelancing requires certain personal traits and skills to be successful. Are you comfortable working alone, or do you thrive in a team environment? Do you enjoy learning new things and evolving in your career? Are you resilient and able to handle the challenges and uncertainties of freelancing? Do you have the necessary skills to be a wedding planner, such as organisation, creativity, and strong communication?

Experience and Education

While no formal education is required to be a wedding planner, experience is key. Have you gained enough experience in wedding planning or a related field to feel confident in your abilities? Have you built a network of connections in the industry? Are there any online courses, certifications, or internships you could pursue to gain more knowledge and hands-on experience?

Demand and Network

Business Setup

Have you taken the necessary steps to set up your business legally and financially? Do you have a business plan, including your services, rates, and marketing strategy? Have you obtained any required licenses or registrations, and are you compliant with legal and tax requirements?

Weighing the Options

Finally, it is important to weigh the pros and cons of freelancing against your current situation. Are you currently working in a permanent role, and if so, what are the advantages and disadvantages of that position? Are you truly passionate about wedding planning and excited by the idea of being your own boss?

Freelancing as a wedding planner can be a rewarding and fulfilling career path, but it is important to carefully consider all aspects before making the decision to ensure you are prepared for the challenges and opportunities that come with it.

How much to charge

When deciding how much to charge as a freelance wedding planner, there are a few things to consider. Firstly, it's worth noting that wedding planners charge in one of three ways: a flat fee, an hourly rate, or a percentage of the overall wedding bill. According to Wedding Wire research, the average starting cost for a wedding planner is $75 per hour. However, some planners charge a percentage fee, which is considered standard practice in the industry, and this is usually around 20% of the overall budget.

If you are just starting out, it's a good idea to scope out the competition in your area and see how they charge. You can also decide whether to offer your services as pre-made packages or à la carte.

The amount of experience you have will also impact how much you can charge. The more experience you have, the more you can charge for your services. Your location will also determine your profit ceiling. For example, the average cost of a wedding in Mississippi in 2019 was $15,475, while the average cost of a wedding in Hawaii was $29,605.

Another factor to consider is the type of planner you are. A full-service wedding planner will usually cost more than a wedding coordinator or designer, as they handle everything from finding the perfect venue to overseeing the day-of festivities.

According to The Knot's 2023 Real Weddings Study, the average cost of a wedding planner was $2,100. However, this varies depending on location, services hired, and the type of wedding. For example, those who hosted a destination wedding spent more on a planner than those who hosted a hometown wedding ($2,700 vs. $1,900).

The national average salary for a wedding planner is $43,500 to $47,500 a year, or about $3,262 per wedding. However, this depends on factors such as location, training, experience, and whether you work independently or for an agency.

Building experience

Gain Industry Knowledge

First, immerse yourself in the world of wedding planning. Read bridal magazines, follow wedding planners and venues on social media, and attend bridal trade shows to understand the latest trends and offerings in the industry. This will help you develop your eye for design and gain a deeper understanding of the wedding planning process.

Education and Training

While a college degree is not required to become a wedding planner, certain majors such as business, communications, public relations, hospitality management, marketing, or event planning can provide a helpful foundation. Additionally, you can consider taking online courses or obtaining a wedding planning diploma to build essential skills. The QC Event School, for example, offers a variety of wedding planner-related courses taught by successful wedding planners.

Build a Network

Start building relationships with venues, florists, photographers, caterers, and other wedding vendors. These connections will be invaluable as you plan weddings and can also serve as a source of referrals for your business. Attend industry events, join professional organisations, and utilise networking opportunities to expand your network.

Seek Internship or Apprenticeship Opportunities

Consider interning or working as an assistant for an established wedding planner or venue. This will provide you with hands-on experience and allow you to learn the ropes from seasoned professionals. It will also give you a realistic view of the job, helping you understand the challenges and demands of wedding planning.

Offer Free or Discounted Services

Volunteer to plan weddings for friends, family, or even offer your services for free to build your portfolio. This will give you valuable experience and help you develop the skills needed to plan and execute weddings successfully. Ask your clients for testimonials and permission to use photos of their weddings in your portfolio.

Gain Experience in the Wedding Industry

If you're unable to secure a position with a wedding planner or venue, consider working for vendors in the wedding industry, such as caterers, florists, or decorators. This will provide you with valuable insights into the industry and help you develop relationships with other vendors. You can also apply to hotels, resorts, and country clubs, as these places often double as wedding venues.

Creating a business plan

• Executive Summary: Start your business plan with an overview of your company, including a description of your business, your mission, and your goals.
• Market Analysis: Conduct a thorough analysis of the wedding planning market in your target area. Identify your target customers, research your competitors, and understand the industry trends.
• Services Offered: Clearly outline the services you will offer as a wedding planner. Will you provide full-service planning, day-of coordination, or customized packages? Be sure to detail the specific tasks and responsibilities included in each package.
• Marketing and Sales Strategy: Develop a plan to promote your wedding planning business and reach your target customers. Consider social media marketing, networking with vendors and venues, advertising in local publications, and attending bridal trade shows.
• Financial Plan: Create a detailed financial overview, including start-up costs, expected expenses, and projected revenue. Determine your pricing strategy and whether you will offer different packages at varying price points. Include any funding requirements and projected financial milestones.
• Operations Plan: Describe how you will deliver your services and manage the logistics of your business. This includes the tools and resources you will use, such as planning software, communication tools, and transportation.
• Competitive Analysis: Identify your competitors and analyse their strengths and weaknesses. Look for gaps in the market or unique services you can offer to set yourself apart.
• Management and Personnel: Outline the structure of your business and the key personnel involved. If you are starting as a sole proprietor, explain your role and responsibilities. If you plan to hire employees or contractors, include details about their roles and how they will contribute to the business.

Remember, your business plan should be tailored specifically to your wedding planning business and reflect your unique value proposition. It should be a living document that you can refer to and adjust as your business grows and evolves.

Frequently asked questions