Finding The Perfect Wedding Planner For Your Big Day

Planning a wedding can be stressful, so it's no surprise that many couples turn to a wedding planner for help. But with so many planners to choose from, how do you pick the right one for you?

First, consider what type of service you require. Wedding planners usually offer three different types of services: help with specific tasks, support on the big day only, or assistance from the beginning of the planning process.

Next, think about your budget. The cost of hiring a wedding planner varies depending on factors such as the planner's experience, the location of the wedding, and the level of service required.

Once you've determined your budget and the type of service you need, it's time to start researching planners. Word-of-mouth referrals are a great way to find a reputable planner, so ask your friends and family for recommendations. You can also search for planners online, on social media, or through wedding planning websites.

When you've found a few planners that you're interested in, reach out and set up a call or meeting. This is your opportunity to interview the planners and ask them questions about their experience, services, and fees. It's also a chance for you to get a sense of their personality and working style to see if you mesh well.

Finally, don't forget to read the contract carefully before hiring a planner. Make sure you understand what services are included, how pricing works, and what backup plans are in place for any potential issues.

Ask yourself if you want a wedding planner

One of the first questions to ask yourself when planning your wedding is if you want to hire a wedding planner. Wedding planners can help you achieve your dream wedding, but it's important to consider whether you need one or not.

Firstly, it's worth thinking about your budget. Wedding planners can be expensive, and you may be able to plan your wedding within your budget without one. If you do decide to hire a planner, you should discuss their pricing structure and how they charge for their services. Be sure to ask for a fixed or transparent price, so you don't get hit with any surprise bills.

You should also consider how much time you have available for wedding planning. If you work full-time and have a busy schedule, a wedding planner can take a lot of the stress off your hands. It's important to find a planner whose availability matches yours, and who can accommodate meetings outside of your work hours.

Another factor to consider is your wedding vision. If you're planning a destination wedding or a religious ceremony, for example, it's worth looking for a planner who specialises in this type of event. Wedding planners have different areas of expertise, so it's worth doing your research to find one who can help you achieve your specific dream.

Finally, it's crucial to find a wedding planner who you get along with and trust. You will be working closely with this person for many months, so it's important to find someone who understands your vision and who you feel comfortable communicating with.

Ask yourself these questions to help you decide whether hiring a wedding planner is the right choice for you.

Do your research

The first step in choosing a wedding planner is to do your research. Head to Google and search for "wedding planners" in your location or near you. This will bring up various vendor websites for you to browse and potentially contact for interviews. You can also seek recommendations from friends and family or ask the location manager for wedding planners they've worked with and recommend.

Facebook Groups can be a great resource, too. Search for local bridal groups in your area and ask for recommendations. Online wedding publications, 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, reviews, etc., take note of things like their experience level, pricing, and whether their style vibes with yours. You want to ensure that your individual styles, expectations, and personalities align.

It's also a good idea to check out their online presence by visiting their website, portfolio, blog, and social media pages. This will give you a sense of their aesthetics, "brand voice", and communication style. Look for planners who are active on social media platforms like Instagram, TikTok, and YouTube, as these can give you a sense of the planner's personality, work, and helpfulness.

Don't forget to also research the planner's company, review their answers to your interview questions, and compare them to other planners you've interviewed.

Prepare for interviews

Once you've narrowed down your list of potential wedding planners, it's time to start preparing for the interviews. Here are some steps to help you get ready:

• Know your priorities: Think about the most important things to you and your partner for your wedding day. Communicate these factors clearly to each planner you interview and ask how they would facilitate and prioritize them.
• Create a list of questions: Prepare a list of questions to ask each potential planner during the interviews. Some possible questions include:
• Are you available on our wedding date?
• Do you have liability insurance?
• How long have you been a wedding planner, and how many weddings have you done?
• Do you work with a team or alone?
• Do you help with sourcing the venue and vendors?
• Have you worked with our chosen venue before?
• How has COVID-19 impacted the weddings you've planned?
• What safety protocols would you put in place to ensure the safety of guests and vendors?
• What is your typical contingency plan for bad weather?
• Do you take commissions from vendors you refer to us?
• Will you be present at all vendor meetings?
• Do you handle contract negotiations with vendors?
• If issues arise with vendors, will you handle them, or is that our responsibility?
• What is the scope of your work? Do you handle design, logistics, the floor plan, or day-of coordination?
• What style, colours, and design do you have in mind for our wedding?
• Can you send us materials (videos, photos, etc.) from previous weddings you've planned?
• Do you create the timeline and floor plan?
• What parts of the planning process will we be responsible for?
• Who will be on-site on the wedding day?
• If you have an emergency on the day, who is your backup planner?
• What time will you arrive and depart on the wedding day?
• Will you stay after the wedding to ensure the venue guidelines are followed during the breakdown?
• Do you offer different packages? Can we customise the services you provide?
• How many in-person meetings, phone calls, and emails are included in your services?
• Do any of your packages include rehearsal dinner planning? Is there an additional cost for this?
• Do any of your packages include wedding styling (e.g. wedding dress, hair, and makeup)?
• What software do you use to track budgeting?
• Who inputs payments into the budget tracking system?
• Do you send out invitations and manage RSVPs?
• How do you collect payments?
• What is your payment plan schedule? When is the deposit due, and when is the remaining amount due?
• What is your cancellation or rescheduling policy?
• Research the planner: Before the interview, try to learn as much as you can about the planner. This will help you ask informed questions and assess their suitability.
• Assess compatibility: After the interview, consider whether your personalities and your partner's personalities align with the planner. Do you feel you could work well together as a team? Does the planner seem knowledgeable and offer good moral support?
• Compare with other planners: After the interview, review the planner's responses to your questions and compare them with other planners you've interviewed. This will help you make an informed decision.

Ask about their communication style

When choosing a wedding planner, it is important to ask about their communication style. This is because you will be working closely with your wedding planner and you will want to ensure that you are kept up to date with the preparations. Asking about their communication style will also help you to understand when you can expect a reply, which will help to reduce stress.

You should also consider the response time between when you call, email or text the planner, and when they get back to you. This will help you to determine whether the planner is too busy or if they take a long time to respond to clients.

Another important aspect of communication style is how the planner prefers to communicate. For example, some planners may prefer to use Zoom, while others may prefer email, text or phone calls. You should ensure that your preferred methods of communication match or that you are comfortable with their preferred method of communication.

In addition, you should ask the planner about their typical hours and availability. This will help you to understand how your schedules and lifestyles fit together realistically. For example, if you work full-time during the week, you will need a wedding planner who can accommodate meetings outside of your work hours, such as on the weekends or weeknights.

Finally, you should ask the planner about their planning techniques, software and strategies for keeping you in the loop. This will help to ensure that there are no surprises when it comes to planning your wedding.

Ensure they match your wedding vision

Ensuring that your wedding planner matches your wedding vision is a crucial step in the wedding planning process. Here are some tips to help you find the right fit:

Get your priorities in order

First, it's essential to remember that your wedding day is about celebrating the love between you and your partner. When defining your wedding vision, ensure that it reflects your relationship, values, and personalities as a couple. Consider what makes you unique as a couple and try to incorporate that into your wedding vision. For example, if you're a laid-back couple who loves spending weekends at the beach, a coastal-inspired summer wedding might be perfect. Or, if you're foodies who love entertaining, a long outdoor feasting lunch could be ideal.

Consider your wedding date and venue

The season and location of your wedding will significantly impact the overall look and feel of your special day. For instance, if you're planning a summer outdoor wedding, a dark and moody colour palette might not be the best fit. Instead, opt for a fresh and light theme with bright colours and natural textures. Similarly, if your wedding is in the middle of winter, offering warm blankets for your guests can be a thoughtful touch that also complements the season.

When choosing a venue, ensure that your creative vision aligns with the location. Consider why you fell in love with the space and draw on that when pulling your ideas together.

Gather your ideas into a vision board

Create a vision board to help you define and communicate your wedding style and aesthetics. You can use Pinterest, a scrapbook, or a journal for this. Include not just images but also words or quotes that encapsulate how you want your wedding day to feel. This will help you identify common themes and streamline your vision.

Go with your instinct, not trends

Trends in the wedding world come and go, so try to focus on what feels authentic and true to you and your partner. Your wedding day is one of the most important days of your life, so don't stress about trying to please everyone else. Trust your gut and create a vision that's perfect for both of you.

Ask the right questions

When interviewing potential wedding planners, ask questions that will help you determine if they understand and can execute your wedding vision. Ask about their planning style, process, and whether they specialise in the type of wedding you want. Inquire about their fees, communication methods, and level of involvement. Also, don't forget to ask about their experience, including the most challenging wedding they've planned and how they handled problems.

By following these tips, you'll be well on your way to finding a wedding planner who matches your wedding vision and helps bring your dream day to life.

Frequently asked questions