Contacting Your Wedding Planner: A Step-By-Step Guide

Planning a wedding can be a daunting task, so it's no surprise that many couples turn to wedding planners for help. Wedding planners can provide invaluable support, from finding the right vendors to managing your budget and bringing your vision to life. If you're thinking of hiring a wedding planner, the first step is to reach out and make contact. Here are some tips on how to get started:

Initial contact: introduce yourself, your wedding details and ask about availability and pricing

When you're reaching out to a wedding planner for the first time, it's a good idea to keep your initial outreach brief but include key points such as your wedding date, location, venue, and ask about their availability and pricing.

> "Hi, my name is [your name] and I'm getting married on [date] at [location/venue]. I came across your business on [source] and was immediately drawn to your [specific thing that stood out to you]. I would love to learn more about your services. Thanks so much for your time, and I look forward to speaking with you soon!"

If they are available on your wedding date and their pricing is within your budget, you can then set up a meeting or phone call to discuss further details and ask any questions you may have.

• What services do you offer, and what are your packages and prices?
• Are there any additional fees I should be aware of?
• How long have you been a wedding planner/coordinator, and what is your experience in my area?
• How many weddings do you typically take on in a single weekend?
• Will you be present at my event, or will someone else from your team be the point of contact?
• What is your wedding planning/coordinating style or approach?
• Can you tell me about a wedding you've planned/coordinated that you are particularly proud of?
• What is your problem-solving approach, and can you give me an example of how you handled a challenging situation?
• How much access and support will I have from you throughout the planning process, and what are the next steps after booking?
• Will you create a timeline for the wedding and distribute it to the relevant parties?
• How many assistants or team members will be present on my wedding day?
• Do you handle decor setup and breakdown, and are there any limitations?
• Will you help manage vendors on the day of the wedding, including arrival, setup, timeline management, and breakdown?
• How much communication can I expect with the vendors leading up to the wedding?
• Will you take care of any outstanding payments on the wedding day, and what does that process look like?
• Do you provide an emergency kit for any last-minute issues or unexpected situations?
• Do you have insurance that can be provided to the venue if necessary?
• Are there any references or testimonials from recent couples that I can contact?

Remember, the initial contact is just the starting point, and you will have further opportunities to discuss details and ask questions as you work with your chosen wedding planner to create your dream wedding.

Communication style: ask about their communication style and ensure it matches your expectations

When contacting a wedding planner, it is important to ask about their communication style and ensure it matches your expectations. Here are some tips to consider:

Firstly, establish your preferred methods of communication. Do you prefer email, phone calls, video chats, or in-person meetings? Be clear about your expectations for their availability and responsiveness. For instance, if you expect prompt responses within a specific timeframe, express this to the planner. Keep in mind that wedding planners have multiple clients and other commitments, so there may be some delays, but clear communication will help manage your expectations.

Next, discuss the frequency of updates and check-ins. Depending on your needs, you may want regular weekly or bi-weekly check-ins to stay informed about the planning progress. Agree on a schedule that works for both of you and ensure the planner can commit to it.

Additionally, consider the level of detail you want in the updates. Would you prefer brief summaries, or do you want to know every minor detail? Communicate your preferences to the planner to ensure they provide the right amount of information.

Don't be afraid to ask questions and seek clarification. If you're unsure about any aspect of the planning process, inquire about it. A good wedding planner will welcome your questions and provide transparent answers. This open communication will help prevent misunderstandings and ensure that everyone is on the same page.

Finally, be open to feedback and willing to compromise. Remember that wedding planners are experts in their field, and they may offer suggestions or alternatives based on their experience. Keep an open mind and be receptive to their ideas, as they may enhance your wedding vision.

By discussing these aspects of communication style, you can ensure that you and your wedding planner are aligned and that your expectations are met throughout the planning process.

Wedding vision: ensure the planner understands and shares your wedding vision and can execute it

When contacting a wedding planner, it is important to ensure that they understand and share your wedding vision and can execute it. Here are some tips to help you convey your vision effectively:

Define your wedding vision:

Before reaching out to planners, take time to discuss and define your wedding vision with your partner. Consider what defines you as a couple—your relationship, values, personalities, and shared interests. Identify your must-haves, priorities, and emotional/experiential goals for the wedding. Do you want an intimate gathering or a grand celebration? Do you want a specific theme or colour palette? Clarify these details to create a cohesive vision that reflects your style and preferences.

Communicate your vision:

When contacting wedding planners, clearly communicate your vision. In your initial email or phone call, provide details about your wedding date, location, partner's name, theme, and the specific areas where you need assistance. Ask if they are available on your date and inquire about their packages and costs. If they seem like a potential fit, set up a meeting or phone call to discuss further details and ask questions.

Ask the right questions:

During your meetings with wedding planners, ask questions to gauge their understanding of your vision. Discuss their communication style and ensure it aligns with your expectations. Request examples of their previous work, such as photos or testimonials, to see if their style matches your vision. Inquire about their experience with similar weddings and their approach to bringing your specific ideas to life.

Provide visual inspiration:

Create a vision board or share Pinterest boards, magazines, or other visual references that inspire you. This will help the planner understand your aesthetic preferences and the overall ambience you want to create. Be specific about the elements you love and how you want them incorporated into your wedding.

Collaborate and be open:

Remember that the planner is there to help bring your vision to life. Be open to their suggestions and expertise. They may offer creative ideas or alternatives that enhance your vision while respecting your budget and preferences. It's important to maintain open and honest communication throughout the planning process.

By following these steps, you can ensure that your wedding planner understands and shares your wedding vision, setting the foundation for a memorable and personalised celebration.

Budget and fees: be clear about the level of service you require and discuss fees

When contacting a wedding planner for the first time, it's important to be clear about your budget and the level of service you require. Wedding planners typically offer different packages, such as full-service planning, partial planning, or day-of coordination, and the cost will depend on the services you need. Be upfront about your budget and ask the planner to suggest packages or services that fit within that budget.

Full-service wedding planning covers everything from budgeting and venue selection to design, logistics, and day-of management. This is the most comprehensive option and typically the most expensive, ranging from $2,000 to $10,000 or more. If you're looking for a wedding planner to handle all the details for you and manage the entire process from start to finish, this is the option you should choose.

Partial wedding planning is for couples who want to be hands-on with the planning but need help with specific areas. This might include creating a budget and monthly to-do list, vendor recommendations, contract review, finalising timelines, and assistance with ceremony planning. The cost for partial planning ranges from $1,250 to $6,000, depending on the experience of the planner.

Day-of wedding coordination involves handling the logistics on the wedding day to ensure everything runs smoothly. A day-of coordinator will solve any problems that arise and make sure your schedule is followed. This option typically costs between $600 and $1,800, with higher-end planners charging up to $3,395.

When discussing fees with a wedding planner, ask about their fee structure. Some planners charge a flat fee, an hourly rate, or a percentage of your budget. Be sure to get a detailed breakdown of what is included in their packages and ask for a contract to review. It's also a good idea to ask about their payment schedule, as you may need to pay a deposit upfront and then make additional payments at certain milestones.

Remember that the cost of a wedding planner will depend on factors such as location, the scope of work, and their experience and expertise. Be clear about your expectations and ask the planner about their ability to deliver the level of service you require within your budget.

Values and personality: ensure you like the planner as a person and that you share values and a good vibe

When it comes to wedding planning, it's important to find a planner who not only understands your vision but also shares your values and has a personality you vibe with. Here are some tips to ensure you find the right fit:

Do Your Research

Before reaching out to any wedding planner, take the time to learn about them. Visit their website, browse their social media profiles, and read testimonials from previous clients. This will give you a sense of their personality, work ethic, and values. It's important that you feel a connection and sense of trust with your planner, as you will be working closely with them throughout the planning process.

Ask for Referrals

One of the best ways to find a wedding planner who aligns with your values and personality is to ask for referrals from friends, family, or coworkers who have recently tied the knot. If you attended their wedding and enjoyed the overall vibe, ask for the planner's contact information. A referral from someone you trust can give you confidence that the planner will be a good fit for your personality and values.

Prioritize Clear Communication

Effective communication is key when working with a wedding planner. Be honest and clear about your needs, desires, and expectations. Share your vision, but also be open to their expertise and suggestions. Ensure they are someone you feel comfortable expressing your opinions and ideas to, and who communicates in a timely and respectful manner.

Discuss Values and Priorities

When interviewing potential wedding planners, discuss your values and priorities to ensure they are on the same page. For example, if sustainability and eco-friendliness are important to you, ask about their experience with green weddings and eco-friendly vendors. If you prioritize cultural or religious traditions, ensure the planner is knowledgeable and respectful of your values and willing to incorporate them into the wedding.

Trust Your Instincts

Ultimately, trust your instincts when deciding if a wedding planner is the right fit for you. If you feel like your personalities clash or that they don't truly understand your vision and values, it's probably best to keep looking. The right wedding planner will make you feel excited and confident about your big day, knowing that your values and personality will shine through.

Remember, the planning process should be enjoyable, and finding a wedding planner who shares your values and understands your personality is key to achieving that.

Frequently asked questions