Choosing Your Wedding Planner: Expert Tips For Couples

Planning a wedding can be a stressful and daunting task, 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?

The first step is to decide what kind of planner you need. Do you want someone to handle every detail, or just need help with choosing a location and vendors? Knowing your budget, guest list size, preferred date, and vision for your wedding will help narrow down the options.

Next, it's time to start researching. Ask friends and family for recommendations, check out online reviews and social media, and browse wedding planning websites and magazines. When you've found a few potential candidates, reach out and set up a call or meeting to discuss your needs and get a sense of their planning style, availability, and fees.

Finally, trust your instincts. Choose a planner who you feel understands your vision, connects with you personally, and will keep the planning process transparent and stress-free.

Ask for recommendations from friends and family

Asking friends and family for recommendations is a great way to find a wedding planner. Word-of-mouth referrals are a big part of the wedding planning business, and for good reason. Your loved ones can give you first-hand knowledge of what it was like to work with a particular planner, and you can trust their judgement. If they had a wedding planner they loved, you can reach out to them safe in the knowledge that they come highly recommended.

Ask your friends and family if they know any amazing wedding planners you can contact. Perhaps they had a planner they were really impressed with, or they might know someone else who did. Using a planner that already has rave reviews from people you trust is a great way to ensure a fantastic experience and can help break the ice during the interview process.

If you're already looking at venues, ask the location manager for wedding planners they've worked with and would recommend. Usually, venues have a list of preferred vendors that they can give you, and it's always good to choose a planner who already knows your dream venue like the back of their hand.

You can also expand your network to include online connections and put a call out on social media. Try searching for city-specific wedding planner hashtags for more leads.

Check online reviews and social media presence

Checking online reviews and the social media presence of wedding planners is a great way to get a sense of their work and whether they would be a good fit for your wedding.

Start by searching for local wedding planners on Google and Facebook. Facebook Groups, in particular, can be a great resource, as they are filled with brides who can offer recommendations and answers to your questions. You can also browse online wedding publications, such as Junebug Weddings and The Knot, which often feature directories of wedding vendors that you can search by region.

When checking out a wedding planner's online presence, take note of their aesthetics, style, and "brand voice". See if their work has been published in any blogs or online magazines, and look for testimonials and reviews on Google and their social media pages. Instagram and Facebook stories may even give you a sneak peek of a client's wedding day.

Don't forget to search city-specific wedding planner hashtags on Instagram for more leads. You can also use social media to find inspiration and choose a wedding planner. Platforms like Instagram, TikTok, and YouTube allow you to observe a planner's personality, work, and how insightful or helpful they are.

Online reviews and social media can give you a good initial sense of a wedding planner's work and personality. However, it's also important to meet face-to-face or have a video call before hiring, as this will give you a better sense of whether you will work well together.

Assess their compatibility with your budget and personality

When choosing a wedding planner, it's important to assess their compatibility with your budget and personality. Here are some tips to help you make that assessment:

• Discuss budget and fees: Before committing to a wedding planner, ensure you understand their pricing model and the services you require for your big day. Ask for a breakdown of costs and be clear on what is included in their fee. Discuss the option of customizable pricing if you want a package with the ability to add on later.
• Identify shared values: Your wedding planner will be involved in a very personal time in your life, so it's crucial to like them as a person and ensure their work aligns with your values and aesthetic. Trust your gut and choose someone you feel comfortable and in sync with.
• Ask great questions: Prepare a list of questions that address your concerns and priorities. For example, ask about their experience working at your venue, their communication style, and whether they work solo or with a team on the day of the wedding.
• Check online reviews and references: Research the wedding planner's online presence, including their website, portfolio, blog, and social media. Look for testimonials and reviews from previous clients to gauge their compatibility with your personality and budget.
• In-person meeting: Suggest an in-person meeting to get a better sense of their personality and working style. This will help you determine if they would be a good addition to your vendor team and a pleasant person to collaborate with.
• Read the contract carefully: Understand the contract thoroughly to know what services are included and avoid any surprises. Pay close attention to how the planner handles pricing, additional fees, day-off setup and teardown, and backup plans for unforeseen circumstances.
• Ensure your personalities mesh: At the end of the day, you want to hire a wedding planner with whom you personally connect and enjoy working. Ask yourself if this is someone you would want by your side during one of the biggest days of your life.

Inquire about their planning style and process

When selecting a wedding planner, it's important to inquire about their planning style and process. Here are some things to consider:

Availability and Flexibility

Ask about their typical hours and availability to understand how their schedule aligns with yours. If you work a standard 9-5 job, look for a planner who can accommodate meetings outside of those hours, such as on weekends or weeknights. If you live in a different time zone, find a planner who can accommodate early morning or late-night meetings.

Planning Techniques and Transparency

Inquire about their planning techniques, software, and strategies. Do they use specific tools to keep you involved and informed throughout the process? Are they open to collaboration and keeping you in the loop, or do they prefer to handle everything independently? Ask about their approach to communication and organisation, ensuring it aligns with your expectations.

Specialisation

Consider whether the planner specialises in the type of wedding you envision. For example, if you desire a traditional, religious wedding, seek a planner who has experience with weddings celebrating your specific religion or culture. If a destination wedding is your dream, look for a planner who offers destination wedding packages and can guide you through the unique complexities of planning a wedding abroad.

Fee Structure

Understand how they charge for their services. Do they offer fixed package prices, or do they bill hourly or as a percentage of your final budget? Are you expected to pay vendors through the planner, or do they support direct payments? Ask about potential hidden costs, such as back-end deals or commissions from vendors. Ensure you are comfortable with their fee structure and that it aligns with your budget.

Communication Compatibility

Assess your communication compatibility by understanding their preferred methods of communication (e.g., Zoom, email, text, phone calls) and how that aligns with your preferences. During your initial consultation, reflect on whether you felt heard and understood. Effective communication is vital to ensuring a smooth planning process and a positive working relationship.

Level of Involvement

Determine the level of involvement you require from the planner. Do you need full-service planning from start to finish, or are you seeking a consultant to guide you along the way? Perhaps you only need a day-of coordinator to ensure everything runs smoothly on your wedding day. Be clear about your expectations and find a planner who can offer a customisable package tailored to your needs.

Remember, selecting a wedding planner is about finding someone who understands your vision, fits your budget, and suits your personality and working style. By asking these detailed questions about their planning style and process, you can make an informed decision and choose a planner who will help bring your dream wedding to life.

Ensure they have experience with your desired wedding type

When selecting a wedding planner, it's important to ensure they have experience with your desired wedding type. This means finding someone who understands your vision and can execute it seamlessly. Here are some tips to help you ensure your planner has the right experience:

• Understand your own vision: Before interviewing potential wedding planners, take time to discuss and understand your vision for the wedding with your partner. This includes deciding on the formality and overall theme of the wedding. While your vision may evolve during the planning process, having a clear idea from the start will help you choose a planner who aligns with your style and desired wedding type.
• Ask for their portfolio: Request to see a portfolio of their previous work, including photos or videos from weddings they have planned. Pay close attention to the details, such as the theme, decor, and overall atmosphere. Ensure that the planner has successfully executed weddings that fit the look and feel you're aiming for.
• Discuss their experience: Ask the planner about their experience with weddings similar to yours. Find out how many weddings they have planned, the types of weddings they typically handle (e.g., full-service, day-of coordination), and if they have worked with your chosen venue before. Inquire about the most challenging wedding they've planned and how they handled any problems that arose.
• Check reviews and testimonials: Utilize online resources such as Google Reviews, The Knot, or other wedding websites to read reviews and testimonials from past clients. Look for mentions of the wedding type, theme, or specific elements that are important to you. This will give you insight into the planner's ability to meet your desired wedding vision.
• Inquire about their process: Understanding a planner's process will help you gauge their experience and organization skills. Ask about their typical planning process, including how they handle logistics, design, and day-of coordination. Find out how they communicate and work with vendors, manage timelines, and handle contingencies.
• Discuss customization: If you have specific requirements or unique elements you want to incorporate, discuss this with the planner. Ask about their experience with customization and their ability to accommodate your requests. A good planner will be able to adapt to your needs and offer suggestions to enhance your vision.

Remember, the right wedding planner will not only have experience with your desired wedding type but will also understand your vision and work closely with you to bring it to life. Trust your instincts and choose someone who makes you feel confident and excited about your special day.

Frequently asked questions