Wedding Planner: Is It Right For You?

Planning a wedding is a huge undertaking, and hiring a wedding planner can be a great help for busy couples who want to enjoy their engagement without stress. Wedding planners are experts in their field, and their industry knowledge and contacts can make the process seamless and easy. They can save couples time and money, and ensure their special day runs smoothly.

But is it the right choice for you?

Budgeting and scheduling

Budgeting

The first step in budgeting is to determine how much you can spend. This involves figuring out who is contributing to the wedding and how much they are offering. It is also important to consider what you can actually afford, taking into account daily expenses, future costs, and other financial commitments.

Once you have a clear idea of your budget, you can start allocating funds to different areas. The reception venue, catering, and rentals typically take up the largest portion of the budget (around 45%). This includes the venue, tables, chairs, linens, glassware, flatware, and catering staff.

Other major expenses include the wedding planner/coordinator (5-15%), photography and/or videography (12%), reception music/entertainment (10%), wedding attire and beauty services (9%), flowers and decor (10%), and transportation (2%).

Don't forget to budget for smaller expenses such as wedding stationery (2%), wedding rings (2%), wedding cake/desserts (2%), gifts and favours (2%), and an emergency fund (5%).

Scheduling

Wedding planners can also help with scheduling by creating a timeline for the wedding weekend. This includes coordinating all the details with vendors, managing the wedding-day logistics, and serving as a spokesperson in the lead-up to the wedding.

It is recommended to book a full-service wedding planner a year or more in advance, while month-of or day-of coordinators can be hired later.

Insider knowledge

A wedding planner's expertise and contacts can be invaluable in making your dream wedding a reality. They can help you craft your wedding vision, from the style and location to the tiniest details, and ensure it's executed seamlessly.

Wedding planners are regularly in communication with other wedding professionals, such as florists, caterers, DJs, photographers, hair stylists and stationery designers. They can recommend the best vendors for your celebration and negotiate deals that you might not get otherwise.

They can also help you develop a realistic budget and stick to it. With their extensive experience, they can give you a solid estimate of how much your desired event would cost and help you make the most of your budget. They can also save you time by handling the selection and booking of vendors, as well as reading and vetting vendor contracts.

If you're planning a destination wedding, a local wedding planner can be especially useful. They will be familiar with the local customs, marriage laws and vendors, and can help you navigate any logistics.

Wedding planners can also serve as mediators and advisors when tricky situations arise, whether it's managing family dynamics or figuring out wedding etiquette.

Finally, on your wedding day, your planner will be on-site to coordinate all the logistics and ensure everything runs smoothly, so you can relax and enjoy your special day.

Communication with vendors

• Keep wedding-related messages separate from personal or work emails. Use a dedicated system, such as Messages by WeddingWire, to organise all wedding-related conversations.
• Manage expectations by asking vendors about their preferred methods and times for communication. Be mindful that they may have other clients and commitments.
• Be upfront about your preference for virtual or in-person meetings. According to the 2021 WeddingWire Newlywed Report, 10% of couples met with vendors virtually, never meeting in person before the wedding day.
• Be concise and direct in your communication. This will help vendors assist you more efficiently.
• Provide clear and effective language, especially when dealing with creative professionals. It is also a good idea to put requests and concerns in writing for documentation.
• Assign a single point of contact for each vendor to avoid confusion and keep everyone organised.
• Be mindful of your wedding timeline when contacting vendors. If your wedding is still months away, you may not need to communicate with certain vendors frequently. As the wedding date approaches, increase communication while still being respectful of their schedules.
• Foster a positive attitude in your communication. If you have concerns, approach them with a desire to learn rather than complaining.

Additionally, wedding planners can help couples connect with the right vendors by leveraging their industry knowledge and contacts. They can recommend vendors who align with the couple's vision, budget, and style. Planners can also negotiate with vendors, review contracts, and manage the logistics of vendor setup and delivery on the wedding day.

Troubleshooting

• Budgeting: Wedding planners can help you develop a realistic wedding budget and stick to it. They can give you a solid estimate of how much your desired event would cost in your location and help you make the most of your budget by utilising their industry connections to get the best deals.
• Time management: Planning a wedding is a huge time commitment. Wedding planners can take responsibilities off your plate, allowing you to hand off time-consuming tasks to a professional. They can schedule appointments, deal with vendors, and work through the nitty-gritty issues, ensuring you stay on schedule.
• Vendor selection and management: Wedding planners have extensive contacts and can connect you with the top vendors in your price range, saving you time and money. They can also help with vendor contracts, reading and understanding the fine print, and maintaining communication to work through any potential issues.
• Destination weddings: If you're planning a destination wedding, hiring a local wedding planner is essential. They will have knowledge of local laws, customs, and vendors, and can serve as your eyes and ears on the ground.
• Troubleshooting on the big day: On your wedding day, your planner will be the point person, coordinating logistics and ensuring everything runs smoothly. They will handle any emergencies that arise so that you can relax and enjoy your special day.
• Etiquette and tricky situations: Wedding planners can advise on wedding etiquette and guide you through any tricky situations that may arise during preparations, such as managing family dynamics or dealing with outside opinions.

Peace of mind

Planning a wedding is a huge undertaking, and hiring a wedding planner can bring peace of mind to couples who want to be able to relax and enjoy their engagement and wedding day.

Wedding planners are experts in their field, and they can use their knowledge and experience to make the process seamless and easy for couples. They can save couples time and money, and ensure that the event runs smoothly.

For example, a wedding planner can help with budgeting and scheduling, and can take care of the nitty-gritty details that can eat up a lot of free time. They can also help with selecting and managing vendors, and can offer advice on tricky situations that may arise.

On the wedding day itself, a wedding planner will be on hand to troubleshoot any problems that come up, so the couple can focus on enjoying their special day with family and friends.

Hiring a wedding planner can be especially helpful for couples who are short on time, who are planning a destination wedding, or who are feeling overwhelmed by the number of decisions and tasks involved in planning a wedding.

Ultimately, a wedding planner can provide peace of mind and ensure that the couple's vision for their wedding is executed flawlessly.

Frequently asked questions