Key Topics To Discuss With Your Wedding Planner

Planning a wedding can be an exciting but daunting task, so it's important to find a wedding planner who understands your vision and can execute it perfectly. Before hiring a wedding planner, there are several key areas you should discuss to ensure you're on the same page. Firstly, it's crucial to talk about your wedding date to confirm their availability. You should also inquire about their experience, including the number of weddings they've planned and their primary areas of expertise. Discuss the services they offer and any additional fees to ensure you know exactly what's included in their package. It's also important to be transparent about your budget and ask if they can work within it. Talk about your expectations for the wedding day itself, including the type of experience you want and the level of involvement you desire. Be clear about your communication preferences and availability to ensure a smooth planning process. Finally, don't forget to ask for references and examples of their past work to get a sense of their style and quality of service.

Budget

Initial Budgeting

Firstly, you should identify how much money you plan to spend. If you are receiving financial contributions from family members, it is crucial to have a conversation about how much they are gifting you, and what they want that money to be used for. It is also important to ask if there are any strings attached to their gift.

Once you have decided on a budget, you should keep track of your expenses and payments. You can use a budget tracker to organize everything in one place.

Wedding Planner Costs

Wedding planners typically charge a percentage of your total wedding budget, a flat fee, or a percentage of your budget plus a flat fee. It is important to discuss how payments will work, and whether there will be any additional expenses on top of the base fee, such as travel, parking, or food.

You should also discuss how to distribute your budget among the various expenses. Your wedding planner can help you create a budget breakdown to ensure you are allocating funds correctly. For example, the biggest chunk of your budget will likely go towards the venue, followed by catering. Other expenses to consider include live entertainment, wedding bands, photography, alcohol, flowers, videography, attire, event rentals, lighting and decor, a DJ, guest entertainment, transportation, ceremony musicians, hair and makeup, stationery, cake, wedding favours and gifts, an officiant, and additional jewelry.

• It is important to be honest about your expectations from the start.
• The number of guests you invite will have a massive impact on the amount you spend, as there is a per-head cost for food and liquor.
• The location of your wedding will also affect the cost, as some cities and towns are more expensive than others.
• The time of year and day of the week you get married can also change the cost, with weddings in the middle of the wedding season and in the evening generally being more expensive.
• The more formal the affair, the more expensive it is likely to be.
• It is a good idea to put all your wedding money in a separate account, so you can easily track additions and withdrawals.
• Don't forget to budget for hidden costs and extras, such as overtime, service fees, trials, extra decorations, gratuities, and vendor tips.
• Earmark around 5% of your budget for unforeseen costs.
• Take advantage of rewards programs and cashback when making wedding purchases.
• Be realistic about what each element of your wedding will cost.

Services offered

A wedding coordination package typically includes:

• A venue walkthrough prior to the wedding
• Collecting all vendor information from the couple
• Distributing the timeline, floor plan, and other pertinent information to vendors before the wedding
• Collecting copies of insurance and other documents required by the venue from vendors and passing this information to the venue
• Serving as the "team captain" of all the vendors on the day of the wedding, ensuring everyone arrives on time, sets up, follows any house rules, and acts as the liaison between the couple and vendors
• Fielding any hiccups and making decisions to problem-solve

Some other services that may or may not be included in a coordination package are:

• Floor plan creation
• Providing an emergency bridal kit
• Attending meetings with the couple and vendors
• Communicating with vendors on specific details pertaining to the wedding
• Providing a specialised timeline for the wedding party and family members
• Ceremony rehearsal coordination
• Providing decor items and set-up/breakdown

A wedding planning package, on the other hand, may include:

• Month-of coordination
• Full-service planning
• À la carte planning
• Planning services for additional events such as a rehearsal dinner or welcome gathering

When discussing services offered, it is important to be clear about expectations and what is included in the package. It is also essential to ask about any additional fees, the level of access to the planner throughout the planning process, and how much communication the planner will have with other vendors leading up to the wedding.

Experience and expectations

Experience is an important factor when choosing a wedding planner. You are hiring a wedding planner for their expertise, so it is essential to understand how much experience and knowledge they bring to the table. Ask them about their experience in the industry, the number of weddings they have planned, and whether they have worked on weddings similar to yours in terms of size, style, and location.

Inquire about their primary areas of expertise and whether they have planned weddings at your chosen venue before. If you are having a destination wedding, ask if they have experience with those and if they can serve as an on-location contact. It is beneficial to work with a planner who has connections with vendors and knowledge of local customs.

Additionally, ask about their typical workflow and how they manage multiple weddings at once. You want to ensure they can dedicate sufficient time and attention to your wedding.

Discuss your expectations regarding their level of involvement and availability. Let them know how involved you want to be in the planning process and your preferred communication methods. Understand the services included in their package and any additional fees.

Ask about their problem-solving skills and how they handle unexpected issues. It is also a good idea to inquire about backup plans if they are unable to be present on the day of your wedding.

Finally, don't hesitate to ask for references and testimonials from previous clients to get a sense of their work ethic and style.

Communication style

Communication Methods

It is important to understand your wedding planner's preferred methods of communication. Some planners may prefer phone calls and emails, while others might be open to texting. Ask your planner about their communication style and decide together if you want to set aside scheduled time for routine meetings or calls. This will help streamline the planning process and ensure everyone is on the same page.

Frequency of Communication

Discuss how often you can expect to be in touch with your wedding planner. Some planners may only be available for support a month or so before the wedding, while others might check in intermittently throughout the planning process. It's also important to understand their typical schedule and office hours, especially on weekends, to manage your expectations about their availability and response times.

Communication Process

Ask your wedding planner about their communication process and how they organize details. For example, find out if they use visual tools like sketches or online inspiration boards, or if they prefer spreadsheets, long emails, or providing "homework." Understanding their process will help you know what to expect and how to best work together.

Communication with Other Vendors

Inquire about how your wedding planner typically communicates with other vendors. Understanding their level of communication and coordination with vendors will give you insight into their overall planning process and how they manage the various aspects of your wedding.

Communication with You and Your Fiancé

Discuss the level of communication you and your fiancé expect to have with the wedding planner. Are you comfortable with texting and chatting about details, or do you prefer more formal communication methods? Be clear about your expectations and how involved you want to be in the day-to-day planning process. This will help your planner manage your expectations and tailor their communication approach to your preferences.

Communication with Family Members

If your family members will be involved in the planning process or have specific requests, be sure to discuss this with your wedding planner. This includes any unique family dynamics or traditions that may impact the planning process. It's important for your planner to be aware of these dynamics to effectively communicate and collaborate with all stakeholders.

Wedding day logistics

Day-of Coordination

Day-of coordination is a critical service offered by wedding planners, ensuring that all the details come together seamlessly on the wedding day. A day-of coordinator typically begins working closely with the couple one to four weeks before the wedding. They will collect all vendor information, distribute timelines and floor plans, and handle any last-minute issues that may arise. It is important to confirm with your wedding planner what is included in their day-of coordination package and if there are any additional services you may require.

Timeline Creation and Management

Creating a detailed timeline for your wedding day is essential to keeping everything running on schedule. Discuss with your wedding planner how they will create and manage this timeline, ensuring that all vendors, the wedding party, and family members are aware of their roles and timings. Consider any specific moments you want to include in the timeline, such as a first look or receiving line, and how these will impact the flow of the day.

Venue and Vendor Management

Your wedding planner should be well-versed in the logistics of your chosen venue, including any "house rules" or protocols that must be followed. They will also coordinate with all your selected vendors to ensure they have the necessary information, such as insurance and set-up requirements. Discuss with your planner how they will manage vendor arrivals, set-up, and breakdown times, as well as any potential issues that may arise.

Emergency Preparedness

It is important to discuss with your wedding planner how they handle emergencies or unexpected issues. Ask about their problem-solving experience and request examples of how they have handled similar situations in the past. Also, inquire about an emergency bridal kit, which can include items like a sewing kit, stain remover, or any other essentials for last-minute touch-ups or issues.

Day-of Details

There are numerous small but important details to consider for the wedding day, such as breakfast and lunch arrangements for the wedding party, transportation plans, and gift management. Discuss these day-of details with your wedding planner to ensure nothing is overlooked. It is also essential to communicate any dietary restrictions or allergies to your planner so they can inform the caterers and ensure suitable meals are provided.

By covering these topics with your wedding planner, you can rest assured that your wedding day logistics will be expertly managed, allowing you to relax and enjoy your special day.

Frequently asked questions