Planning Your Big Day: When To Hire A Wedding Planner

Planning a wedding can be a stressful and time-consuming process. If you're feeling overwhelmed, it might be time to consider hiring a wedding planner. But when is the right time to start looking for one?

The answer depends on various factors, including your organisation skills, job demands, wedding location, and budget. If you're highly organised and enjoy the research and details, you may prefer to plan the wedding yourself. On the other hand, if you have a demanding job and limited time, a wedding planner can be a lifesaver.

It's also important to consider the complexity of your wedding. If you're planning a destination wedding or a wedding with many moving parts and decorations, a wedding planner can help coordinate all the details and vendors.

Additionally, if your wedding venue doesn't provide a coordinator, hiring a wedding planner can ensure that someone is dedicated to overseeing the entire process and managing any last-minute issues.

In terms of timing, it's recommended to start researching and considering wedding planners early on in your planning journey. This will allow you to find a planner who aligns with your vision and values and give them enough time to understand your needs and preferences thoroughly.

Remember, the right wedding planner will make you feel confident and at ease, knowing that your special day is in capable hands. So, if you're feeling the weight of wedding planning, don't hesitate to reach out and explore the option of hiring a professional.

When to hire a wedding planner

The first step to planning a wedding is to give yourself enough time to plan. A longer timeline is your friend here, and if possible, aim for around a year to arrange your big day.

If you're wondering how soon you should hire a wedding planner, the answer is as soon as possible. You should decide early on in your wedding planning journey if you want a wedding planner, either after you get engaged or book your wedding venue. It's recommended to find a planner at least 12 months before the big day so that you have plenty of time to work together to create your dream wedding.

The average cost of a wedding planner is $1,900, but this is a national average and will depend on numerous factors. For example, if you're planning a destination wedding, your planner will most likely cost more than someone hosting a hometown wedding because of the extra logistics involved.

If you're struggling with your wedding budget, a wedding planner can help you to make and stick to one. They can also save you time and stress, which some consider to be priceless.

How much does a wedding planner cost?

The cost of a wedding planner depends on a multitude of factors. The average cost of a wedding planner was $2,100 in 2023, according to The Knot's Real Weddings Study. However, this was the national average and the cost can vary widely depending on location, services hired, and the type of wedding planned. For example, couples who hosted a destination wedding spent more on a planner than those who hosted a hometown wedding ($2,700 vs. $1,900).

There are different types of wedding planners available for hire, each with their own cost range. Full-time planners, who handle everything from choosing a colour palette to finding a venue, typically charge more. Partial wedding planners or à la carte pros, who help with specific tasks such as managing a budget or organising a venue floor plan, are usually less expensive. Month-of coordinators, who help finalise last-minute details, and day-of coordinators, who ensure the wedding day goes smoothly, are also budget-friendly options.

Wedding planner fees can be calculated in a few ways. Some planners charge a flat fee, an hourly rate, or a percentage of the overall wedding bill. The cost can also depend on the planner's market tier, with some professionals working on lower-budget events and others operating in the luxury market.

When considering a wedding planner, it's important to keep in mind that their fees can vary greatly and are impacted by factors such as location, scope of work, experience, and expertise. It's recommended to consult multiple pros to find a wedding planner that fits your unique vision and budget.

How to choose a wedding planner

Do your research

Start by searching online for wedding planners in your area. Ask friends and family for recommendations, and check out local bridal groups on Facebook. Browse wedding publications, such as Junebug Weddings and The Knot, which often compile vendor directories. Take note of planners whose style, experience, and pricing match your needs and budget.

Reach out and set up interviews

Narrow down your list of potential planners, then contact them to arrange a call or meeting. Take note of how quickly they respond and whether their communication meets your standards.

Prepare for the interviews

Make a list of questions to ask each planner. Ask about their availability, experience, services offered, pricing, and how they would handle various aspects of the planning process, from vendor negotiations to contingency planning.

Gather your thoughts

After each interview, reflect on how well your personalities and priorities aligned with the planner. Do further research, review their answers, and compare them to other planners you've interviewed.

Make your decision

Consider your budget and personality when making your final decision. The planning process should be enjoyable and allow you to work creatively with your partner, so choose a planner who will be a good teammate and guide throughout the process.

When to Start Looking for a Wedding Planner

It's recommended to begin researching and interviewing wedding planners as soon as you're ready to start the wedding planning process. This will give you ample time to find the right planner and begin working with them to bring your vision to life.

How to hire a wedding planner

Hiring a wedding planner is one of the first and most important decisions you'll make when planning your wedding. Wedding planning professionals know the ins and outs of the industry and can help with coordination, exclusive vendor access, budget management, and saving money in the long run. Here are some tips on how to hire a wedding planner:

• Ask your social network for recommendations. If you attended a wedding that you loved, ask the couple about their planner.
• Use social media to search for wedding planners in your area. Check their Instagram to see if they have experience with your desired wedding style, and follow up with a deep dive into their reviews on Google and The Knot.
• Google "wedding planner" along with your location to find planners in your area.
• Check magazines, websites, and events such as bridal shows and open houses for different venues to find planners that match your desired aesthetic.
• Ask your venue coordinator if you have already selected one. They may have a shortlist of excellent wedding planners who know the venue well.
• Discuss budget and fees with the planner to ensure their services align with your needs and budget.
• Identify shared values with the planner. You will be spending a lot of time with them, so it's important to feel comfortable and completely in sync.
• Double-check services provided by the planner. Ask about their communication methods, whether they will review contracts and draft a timeline for the day, and their coordination with vendors.
• Prepare for the first meeting by asking the planner what they would like you to bring. This may include information about your vision, budget, and what you have booked so far.
• Trust your gut when making your final decision. You should feel a sense of ease and feel advocated for by your planner. If a phone call or meeting with a planner makes you feel more stressed, they are likely not the right fit.

How to coordinate with your wedding planner after booking

When to start looking for a wedding planner

The sooner, the better! Wedding planners are usually booked early in the wedding planning process. However, if you've already started planning and feel you need support, you can also hire a planner to help you complete your vision.

After booking your wedding planner, you should discuss what information they will need and when they will need to receive it. This may include vendor contact information, contracts, venue protocols, floor plans, and more. Ask your planner how often you can expect them to check in, and how much access you will have to them throughout the planning process.

It's also important to be mindful of the services included in your planner's package and respectful of their time. If you require more support, ask if you can increase your package so that you feel supported throughout the process.

Keep in mind that wedding planners are a wealth of information, but their time is valuable, so don't surpass "coordination" questions and begin asking "planning" questions unless you've agreed on a higher level of support.

Finally, remember that something will inevitably go wrong, so try to roll with the punches and focus on enjoying your special day!

Frequently asked questions