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What to ask a wedding planner before hiring, and the difference between full planning, partial planning and day-of coordination, so you pay for the help you need.
Before hiring a wedding planner, decide which level of help you want: full planning (they run the whole process), partial planning (they step in partway), or day-of coordination (they take over your plan in the final weeks and run the day). Then ask what exactly is included, how many weddings they take on at once, who will be there on the day, how they are paid, whether they take vendor commissions, and what happens if they are ill. Get the agreed scope in writing.
Levels of wedding planning help: When they start, Early, often before the venue, Partway, after some bookings, Usually weeks before the wedding; Vendor search, They find and book vendors, They fill gaps and review contracts, You book everyone; Budget and timeline, They build and manage them, They check and adjust yours, They turn your plan into a run sheet; On the day, Run everything, Run everything, Run everything; Suits, Busy couples, destination or large weddings, Couples who started alone and need help, Couples who like planning but want a calm day.
How many weddings have you planned, and how many like ours? Size, culture, religion and venue type all matter. If yours blends traditions, see how to plan a multicultural wedding. Can we speak to two or three recent couples? Have you worked at our venue, or with our vendors? How many weddings do you take on the same weekend? Will you personally be there on the day, and who else is on your team?
Exactly what is included, and what costs extra? Ask for a written list. How many meetings, calls or site visits are included? Do you come to vendor meetings and tastings? Do you manage the budget, or just advise on it? Will you handle the guest list, RSVPs and seating chart, or is that ours? Many couples keep these, since they know the guests best. Do you run the rehearsal? How many hours are you on site on the day, and do you stay until the end? Do you bring assistants, and from what guest count?
Planners are paid in different ways, and it can shape their advice.
How do you like to communicate, and how quickly do you usually reply? What do you need from us, and by when? How do you handle disagreements between us, or with family? What does your planning timeline look like from now to the wedding? Compare it with a 12-month wedding planning timeline.
What happens if you are ill or cannot attend? Ask for a named backup. Do you carry liability insurance? Many venues require vendors to have it. What is your cancellation policy, for us and for you? What is your plan for rain, a late vendor or a forgotten ring? A good planner answers with specifics. See the wedding day emergency kit.
No written contract, or a vague scope. They will not say whether they take vendor commissions. They cannot give references. They push particular vendors hard without explaining why. They take on more weddings than they can staff.
A planner helps before the wedding: finding vendors, managing the budget and building the timeline. A coordinator mainly runs the final weeks and the day. Many businesses offer both, so compare what each package includes.
It can be, if you enjoy planning and have booked everyone yourself. You still get someone running the timeline and dealing with vendors on the day, so you and your family do not have to.
For full planning, as early as you can, ideally before booking the venue. For day-of coordination, a few months ahead, since they need time to learn your plan. See what to book first for your wedding.
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