How to Choose a Wedding Planner

Wondering what to look for in a wedding planner? We ask the experts

We get it. Planning a wedding can be overwhelming, stressful and expensive.

But if there’s one piece of advice we can give couples — it’s to be as relaxed as possible on your wedding day. The last thing you want to do is put out last-minute fires, field millions of questions and run around to make sure everything is in place.

That’s why we strongly believe in hiring a wedding planner — even if it’s just for day-of coordination. Planners take on all the stress so that you can focus on saying “I do.”

But not all wedding planners are created equal. Wondering what you should be looking for in a planner? We ask the experts who’ve helped hundreds of couples execute their dream weddings.

Do your research

The first step is to research wedding planners who are located near your venue. If you can’t get personal recommendations — then look for top rated planners.

But look deeper than the five stars next to their name. Read a planner’s online reviews, peek at their social media accounts and peruse their web sites.

Research the packages they offer, and find out if they fit your budget. Then schedule “interviews” with at least a couple planners. Be prepared before you meet. Know how much you want to spend and whether you want a full-service wedding planner or day-of coordinator.

The Q&A

Wondering what to ask a wedding planner during the interview process?

Explain the vision you have for your wedding, ask if they can pull off your wedding within your means and tell them how involved you want them in the planning process (be wary if someone is pushy and tries to upsell you). Ask how often they’ll check-in before your wedding date? What does their service include?

Effortless Sentiments owner and wedding planner Ariel Kline advises to ask whether the planner takes breaks on the day of the wedding? If so, how many and will someone else be on their team to take over? Does the planner have overtime charges or other fees not mentioned on their pricing sheet, such as additional staffing or mileage costs? Ask whether your wedding will be their only job that day or weekend? If not, will it have any impact on your wedding? Listen to your gut if they say “yes.”

Does the planner decorate the venue or style it? Kline said there’s a difference between planners and decorators. For example, a decorator may know how to elaborately fold your cloth napkins and a planner may not.

Sheree Huhn, who owns The Wedding Ceremony Co. and has a decade of experience, advises couples to ask potential wedding planners whether it’s their full-time job and how many weddings they help plan in a month.

“You want to make sure you have someone that is experienced,” said Huhn. “I personally would ask when their (sic) next wedding is scheduled and if I could stop by and peek.”

“You’ve really got to pick vendors carefully and for the right reasons, this is a once in a lifetime experience we are talking about here,” said Kline. “You need to know who you’re investing in. If you don’t get off the consultation feeling refreshed and motivated then that’s not someone you need to be working with.”

“You can’t get your makeup done and find an extra extension cord for the DJ at the same time. Be a bride. That’s your only job on your day. Leave the rest to a pro.”

— Effortless Sentiments owner and wedding and events planner Ariel Kline

It’s a “feeling”

We can’t emphasize this enough: choose a wedding planner you connect with in that first initial meeting. You’ll be working with them more than anyone else (maybe even more than your fiancé(e)) on making your dream wedding come true.

Do you get along? Are you on the same page? Do you share the same vision or is their pushback? Is he/she realistic and not afraid to tell you his/her honest opinion in a respectful way? Does he/she bring ideas to the table that you appreciate?

“I won’t work with a client if we don't have great chemistry,” said Kline. “If communication isn’t transparent and consistent there’s so much room for error on BOTH sides.”

Huhn emphasizes that honesty is key.

“Save yourself a headache down the road and listen to your instincts,” Huhn said. “I have had clients ask all sorts of things of me, and a good planner will always provide an open honest answer. If not RUN.”

Leave it to the experts

If you think you can plan your entire wedding, go for it. Ensure, however, you have the time, patience and foresight of potential emergencies that you may have to troubleshoot.

But Huhn advises that hiring a professional wedding and event planner can actually save a couple stress and money. They’re not only able to negotiate vendor contracts, they also know where to “hold back from spending money, and where to splurge for the best guest and couple experience.”

“At the very least, invest in a month of coordinator to execute all YOUR hard work,” Kline said. “You can’t get your makeup done and find an extra extension cord for the DJ at the same time. Be a bride. That’s your only job on your day. Leave the rest to a pro (no, your aunt Tammy and Uncle Jim do not count as pros).”

Just like any vendor you choose, read your wedding planner’s contract carefully.

Choose someone who you know you’ll be able to lean on when planning gets overwhelming. Kline said “every couple has different needs” and “your planner simply needs to check all of your boxes” or “they’re not the planner for you.”

One last bit of advice: tip your wedding planner, especially if they do an amazing job. Although they don’t expect it, a 15% to 20% gratuity will show how much you appreciate their hard work.

Remember, a good wedding planner will take care of mishaps on your wedding day — that you won’t know are happening — because they’re on top it.

Written By Vows & Forever Founder and Veteran Journalist Maria Cid. V&F is a wedding vows & speech writing service that also specializes in speech coaching and wedding timeline coordination