How to choose a wedding planner: The ultimate guide to hiring the right expert for your celebration
Planning your big day is an exciting and rewarding adventure unlike any other. However, it can quickly become overwhelming with all the details involved.
This is where the services of a professional come in handy so you can save lots of time, skip the frustration and enjoy your engagement period to the fullest.
With so many experts out there, it’s critical to pick the right one based on your personality and needs. No matter how complicated this might sound, worry not, my dear.
Because in this guide, I’ll walk you through everything you need to know about how to choose a wedding planner that feels like your confidante. Let’s dive in straight away.
How to pick a wedding planner: A step-by-step process
1. Determine your needs and budget
Begin by assessing the scale and complexity of your wedding. Here are some questions to consider:
Are you having a local or destination wedding?
How many guests are you inviting?
What type of venue are you looking to book?
Are you envisioning a particular theme or esthetics?
Then, move on to setting your overall budget, as it’ll influence the extent and quality of services provided.
Decide on the scope of the wedding planner’s services:
Think about the level of involvement you want from your planner.
Full-service planning: Ideal for you if you want assistance with every detail of the ceremony and reception.
Partial planning: Suitable for you if you need professional help with only certain parts of the process.
Day-of coordination: Perfect for you if you’ve done the planning yourself but need someone to oversee the wedding day.
2. Do your research early on
Equipped with all the above, you’re ready to start researching the available options.
There are various places to look for wedding planners, including:
Google: If you’re having a local wedding, type “wedding planners near me,” and Google will serve various vendor websites in your area. Alternatively, search “wedding planner in [city]” to uncover experts in the destination you plan to tie the knot.
Social Media: Both Instagram and Facebook groups are wonderful resources for finding potential wedding planners. Follow hashtags like #weddingplanner and join bridal communities to gather recommendations and view portfolios.
Referrals: Never underestimate the power of word-of-mouth. Ask your friends and family if they have someone they can recommend, as personal experiences can provide invaluable insights.
Online wedding publications: Websites like The Knot and Wedding Wire feature directories and reviews of wedding planners, making it easier to find professionals with good reputations.
3. Reach out to the shortlisted prospects
Once the research is complete, it’s time to get in touch with the wedding planners whose philosophy, vibe and experience align with your needs.
This step should be easy as they usually provide various contact methods (email, website form, phone call, etc.).
Pay attention to how promptly they get back to you and how professional their communication is. Quick, genuine and polite responses are strong indicators of their reliability and dedication.
4. Conduct interviews
Whether in writing, in person or through the camera, it’s essential to delve deeper into their expertise, style and approach.
Here are some key questions to ask a wedding planner:
Availability
Are you available on our wedding date?
Will you be personally overseeing our wedding?
Who will be on-site for the wedding day?
Experience & background
Are you professionally certified as a wedding planner?
Do you have experience organizing weddings similar to ours in size and style?
Can you provide work samples or testimonials from past clients?
Services
What services do you offer?
What’s included in your packages?
Can you customize a package to suit our specific needs?
Do you offer assistance with the legal paperwork required for a civil wedding?
Communication
How do you communicate with clients?
How often can we expect updates on the progress?
How many meetings, phone calls or emails are included in your services?
Vendor relationships
Do you have fixed vendors that you work with, or can we choose our own?
Will you be booking the vendors and handling all the logistics?
Will you be coordinating all the different vendors during the wedding day?
Fees
What is your payment plan structure?
How do you collect payment?
Are there any additional costs or hidden fees we should be aware of?
5. Get your thoughts together
Following your initial meetings or communications with the wedding planners, it's essential to take some time to reflect on your impressions.
Apart from the logistics (services, inclusions and pricing), the main thing you should focus on is how each wedding planner made you feel.
Did you feel seen and understood?
Do your personalities match?
Do you feel like you could be friends in real life?
How well did you connect with them?
Did they address your concerns and questions thoroughly?
6. Make your final decision
Now that you have all the data, the exciting moment of choosing has come.
And there’s one technique that will never fail you: trusting your instinct.
If you felt a strong connection with a particular planner, it may be a sign that they’re the right fit for you. Conversely, if you have any doubts, it’s best not to move forward with them.
Red flags to look for before deciding on a collaboration
Since you’ll be spending a lot of hours together, collaborating with your planner should be fun and effortless.
To make sure you avoid potential issues down the road, here are some red flags to watch out:
Poor communication: If they take a long time to respond to your inquiries or provide vague answers, it could be a sign that the planning process will be stiff.
Lack of transparency: Be wary of planners who aren’t upfront about the fees, services included or any additional costs so you can refrain from unpleasant surprises.
Limited experience: While new planners can bring fresh ideas, they may sometimes fall short in problem-solving skills.
Negative reviews: A pattern of negative feedback, especially regarding reliability or professionalism, is something you shouldn’t take lightheartedly.
Unclear contract terms: If the contract is ambiguous or lacks important details, it could lead to misunderstandings.
Lack of enthusiasm: If they seem disinterested or unexcited about your ideas, this might mean they’re not the best match for you.
Now that you know how to choose a wedding planner, go pick the ideal one for you!
A wedding planner is more than just an expert who takes the pressure of planning off your shoulders. It’s your confidante on the path to the most special day of your life!
That’s why selecting the right one should be your priority.
With Bespoke Weddings Santorini by your side, you can rest assured that your destination wedding in Santorini will be everything you’ve dreamt of.
Combining local knowledge, professional expertise and a personalized approach, I handle all the details so you can enjoy a smooth and stress-free experience.
FAQs about how to choose a wedding planner
Do I need a wedding planner?
While you can definitely plan your special day on your own, it takes a lot of research and commitment. So, if you lack the time or just want to savor your engagement carefree, hiring a wedding planner is the best investment you can make, more so if you’re having a destination wedding.
When to get a wedding planner?
As early as possible! Ideally, you should start looking for one as soon as you've set your wedding date and location. With that said, 12-18 months before the wedding is the ideal span to ensure your favorite planner’s availability and allow ample time for planning.
What makes a good wedding planner?
While there’s an extensive list of qualities to look for in a wedding planner, here are the most critical ones:
Creativity
Reliability
Transparency
Local expertise
Resourcefulness
Great attention to detail
Exceptional organizational skills
Empathy and impeccable communication
Experience with your specific wedding type
Read my dedicated blog on what makes a good wedding planner for more inspiration.
How much does a wedding planner typically cost?
The answer varies based on several factors. The wedding location, size and level of service provided, along with the planner’s experience, shape the final cost. At Bespoke Weddings Santorini, I charge a flat fee, which you can find out by filling out this form.
