To effectively talk to a wedding planner, it is important for you to describe exactly what you expect from a wedding planner, and then ask if they provide a package that would cover your needs. If they do not have something that exactly fits your planning expectations, it doesn't hurt to ask if they could build a custom planning package for you.
Talking to a wedding planner for the first time can feel daunting, but it's essentially a conversation to see if they understand your vision and can help bring it to life within your budget and timeline.
Preparing for Your Conversation
Before you even pick up the phone or walk into a meeting, take some time to think about what you're looking for. The more prepared you are, the more productive the conversation will be.
Key Information to Share
Having a clear idea of these points will help the planner assess if they are the right fit and how they can best assist you.
- Your Vision & Style: What kind of wedding do you envision? (e.g., rustic, modern, traditional, casual, formal?) Do you have a theme or specific colours in mind?
- Your Budget: Be prepared to discuss your overall wedding budget or at least a comfortable range. Planners can help you allocate funds effectively.
- Your Guest Count: A rough estimate of how many guests you plan to invite.
- Your Desired Location(s): Do you have a specific venue or type of venue in mind (e.g., barn, ballroom, outdoor space)?
- Your Timeline: When are you hoping to get married? Are you flexible with dates?
- What You've Done So Far: Have you booked a venue? A photographer? Let them know your progress.
- Areas Where You Need Help: Are you overwhelmed by vendor selection? Need help with design? Logistics? This is crucial.
The Core Conversation - What to Ask
Based on your preparation, your conversation should focus on assessing the planner's services and fit.
Begin by describing what exactly you expect from a wedding planner. This might involve outlining the specific tasks you need help with, such as vendor recommendations, budget tracking, design assistance, timeline creation, day-of coordination, or full-service planning from start to finish.
- Example: "We're looking for someone to help us find a unique venue, manage our budget, recommend vendors we can trust, and handle all the logistics on the day."
Then, ask if they provide a package that would cover your needs. Wedding planners often offer different service levels.
- Example: "Based on what I've described, do you have a standard package that aligns with these needs, like partial planning or full-service planning?"
Look at their standard package options:
| Package Type | Description | Typical Services Included |
|---|---|---|
| Day-Of Coordination | Manages the wedding day logistics | Timeline execution, vendor management on the day, problem-solving |
| Partial Planning | Assists with specific aspects of planning | Vendor recommendations, design help, some logistics |
| Full-Service Planning | Handles almost every aspect from start to finish | Budgeting, vendor sourcing, design, logistics, day-of execution |
If their standard packages don't perfectly align with your specific expectations, it doesn't hurt to ask if they could build a custom planning package for you. Many planners are flexible and willing to tailor their services to meet unique client needs.
Other Important Questions to Ask
- What is your planning style or philosophy?
- How do you communicate with clients (email, phone calls, meetings)?
- How often do you typically meet or check in with clients?
- Can you provide references or examples of weddings you've planned?
- How do you handle vendor selection and communication?
- What is your fee structure?
- How do you handle unexpected issues or emergencies?
Making the Most of the Meeting
Be open and honest during the conversation. Pay attention not just to their answers, but also to their personality and how well you connect. You'll be working closely with this person, so feeling comfortable and confident in their abilities is key. This initial conversation is a two-way street to determine mutual fit.
Next Steps
After talking to a few planners, compare their services, fees, and how well they seemed to understand your vision. Request a formal proposal outlining the services included and the cost. Take your time to review it before making a decision.
