When you got engaged, so many things started happening at once. And if this is your first wedding, there may be so many things for you to learn! The same is true for hiring a wedding planner.

When I receive inquiries, couples almost always have no idea where to start when it comes to hiring a wedding planner. Like most other aspects of planning their wedding, they are lost as to where to begin. For most, this is the first time planning a wedding, so why should they know? I’m not an accountant, so why should I know accounting? That’s why I hire a CPA, ha!

So, I’m here to provide some insight on what to look for in a wedding planner and the steps you can take to find the perfect fit.

Do you connect with them? Connection is key! You will spend lots of time with your wedding planner so it’s crucial that you connect and your personalities vibe. How the planner responds to you and in what manner, plays a vital role in connection and building trust. Trust is the foundation of your relationship with a wedding planner. You’re hiring them to take care of one of the biggest days in your life, so you should be able to trust that they can handle the job.

You want to like the person you’re spending months with while planning this important day. Could you see yourself being friends in-real-life? In all reality, your wedding planner will become your friend. So, if you don’t feel compatible from the start, they may not be a great fit. You want to find someone who can be with you through the ups and the downs and help you through it all. That’s what friends are for, so that’s what your wedding planner should be for too.

2. What is their communication style? On your initial planning call, did they take time to listen to you and learn about your unique needs? Did you feel heard? It’s so important to find a planner who will listen and talk with you and not at you.

The initial planning call is one of your most important meetings with a planner. That conversation is about discovery; learning about you as a couple and more about your big day. It’s imperative to find a planner that will listen during this call to discover more about YOU. Communication is another layer of the foundation for any relationship. Without it, the relationship fails.

What is their typical response time? I have a 48-hour response rule: if someone connects with me, regardless of which forum is being used (text, email, phone, etc.), I respond within 48 business hours, max! If I can’t get to their email with details they’re looking for, I send a text or give them a call and let them know I’ve received their message and when they should expect to hear from me.

Couples wait long enough to hear from other vendors, they certainly shouldn’t be waiting long to hear from their wedding planner too. A wedding planner's response time to your inquiry will give you an idea of what it’s going to look like if you choose to work with them to plan your wedding. If the response time is bad when they’re still trying to sell themselves, just imagine what they’ll be like throughout the planning process, or worse, on your wedding day!

3. Does their planning style mesh with your lifestyle? It is imperative that you find a planner who has flexible hours and can not only meet you during normal business hours, but evenings and weekends as well. Most couples work Monday through Friday, 9-5, and have little time during those hours to meet with a wedding planner. Identifying this upfront is key to a successful working relationship with your planner. Especially if you are in different time zones. This is crucial for a seamless and stress-free wedding planning experience. You shouldn’t have to put your life on hold to meet with your planner. A great wedding planner will find a mutually beneficial time that works for both of you.

4. What does their portfolio look like? Be sure to check out their previous work. What are their specialties? Do they tend to focus more on elopements and adventurous weddings or are they more traditional and classic? Try not to focus too much on the style of weddings you see in their portfolio because a seasoned planner will have the expertise and creativity to design any style of wedding you want. DO focus on their level of detail in the design and how well it’s executed. While it’s important that you connect with a planner who understands your unique needs, it’s even more important that you connect with a planner who will execute your vision flawlessly.

Their portfolio could also give you an idea of the size of weddings they take on. Do most weddings you see showcase a smaller, more intimate gathering, are they larger, more involved weekend affairs, or a mix of both? If you’re hosting a larger, more involved wedding and the wedding planner showcases smaller, more intimate weddings, then they likely aren’t the best fit for you. That said, they may still be interested in bringing on large scale weddings, so it doesn’t hurt to connect with them if you feel like you’re vibing with their work.

5. What services do they provide? Every planner offers different types of services; not one company is the same. Some planners focus solely on month-of wedding management. Some focus solely on full-service planning for luxury weddings. In order to decide what type of planning service you’re seeking, you first need to decide how much you plan to commit to taking on yourself. Some brides choose to handle the heavy lifting and only bring in a month-of event planner to help finalize details and manage their wedding day. Other brides have zero time to plan their wedding and need a right-hand man to help bring their wedding to life.

Everyone goes into their wedding experience with different needs. Be sure to understand the level of service you’re wanting before choosing a planner. Maybe you don’t even need that much hand holding and you simply need someone to check in with every now and then to make sure you’re on track. In that case, an hourly planner may be perfect for you!

6. What is their pricing structure? There are multiple ways wedding planners can charge for their services. Some are flat fees, some charge a base fee with commission, some are hourly. Be sure to find out what they charge, how they charge, and what is included in their rate (day of assistants, unlimited access to your planner, number of meetings, rehearsal day prior, etc.).

Hiring an experienced wedding planner is a luxury. There’s a reason planning services cost what they do. So, it’s imperative that you know what the planner is going to do for your day and why they charge what they charge. Only then will you understand the true value in hiring a wedding planner and comprehend the financial investment in hiring one.

Now that you know what to look for in a wedding planner, I wanted to share a few tips on things you don’t necessarily need to focus on so much:

If they’ve worked events at the venue you’ve booked.

If they’ve worked with the vendors you’ve booked for your wedding.

If they’re local to the area you plan to get married.

An experienced planner will be able to handle all of these elements just as well as one who checks all of these boxes. Don’t base your decision off of these 3 elements. You may be missing out on a great wedding planner and limiting your options if you do.

At the end of the day, a wedding planner is an investment to ensure your wedding day is seamless, smooth, and unforgettable. Your engagement only lasts so long. A wedding planner gives you that time back to enjoy being engaged and release the stress of taking it all on by yourself. Finding the right wedding planner is crucial to the outcome of your wedding. When selecting your wedding planner, it shouldn’t be the first (unless you’ve done your research and find that they are the right fit) and it certainly shouldn’t be the cheapest. Doing your research and looking into the 6 big elements above will help you find the perfect match for YOU.

For a stress-free, seamless wedding experience that will leave you excited about marrying the love of your life, contact me today. I’d love to meet you!

What to Look for In a Wedding Planner by Ashley Larson Events