Your wedding is one of the biggest moments of your life. It’s so important to make sure that every detail of your wedding day is carefully planned. That’s why it is absolutely vital to ask the right questions when working with a wedding planner.
You need to know that your planner understands their role in your big day, and that everyone is on the same page about what your planner will be handling, so that nothing slips through the cracks. So here are 10 questions I believe you should ask your wedding planner when you’re getting started.
1: What is the difference between a venue coordinator and a planner?
Your wedding planner should have a good understanding of what they are in charge of, and how that differs from a venue coordinator. But you aren’t a wedding professional–so it’s a good idea to double-check that there are no discrepancies between your understanding and theirs.
Here’s a quick overview of the differences, so that you can start learning now:
A venue coordinator works for the wedding venue. They are in charge of managing events for the venue, ensuring everything goes smoothly on their end. Depending on the venue and your specific wedding details, they may handle things like opening and closing the venue for setup and the wedding day festivities; setting up the venue’s furniture and other rentals; managing the venue’s bar and catering services; coordinating the setup of outside vendors; and overseeing other aspects of the wedding preparations related to the venue. Some venues have for-hire coordinators who will be more hands-on, but ultimately, it is important to remember that a venue coordinator’s primary commitment is to the venue.
A wedding planner, on the other hand, works for you. Their commitment is to you, the couple. Your planner can coordinate all of the above, but they aren’t limited in the same ways that a venue coordinator would be. They can also help with finding the perfect vendors for you; coordinating with vendors both prior to and during your wedding; negotiating vendor contracts; helping you create your wedding theme and choose the perfect color palette; designing your decor; creating a wedding timeline; creating and allocating your budget; and more. For wedding planners, the scope can be as wide as you want!
2: How often will we hear from you between now and our wedding?
After hiring a wedding planner, you may be surprised to find that you won’t be in touch constantly during the following months. You may go through the initial consultation process, choosing your theme and colors, and not hear from your planner for a few weeks. Or, you may choose all of your vendors, only to feel like you’ve been ghosted by your wedding planner when they don’t reach back out for a while. This is totally normal, but it can lead to stress and panic–and we don’t want that for our clients! I recommend asking your planner from the start what their communication process looks like.
3: What’s the best way to reach you?
Every wedding planner works a little differently. Some prefer to keep all communications in their email inbox to stay organized. Others like to text with their clients between meetings, so that couples can share those short, spur-of-the-moment thoughts in real time. Ask your planner what they prefer, and stick to that communication method. But if you feel like it’s not working for you, don’t hesitate to ask if they are willing to communicate in a different way. Ultimately, your wedding planner wants you to be comfortable. This will help you have the best relationship with your planner!
4: What is the ‘Plan B’ in case of bad weather?
If any of your wedding activities will take place outdoors (ceremony, reception, photos, or even the end-of-night exit), you need to know how your wedding planner intends to pivot. They have plenty of experience, so they’ll have an idea of how they want to handle it. But it’s good to have a discussion in advance, so that your wedding week can be stress-free, regardless of the weather.
5: Who are your most trusted vendors?
A good wedding planner will do the research to find vendors that perfectly fit your needs. But every experienced planner has a list of vendors they know, trust, and absolutely love working with. I recommend asking your wedding planner who those vendors are as you begin your vendor search. Look through their portfolios. Ask your planner why they love them. If your wedding planner trusts them, they’re probably a safe bet–and that can save you time and energy in the planning process.
6: How do you plan for guests with disabilities and food restrictions?
Every experienced wedding planner understands the importance of planning for the needs of your wedding guests. You want your loved ones to have a joyful day as they celebrate with you! Ask your wedding planner for their best recommendations when it comes to planning for guests with disabilities, allergies, and other unique needs. They will help you create a game plan as you craft your guest list!
7: Who will be helping you on wedding day?
Your wedding planner may have assistants or other team members on site to help with setup and coordination on the day of your wedding. Make sure you know in advance who will be present! This way, if you see extra people walking around your venue, you will have an idea of who they are and what their roles are.
8: How do you handle emergencies?
We all hope that an emergency won’t disrupt your wedding plans. But unfortunately, you can’t predict everything. It’s important to be sure that you know how your wedding planner will handle an emergency if it comes up. You want to know that everyone is on the same page, and that in case of an emergency, your planner has things under control.
This is also a good time to ensure that you know how your vendors will handle emergencies. Will they be willing to reschedule if your wedding is postponed? Will they refund part of your invoice? If not, you should know in advance.
9: What is the plan for cleanup?
It’s a good idea to find out just how involved your planner will be in the cleanup process after your wedding. Will you need to hire someone to help clean up? Or will your planner take care of everything? Will they only be taking down the things that they set up, or will they pick up trash, sweep, and ensure the venue is returned to the standard required by your contract with the venue? Do they plan to be the last ones on-site?
10: What do you need from us to get started?
Don’t leave your first meeting with your wedding planner without asking this question! They’re the expert, so let them tell you what they need. And don’t be afraid to check in throughout the process to ask if there is anything else that your planner needs from you.
Ready to Get Started?
I hope this guide helps you to ask your planner all the right questions. If you are looking for a Connecticut wedding planner, I would love to meet you! You can reach out to me through my contact form here.
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