Questions to Ask if You Are Considering Hiring a Wedding Planner

Hiring a wedding planner can be one of the best decisions you make during your engagement, but it’s not always easy to know where to begin! With so many details to manage, personalities to mesh with, and budget considerations to weigh, how do you know who’s the right fit for your big day?

We’ve put together a guide with everything couples should know before signing a contract, plus helpful sample questions to guide the conversation. Whether you’re planning an intimate backyard celebration or a grand ballroom affair, asking the right questions before hiring a planner can help ensure a smooth and enjoyable planning experience. 

Understanding the Types of Wedding Planners

Before diving into questions, it helps to understand the different types of wedding planning services. Not all planners offer the same scope of support, and choosing the right level of service depends on your needs, budget, and how hands-on you want to be.

• Full-Service Wedding Planners: These planners manage the entire event from start to finish. They help with everything from selecting vendors and managing the budget to creating timelines and coordinating the day itself. This is a great option for busy couples or those planning large, detailed weddings.
• Partial Wedding Planners: Ideal for couples who have already started planning and need support with specific elements. A partial planner might step in a few months before the big day to help wrap up details or provide vendor recommendations.
• Day-Of or Month-Of Coordinators: These planners ensure everything goes smoothly on the wedding day itself. They’ll manage the timeline, confirm vendor arrivals, and keep the event running so couples can enjoy the celebration stress-free. 

Note: these services are typically booked months in advance, even if the bulk of the work happens closer to the wedding.

• Virtual Planners or Consultants: A newer option, virtual planners provide expert guidance remotely. They’re helpful for couples who want professional advice but are comfortable handling logistics themselves.

Understanding what type of support you’re looking for will shape the kinds of questions you’ll want to ask.

When to Hire a Wedding Planner

The sooner, the better—especially if you’re considering a full-service planner or if your wedding date is during a busy season. Many in-demand planners book up 12 to 18 months in advance. Even day-of coordinators often fill their calendars early, so don’t wait until the last minute to start the conversation.

Hiring early also gives your planner more time to get to know your vision, help with major decisions like selecting a venue, and troubleshoot any unexpected challenges.

Key Questions to Ask Potential Wedding Planners

Now that you know what kind of planner you need, it’s time to start the interview process. Here are important categories to cover, along with sample questions that can help you make the best decision.

1. Experience and Style

Ask about their planning background, past weddings, and whether their style aligns with yours.

• How long have you been planning weddings professionally?
• Can you describe your planning style or approach?
• Have you worked on weddings similar in size or theme to ours?
• Do you have a portfolio or photos from recent weddings?

2. Services and Availability

It’s crucial to understand what’s included in their services and how they support clients throughout the process.

• What planning services do you offer (full-service, partial, day-of)?
• Are you available on our wedding date?
• How many other weddings will you be working on during our timeframe?
• Do you work alone or with a team?

3. Communication and Process

Smooth communication is key to a successful planning experience.

• How often will we meet or check in?
• What tools do you use to keep clients organized (planning software, spreadsheets, timelines)?
• Will we be working directly with you, or will another team member be our point of contact?

4. Vendor Relationships

Many planners have preferred vendors they trust and love working with.

• Do you have a list of preferred vendors, and are we required to use them?
• Will you help negotiate contracts or attend vendor meetings with us?
• How do you handle vendor coordination in the weeks leading up to the wedding?

5. Budget and Payment

Talking about money might feel uncomfortable, but it’s essential to be upfront about costs and expectations.

• How do you structure your pricing—flat fee, percentage of the budget, hourly?
• What is included in your fee, and what might cost extra?
• Can you help us stay on budget or suggest cost-saving strategies?
• What is your payment schedule, and do you require a deposit?

6. The Wedding Day

Understanding how the planner handles the actual wedding day can offer peace of mind.

• What does your involvement look like on the wedding day?
• How many hours are you on-site?
• Will you be the one coordinating on the day, or will someone else step in?

Red Flags to Watch Out For

While most wedding planners are passionate professionals, it’s important to trust your instincts and be aware of warning signs. Here are a few red flags to look out for:

• Vague or confusing contract terms
• Lack of enthusiasm for your wedding style or preferences
• Poor communication or delayed responses during the inquiry process
• Reluctance to provide references or examples of past work

Hiring a wedding planner can be a game-changer, turning your vision into reality while easing the stress of planning. Whether you want full support from engagement to “I do” or just someone to manage the day-of logistics, the right planner can help make your wedding everything you dreamed of—and more!