Hiring a Wedding Planner/Coordinator That's Right For You

Since it takes approximately 250 hours to plan a wedding, its no wonder why more and more couples are hiring a wedding planner or coordinator. In a recent study done by the International Institute of Weddings, 72% of recently married brides who did not use a wedding planner or coordinator said that based on their experience, if they could do it over again, they would at least hire a coordinator to be on hand to direct the wedding day. 49% reported that if they could change one thing about the entire wedding planning process hiring a planner or coordinator would be it. First let's address the difference between a wedding planner versus a wedding coordinator. A wedding planner is generally hired at the beginning stages of the planning process. He/she assists you in all areas of your planning that includes research of vendors, budget creation, etiquette, itinerary development, direction of the ceremony rehearsal and orchestrating the wedding day. A wedding coordinator is called in approximately 4-6 weeks prior to your wedding to tie up all the loose ends. He/she does everything from coordinating vendors you yourself booked, itinerary development, direction of the ceremony rehearsal to orchestrating the wedding day.   When interviewing your potential wedding planner or coordinator there are a few important questions you should ask. These questions can also be used when interviewing other vendors (I.e. DJ, decorator, etc.). 

How much wedding experience do you have?  

There is more to just asking "how many weddings have you done?" Many people will claim they have "event" planning experience however planning an "event" is very different from planning a wedding. Anyone who tells you that since planning their own wedding they decided to start a wedding planning business is probably not a good sign. Although planning their wedding was fun planning someone else's is not an easy task and requires much more than finding the right vendors. It is also good to ask about their education and if they belong to any associations relevant to their profession. 

How do your services work? 

Whatever service you choose ask him/her to review the entire process including the "day of" to make sure you are clear about what this person is going to do for you. There are a lot of misconceptions out there about what a planner and coordinator does and doesn't do so ask questions if you are unsure, this is what your initial consultation is for. 

How do you charge your fees?  

Fees will vary from a planner to coordinator. Some charge by the hour, flat rate, percentage of the wedding budget or by an estimate of their time. Experience also plays a role in the overall fee, a novice planner or coordinator will charge much less than someone who has quite a few years in the industry. 

Do you receive referral fees from vendors?  

Years ago this may have been an acceptable form of business however times have changed and accepting referral fees ("kickbacks") is now deemed unethical.  

What other services do you offer? 

Some may offer other services that may seem like you are getting a good deal and saving valuable time, but is not necessarily true. It is best to leave details such as floral, etc., to the professionals who specialize in this field. Your planner/coordinator already has enough to do from drafting schedules, coordinating vendors/wedding party members 

to making sure all your other requests are kept organized and completed in a timely manner. 

What is your emergency procedure?  

No I am not talking about an emergency kit. While that is a handy tool on the day of, what will you do if your planner or coordinator gets sick or called away in an emergency? Having a back up person in place is very important and should be written on your service contract. Make sure that this back up has the same skill level as your original person.  

How many weddings do you coordinate per day and weekend?  

There are many details to remember and coordinate for just one wedding, it is best to hire someone who will devote their time and attention to your day and your day alone.  

May we check references? 

Although getting past client references are important ask for one or two reputable vendor references as well. This will also tell you how long this person has been in business. Remember it is not always who they know, but who knows them. Having good standing relationships with other vendors is vital especially in an emergency. 

Post Interview: Making the Final Decision 

After you interview your potential planner or coordinator, discuss it as a couple. Even if you got all the right answers to your questions, you still need to ask yourself a few more. 

• Did I feel calmer when I was speaking with this professional, or more anxious? 
  
• Did he or she make me feel important, respected? 
  
• Do I feel understood? 
  
• Do I feel like I have his or her full attention? 
  
• Did I feel rushed? 
  
• Do I feel comfortable enough to voice all my concerns? 
  
• Do I like the way this person presented themselves?  
  

Answering these questions this will give you a clear understanding on which planner or coordinator is right for you.