Top 11 Questions to Ask When Interviewing a Wedding Planner

When couples begin planning their wedding, it’s easy to feel like they can handle it all. But let’s face it – planning a wedding is no small feat. From booking the perfect venue and organizing flowers and catering to coordinating transportation, photo, and video teams, and managing RSVPs, there’s a long list of tasks to tackle before you walk down the aisle in your dream wedding dress and say “I do.”

This is where a wedding planner steps in – a professional whose expertise, and organizational and communicational skills can turn your dream wedding into a stress-free reality.

The right wedding planner will help you stay organized, manage your budget, and bring your dreams to life. However, finding the perfect fit requires asking the right questions. With this in mind, we compiled a list of questions to ask when interviewing a wedding planner to get you started!

@nicoleamyvisuals of Angela 123102 by Calla Blanche

1. Are You Available for My Wedding Date?

Start with the basics: confirm their availability. If they’re already booked for your date, there’s no need to proceed further since they won’t be able to accommodate you.

Follow-up questions:

• How many weddings do you typically handle on the same weekend or month?
• Will you personally oversee my wedding, or will an associate be assigned?

2. What Services Do You Offer?

Wedding planners offer various levels of service, including full-service planning, partial planning, and day-of coordination. Understanding their scope of services will clarify whether they meet your needs.

Key points to discuss:

• Do they handle wedding vendors selection, negotiations, and bookings?
• Will they assist with design, décor, and theme development?
• Do they create detailed timelines and budgets?
• Do they offer additional services, such as RSVP tracking, rehearsal dinner coordination, or day-of coordination?

@shelbyn.photography of Alicent 123241 by Calla Blanche

3. What is Your Planning Style?

Every couple has a unique vision, whether it’s a boho beach celebration, a glamorous castle affair, or an intimate backyard wedding. A planner’s approach should complement your vision. Ensure your wedding planner has experience with your preferred theme or style.

Ask about:

• Their experience with your desired wedding style or theme.
• How they balance creativity with practicality.
• Examples of past weddings similar to what you envision.
• Do you have experience with specific cultural or religious ceremonies? (optional)

4. How Do You Handle Budgets?

Weddings can be expensive, and managing a budget is one of the most challenging aspects of planning. A great planner should be skilled at maximizing your budget and prioritizing what matters most without compromising on quality.

Questions to ask:

• Can you work within my budget?
• How do you handle unexpected expenses and additional costs?
• Can you provide a breakdown of typical costs for a wedding of my size and style?

5. Can You Share References or Testimonials?

A planner’s past clients can provide valuable insights into their professionalism and effectiveness. Don’t hesitate to ask for references or read online reviews. A reputable planner will have glowing reviews and happy clients who are willing to share their experiences.

Key questions:

• Can you provide contact information for previous clients?
• Are there any weddings you’re particularly proud of?
• Do you have a portfolio of past events?

@clairemccleanphoto of Alison AA2307 by Angela and Alison

6. What’s Your Communication Style?

Communication is crucial in wedding planning. Misunderstandings or delays can create unnecessary stress. Ensure their communication style aligns with your preferences.

Important questions:

• How often will we meet or touch base during the planning process?
• Do you prefer emails, phone calls, or in-person meetings?
• How quickly do you typically respond to questions or concerns?=

7. How Do You Handle Vendor Relationships?

A wedding planner’s network can make or break your vendor experience. They should have strong relationships with reliable, high-quality vendors.

Ask about:

• Their preferred vendor list and how vendors are selected.
• Whether they can work with vendors you choose independently.
• How they negotiate contracts and manage vendor payments.

8. How Do You Handle Emergencies?

No one likes to think about worst-case scenarios, but it’s crucial to know how your planner will handle unexpected issues.

Ask about:

• Their contingency plans for weather, illness, or vendor cancellations.
• Whether they have a backup team or associate planner in case they can’t attend or there is an emergency.
• How they address last-minute changes.

@msmp.media of Atarah LA23239 from L'Amour by Calla Blanche

9. What is Your Fee Structure?

Understanding your planner’s pricing and payment terms will help you budget effectively and avoid surprises.

Discuss:

• Their pricing model (flat fee, percentage of the budget, or hourly rate).
• What’s included in their fee and what costs extra.
• Payment schedule and refund policies.

10. How Do You Manage Wedding Day Logistics?

The wedding day is the culmination of months of planning. Your planner should have a detailed plan to ensure everything runs smoothly.

Questions to clarify:

• What’s your process for creating a wedding day timeline?
• Will you be present for the entire event?
• How do you handle setup, breakdown, and troubleshooting?

11. Why Should I Choose You?

This question allows the planner to showcase their unique qualities, passion, skills, or experiences. Their answers can give you insight into whether they’re the right fit for your needs.

Follow-up questions:

• What do you love most about wedding planning?
• How do you stay updated on industry trends?
• What sets you apart from other wedding planners?

@martin_dabek_photography of Sierra LP2233 from La Perle by Calla Blanche

Bonus Tips for Interviewing a Wedding Planner

• Prepare in Advance: Write down your questions beforehand to ensure you cover everything.
• Take Notes: Keep a record of their answers so you can compare different planners later. Interview at least 2-3 planners to find the best fit.
• Trust Your Instincts: Choose someone you feel comfortable with and confident in.

 

Choosing the right wedding planner is a critical step in creating the wedding of your dreams. By asking these questions when interviewing a wedding planner, you can ensure you’re hiring someone who understands your vision, budget, and personality and has the expertise to execute your wedding day flawlessly. With the right planner by your side, your wedding planning journey can be as enjoyable and stress-free as the big day itself.

 

Need a little extra help with wedding planning? Head over to our blog’s homepage for tips and tricks on a variety of topics. And when it’s time to find your dream wedding dress, let our dress search tool be your ultimate go-to!

 

Header image: @essieloutriffittphotography of Glenda 123124 by Calla Blanche