Questions to Ask a Wedding Planner: A Guide to Finding the Perfect Fit 

Planning your wedding should be exciting, but it can also feel overwhelming, especially when it comes to hiring the right wedding planner. You want someone who aligns with your vision, stays within budget, and keeps your big day stress-free. Asking the right questions upfront can make all the difference—and that’s coming from a former wedding planner who had a New York City planning firm for 10 years.

Meet the expert: Leah Weinberg

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Source: Justin McCallum Photography

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Table of contents:

• First consult prep
• What to ask a wedding planner
  • Experience
  • Availability
  • Services
  • Pricing
  • Planning
  • Venue and vendors
  • Managing crises
• Hiring the right wedding planner

What to know before meeting a wedding planner

Before meeting potential planners, you should have a clear idea of your needs and visions. Think about your guest list, budget, and any must-have elements like decor and venue choice. (Have you chosen a venue yet? If not, check out Peerspace to see incredible wedding spaces in your area!) Taking these steps ahead of time will make your meetings more productive. 

Tips for a productive meeting 

1. Be clear about your vision: Share your preferences for style, atmosphere, and non-negotiable elements. A planner who understands your aesthetic will be better equipped to deliver your dream day.
2. Discuss your budget openly: Money talk can feel uncomfortable, but it’s essential for ensuring your planner can realistically meet your expectations. 
3. Bring inspiration: Photos, mood boards, and even Pinterest boards can give your planner a clear vision of what you’re going for. 

Essential questions to ask a wedding planner

Experience and background

A planner’s experience is crucial in ensuring your big day goes off without a hitch (while you’re getting hitched). The more seasoned they are, the better they can handle the unexpected. 

How long have you been planning weddings?

Experience counts when it comes to handling logistics and unexpected challenges. 

What types of weddings have you planned?

Make sure their portfolio matches your style—whether it’s intimate or grand. 

Do you specialize in any specific themes or cultures?

Finding a planner who understands your vision can make the planning process much easier and less stressful. 

Can you provide client references?

A reputable planner will have no problem sharing client testimonials or references from the past. 

Availability and team structure

Your planner should be available on your chosen date and have a reliable team ready to ensure that nothing goes wrong or falls through the cracks. 

Are you available on our wedding day?

A straightforward yet essential question to confirm availability (better to ask sooner rather than later so nobody is caught off guard). 

Will you personally oversee our wedding day?

Knowing who will be your primary contact helps avoid confusion. If you prefer your planner to be there on your special day, make that clear to them. 

How many weddings do you take on per month?

This will give you an idea of how dedicated they can be to your event. The fewer events they take on, the more expensive you can expect their service to be.

Services offered

Wedding planners typically offer different packages depending on the level of involvement you need. Be sure you understand what’s included and whether they’ll be able to fulfill your needs. 

Do you offer full planning, partial planning, or day-of coordination?

If you want your planner to handle everything from start to finish, a full-service planner is the way to go. However, if you’re further along in the process and need someone to take the reins for just a few months, day-of or partial planning might suit you better. 

What’s included in your service packages?

It’s crucial to understand exactly what you’ll be getting. (This is where a contract comes in handy. Make sure your wedding planner has one!) Does the planner handle vendor recommendations and negotiations? Will they help with design? Be sure you’re clear on what exactly you’re paying for. 

Can you help with decor and styling?

Most planners offer both logistics and design, but everyone can’t be good at everything all of the time. Some planners are also creative directors, while others specialize in logistics. Know which one you prefer to work with. 

Pricing and budget

Managing costs is a huge part of planning a wedding. Start the conversation early to set clear expectations for your special day. 

What is your pricing structure?

Whether it’s a flat fee, a percentage, or hourly costs, know what your planner is expecting from you while working together. 

Are there additional costs we should know about?

Ask about reimbursable costs, such as travel fees and hotel accommodations for the planner. This helps avoid surprises when settling the bill. 

How do you help prioritize and stay within our budget?

A good planner will help you allocate your funds wisely, making sure you spend the most on the more significant aspects of the wedding. There should be transparency and assistance with identifying areas where you can save without sacrificing quality. 

Planning process

Different planners have their own unique styles and methods. Understanding theirs can help you decide if it’s a good fit for you. 

How will we communicate throughout the planning process?

Regular check-ins can ease stress. Ask your planner how often you can expect to hear from them and what form of communication they prefer (email, calls, etc.). 

What is your approach to problem solving?

Weddings can be unpredictable. No matter the potential crisis, you want someone who is calm under pressure and can find solutions on the fly. 

How do you handle revisions or changes?

Changes and alterations are a built-in part of wedding planning. Flexibility is crucial when things inevitably shift, and it’s important to know your planner will remain on top of things. 

Venue & vendor recommendations

A skilled wedding planner will have a list of trusted vendors and venues that they work with regularly. And while a key part of hiring a planner is trusting their recommendations, it’s also important that they stay flexible and consider your preferences. 

How will you help us select a venue?

The space you get married in can set the tone for your entire wedding. Asking your wedding planner how they select venues, and if they’re using cutting-edge resources like Peerspace to find one-of-a-kind wedding venues that perfectly match your vibe, will help you understand their approach. Take it a step further and do your own research with these questions to ask a wedding venue.

Do you help with vendor selection and negotiation?

If you’re overwhelmed by the thought of finding and booking vendors, a planner who provides vendor recommendations, from florists to photographers, can be a lifesaver. Ask whether they can negotiate pricing or help book vendors who match your vision. We’ve compiled the top questions to ask a wedding florist and key questions to help you vet the right wedding photographer, so you can feel more confident going into those conversations.

Do you have a list of preferred vendors, and are we required to work with them?

Some planners have a list of preferred vendors they like working with, but this doesn’t always mean you’re required to use them. If you have your own options in mind, make sure the planner is flexible and open to your suggestions. 

Crisis management

Problems will arise during wedding planning—that’s just reality. A good planner will be able to handle these problems confidently without distracting you from your day. It’s important to know how your planner handles the unexpected in advance. 

How do you handle challenges, like bad weather or vendor cancelations?

Weddings can be unpredictable. No matter the potential crisis, you want someone who is calm under pressure and can find solutions on the fly.

Can you share examples of how you’ve handled unexpected issues in the past?

Ask your planner to share specific stories where they’ve faced/resolved problems. Their experience will give you confidence that they can manage anything that comes up. 

How to hire a wedding planner

Just like finding the perfect reception venue, finding the right wedding planner doesn’t have to be daunting. By asking thoughtful questions, you can evaluate several planners to find the right fit for you.

Once you find a planner that you connect with, ask for a proposal so that you can see a detailed scope of work, price quote, and read their client service agreement. Every planner’s process is different, but most require a signed contract and an initial retainer to reserve your wedding date on their calendar.

What’s next

Once you find your ideal planner, the next step is always choosing the right venue for your day. Enter Peerspace. I wish I had access to an amazing site like Peerspace when I was planning weddings; they offer a wide range of incredible spaces that suit every wedding vibe. Whether you’re planning a large reception or a cozy gathering, Peerspace is a treasure trove of wedding venues that match your style and needs. Browse wedding venues near you to find one that takes your breath away.