A top-notch Wedding Planner or Day-Of-Coordinator is essential for any smooth and seamless wedding celebration.
Today on the Wedding Planning Podcast, we’re reviewing 10 KEY POINTS to discuss with your planner so that you’re both on the same page and ready to tackle any planning, logistic, or execution challenges that may arise.
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1. AVAILABILITY, PRICING, ADDITIONAL SERVICES.
Can you also help us with welcome party, rehearsal, and post-wedding brunch? What is your pricing structure for additional hours outside of your set packages? Are your posted packages flexible if we have a unique situation that doesn’t quite fit with what you have listed?
If there’s one thing I’ve learned in the years of producing this podcast it’s that every single wedding situation is very unique, every couple has different needs and priorities, and working with someone who is skilled at – and willing – to be flexible is simply a must.
2. WHO EXACTLY WILL WE BE WORKING WITH?
Who are your assistants or other team members, what is their role in the planning phase, and also at the actual wedding celebration? Having a crystal clear set of expectations for who will be answering your questions and exactly who will be your point-person is critical!
3. REVIEWS + TESTIMONIALS
Can you share firsthand reviews & testimonials from past couples you’ve worked with?
4. IS OUR WEDDING VISION COMPATIBLE WITH YOUR PAST EXPERIENCE?
Does your past experience / areas of expertise fit naturally within our overall wedding vision, venue, and our top priorities?
If you’re planning a long wedding weekend celebration to take place at your parents’ ranch where you’ve personally sourced 12 separate vendors to make everything happen, it’s key that you hire someone who has proven experience in that challenging, dynamic wedding environment – versus a planner who has only worked within a more controlled venue with a fixed set of in-house vendors.
5. COMMUNICATION GUIDELINES & EXPECTATIONS
What can we expect in terms of ongoing communication, both frequency and style? Setting clear, shared expectations is simply the best way to have a successful outcome, and that goes for pretty much any wedding product or service that you decide to book.
6. WHAT ARE OUR RESPONSIBILITIES AS CLIENTS?
And closely related, what do you need from us, and how can WE help you be as effective as possible? In any client / vendor relationship, you have special responsibilities too! Relaying important information in a timely way, following the communication guidelines set up, etc.
7. PREFERRED VENDOR GUIDELINES
Describe your business relationship & affiliation with any preferred vendors. Are you willing to work with anyone we chose?
Preferred vendors can be seen as a HUGE convenience – less researching and work for you! On the flip side, if you’re wanting to independently research and choose who you work with for various products & services, just confirm that’s an option from the start.
This ultimately ties back into your priorities, and being very clear with what you value and what’s most important to you. In terms of choosing your vendors, for one couple the top priority may be getting the absolute best price. For another couple, wanting something completely unique and custom may be paramount.
In either example, a wedding planner’s list of preferred vendors may not line up with your top priorities, so this is an important point to clarify at the start of working with your chosen planner.
8. DAY OF TIMELINE + COMMUNICATION
Who will be responsible for a day-of timeline, and for managing the multiple cohorts and groups of people including guests, both sides of the wedding party, family, and vendors on the day-of?
Some of the most glaring mishaps over the course of a wedding day stem from communication issues. Think things like who should be where, and when, who can track down someone who’s not where they should be, who can communicate with someone who’s running late or lost, who can track down any given vendor.
This is easily one of the biggest and most important jobs your planner / coordinator is doing for you – but it only WORKS if they have all the right information and contact info FROM THE START.
9. GAME PLAN FOR UNCOMFORTABLE SITUATIONS
What’s the game plan for an unruly guest or uncomfortable situation during our celebration, to include the ceremony, reception and any time in between?
10. WHAT’S THE BACK UP PLAN?
A SPECIAL THANK YOU to this week’s show partners:
- Brilliant Earth’s mission is to cultivate a more transparent, sustainable, compassionate, & inclusive jewelry industry. Check out all of their beautiful engagement + wedding bands at brilliantearth.com
- Visit Generation Tux, where you can build your suit & tuxedo looks from home, get free color swatches, a free Home Try-On, AND manage your entire wedding party online.
- Get professional help planning your dream honeymoon when you email email@example.com . Don’t forget to mention the Wedding Planning Podcast for $50 off your honeymoon OR $200 off your destination wedding!