Consultants

Wedding planners are with you from the onset. They can handle all logistics like referring vendors, negotiating contracts, keeping track of your budget, and even making payments. They can also be a big part of bringing your day-of vision to life, creating a detailed timeline to keep everything on track. It’s possible a wedding planner would also dabble in the aesthetics of the day. But if you’re looking for a professional that’s all about coordinating the style and look of your wedding, best to hire a wedding designer.

A wedding coordinator, on the other hand, will typically step in much closer to the wedding, perhaps a month or so before the big day. This person will take care of any day-of or last-minute needs, keeping your wedding day and everyone involved on schedule and stepping in if there’s an emergency. If for any reason you don’t work with a wedding coordinator, put someone else in charge of fielding day-of issues. Trust us—as the bride, your only responsibility should be to delight in the day.

Wedding planners and coordinators alike bring experience that far exceeds even the most-organized couples. No matter how good you are at party planning or project management, vendors within the wedding industry know how to navigate unique challenges. For instance, how long does it take 200 people to be seated? How quickly can they get through the buffet line? And while no one goes into their wedding expecting an emergency, it’s so much better to be safe than sorry.

You may want to hire a wedding planner or coordinator if you don’t have time to devote to planning yourself. Planning can take about 5 hours per week, some estimate. If you’re unsure about what’s all involved in a wedding, a wedding planner will ensure nothing gets missed. If you have a short engagement or are planning a destination wedding, a planner is invaluable. A planner can also help mediate any sticky family dynamics, stepping in to help everyone compromise over wedding decisions. Lastly, if your wedding has you feeling like a fish out of water and you just want professional advice, a planner is the way to go.

Wedding planners and coordinators should be detail-oriented, organized, and reliable. They should stay on top of their field and be in touch with trends and new offerings within the wedding industry. Many coordinators and planners belong to consultant groups or associations, and networking with local wedding vendors is crucial. This allows your planner to make recommendations if you need them, and also shows you can trust them to work well with your chosen vendors.

Here’s a handy checklist when looking for a wedding planner or coordinator:

1. Ask around to other brides, your vendors, or a trusted wedding publication like Premier Bride about recommendations for wedding planners and day-of coordinators in your area.
2. Remember to read any reviews and look at photos of other weddings they have planned. Does it seem like a fit?
3. Meet in person and make sure your personalities mesh nicely. A professional coordinator should offer an introductory meeting free of charge. Discuss all your ideas and see if you click.
4. Come to your meeting with all your questions prepared. First up, get their backstory: how long have they been in business and what’s their business philosophy? Confirm all the items your planner will handle, from sending invites to take down at the end of the reception. It’s important to lay out and agree upon all your expectations before hiring any vendor. Ask about what happens in case of emergency. Is there a backup planner? Even if you see reviews online, ask for some references.
5. When you speak to references, ask the right questions: Did this consultant help achieve what you wanted? Did they listen to your comments and concerns? Anything they could or should have done differently? Would the couple in question hire them again?

The exact cost of wedding planning and coordination services varies greatly. Some charge an hourly rate, while others bill a flat rate or a percentage of the overall wedding budget. Still others take a fee or commission from the vendors they trust and use often. Know that the cost of hiring a wedding planner will be anywhere from $2,000 to $20,000 or more. The cost follows the hours put in; it’s said wedding planners typically spend anywhere from 80 to 250 hours planning a single wedding.

If you’re planning a destination wedding, don’t make another move without a trusted wedding planner with boots on the ground. Or, if you hire someone from home, they may even travel with you. A wedding consultant can offer important advice on locations that will or won’t work, as well as collaborate with local vendors and negotiate the best prices. However, if you go this route, know that it’s typical for couples to pay for their consultant’s airfare, food, and lodging during both the exploratory visit and actual wedding. In the end, the peace of mind will be worth every penny.